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ATTACHMENT B Contract Payment Requirements Florida Department of Financial Services, Reference Guide for State Expenditures ( March 2003 ) Cost Reimbursement Contracts Invoices for cost reimbursement contracts must be supported by an itemized listing of expenditures by category (salary, travel , expenses , etc. ) Supporting documentation must be provided for each amount for which reimbursement is being claimed indicating that the item has been paid . Check numbers may be provided in lieu of copies of actual checks. Each piece of documentation should clearly reflect the dates of service . Only expenditures for categories in the approved contract budget should be reimbursed . Listed below are examples of types of documentation representing the minimum requirements: ( 1) Salaries : A payroll register or similar documentation should be submitted . The payroll register should show gross salary charges, fringe benefits , other deductions and net pay. If an individual for whom reimbursement is being claimed is paid by the hour, a document reflecting the hours worked times the rate of pay will be acceptable . ( 2 ) Fringe Benefits : Fringe Benefits should be supported by invoices showing the amount paid on behalf of the employee (e.g. , insurance premiums paid ) . If the contract specifically states that fringe benefits will be based on a specified percentage rather than the actual cost of fringe benefits, then the calculation for the fringe benefits amount must be shown . Exception : Governmental entities are not required to provide check numbers or copies of checks for fringe benefits. (3) Travel : Reimbursement for travel must be in accordance with Section 112 . 061, Florida Statutes , which includes submission of the claim on the approved State travel voucher or electronic means . (4) Other direct costs : Reimbursement will be made based on paid invoices/ receipts . If nonexpendable property is purchased using State funds, the contract should include a provision for the transfer of the property to the State when services are terminated . Documentation must be provided to show compliance with Department of Management Services Rule 60A- 1. 017 , Florida Administrative Code, regarding the requirements for contracts which include services and that provide for the contractor to purchase tangible personal property as defined in Section 273 . 02 , Florida Statutes , for subsequent transfer to the State . (5 ) In-house charges : Charges which may be of an internal nature ( e . g. , postage , copies , etc . ) may be reimbursed on a usage log which shows the units times the rate being charged . The rates must be reasonable . (6 ) Indirect costs : If the contract specifies that indirect costs will be paid based on a specified rate , then the calculation should be shown . Pursuant to 216 . 346 , Florida Statutes , a contract between state agencies including any contract involving the State University system or the State Community College system , the agency receiving the contract or grant moneys shall charge no more than 5 percent of the total cost of the contract or grant for overhead or indirect cost or any other cost not required for the payment of direct costs . The Florida Department of Financial Services , Reference Guide to State Expenditures ( March , 2003 ) can be found at the following web address : www . dbf.state .fl . us/aadir/ reference guide . DEP Contract No . RM026 , Attachment B , Page 1 of 1