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EXHIBIT B [From policy adopted by Indian River County Board of County Commissioners on February 19 , 2002] "D. Nonprofit Agency Responsibilities After Award of Funding Indian River County provides funding to all nonprofit agencies on a reimbursement basis only. All reimbursable expenses must be documented by an invoice and/or a copy of the canceled check. Any expense not documented properly to the satisfaction of the Office of Management & Budget and/or the County Administrator may not be reimbursed . If an agency repeatedly fails to provide adequate documentation , this may be reported to the Board of Commissioners . In the event an agency provides inadequate documentation on a consistent basis , funding may be discontinued immediately. Additionally, this may adversely affect future funding requests. Expenditures may only be reimbursed from the fiscal year for which funding was awarded . For example , no expenditures prior to October 1 " may be reimbursed with funds from the following year. Additionally, if any funds are unexpended at the end of a fiscal year, these funds are not carried over to the next year unless expressly authorized by the Board of Commissioners. All requests for reimbursement at fiscal year end (September 30`") must be submitted on a timely basis . Each year, the Office of Management & Budget will send a agencies letter to all nonprofit advising of the deadline for reimbursement requests for the fiscal year. This deadline t typically year beyond that point. early to mid October, since the Finance Department does not process checks for the prior fiscal Each reimbursement request must include a summary of expenses by type. These summaries should be broken down into salaries , benefits , supplies, contractual services , etc. If Indian River County is reimbursing an agency for only a portion of an expense (e. g. salary of an employee), then the method for this portion should be disclosed on the summary. The Office of Management & Budget has summary forms available . Indian River County will not reimburse certain types of expenditures . These expenditure types are listed below. a . Travel expenses for travel outside the County including but not limited to; mileage reimbursement, hotel rooms , meals, meal allowances , per Diem , and tolls . Mileage reimbursement for local travel (within Indian River County) is allowable . b. Sick or Vacation payments for employees . Since agencies may have various sick and vacation pay policies , these must be provided from other sources . c. Any expenses not associated with the provision of the program for which the County has awarded funding . d . Any expense not outlined in the agency's funding application . The County reserves the right to decline reimbursement for any expense as deemed necessary. " 1