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• • <br />ARTICLE IV -FISCAL PROVISIONS <br />1. All contractual obligations of STATE are subject to the appropriation of resources by thE: <br />Legislature and the allocation of resources by the California Transportation Commission (CTC) <br />2. STATE'S financial commitment of Federal Funds will occur only upon the execution of thi:: <br />AGREEMENT, the authorization of the project-specific E-76 or E-76 (AMOD), the execution of <br />each project-specific PROGRAM SUPPLEMENT, and STATE's approved finance letter. <br />3. ADMINISTERING AGENCY may submit signed duplicate invoices in arrears for reimbursemen <br />of participating PROJECT costs on a monthly or quarterly progress basis once the project-specific <br />PROGRAM SUPPLEMENT has been executed by STATE. <br />4. ADMINISTERING AGENCY agrees, as a minimum, to submit invoices at least once every si;~ <br />(6) months commencing after the funds are encumbered on either the project-specific PROGRAM <br />SUPPLEMENT or through aproject-specific finance letter approved by STATE. STATE reserves <br />the right to suspend future authorizations/obligations, and invoice payments for any on-going of <br />future federal-aid project by ADMINISTERING AGENCY if PROJECT costs have not been <br />invoiced by ADMINISTERING AGENCY for a six (6) month period <br />5. Invoices shall be submitted on ADMINISTERING AGENCY letterhead that includes the address: <br />of ADMINISTERING AGENCY and shall be formatted in accordance with LOCAL ASSISTANCE:. <br />PROCEDURES. <br />6. Invoices must have at least one copy of supporting backup documentation for costs incurrec: <br />and claimed for reimbursement by ADMINISTERING AGENCY. Acceptable backul: <br />documentation includes, but is not limited to, agency's progress payment to the contractors <br />copies of cancelled checks showing amounts made payable to vendors and contractors, and/or ,<< <br />computerized summary of PROJECT costs. <br />7. Payments to ADMINISTERING AGENCY can only be released by STATE as reimbursement a` <br />actual allowable PROJECT costs already incurred and paid for by ADMINISTERING AGENCY. <br />8. An Indirect Cost Rate Proposal and Central Service Cost Allocation Plan and relates:l <br />documentation are to be provided to STATE (Caltrans Audits & Investigations) annually for reviev~ <br />and approval prior to ADMINISTERING AGENCY seeking reimbursement of indirect cost incurrec: <br />within each fiscal year being claimed for federal reimbursement. <br />9. Once PROJECT has been awarded, STATE reserves the right to de-obligate any excess <br />Federal Funds from the construction phase of PROJECT if the contract award amount is less than <br />the obligated amount, as shown on the PROJECT E-76 or E-76 (AMOD). <br />10. STATE will withhold the greater of either two (2) percent of the total of all Federal Fund:~, <br />encumbered for each PROGRAM SUPPLEMENT or $40,000 until ADMINISTERING AGENCI~ <br />submits the Final Report of Expenditures for each completed PROGRAM SUPPLEMENT' <br />PROJECT. <br />Page 8 of 26 <br />