3) During the course of this agreement, the Sub-Recipient shall submit requests for reimbursement.

April 21, 2026 City Council Regular Session · 2026-04-21 · agenda_item

This item details the financial and administrative requirements for a project, focusing on how a Sub-Recipient will request and document reimbursements for costs. It outlines the need for detailed source documentation, including invoices, payroll records, and contracts, to support all claimed expenses. The Sub-Recipient must pre-audit contractor and subcontractor bills to ensure legitimacy and accuracy. Management costs, distinct from direct project activities like architectural, engineering, or construction management, are also defined and have specific documentation requirements. The process involves submitting reimbursement requests with affidavits and maintaining accurate records for review by the Division. This process is currently under review as part of an agreement, indicating an early stage in the project lifecycle. The work involves financial administration, record keeping, and auditing of expenses related to construction and project management. Contractors, suppliers, and service providers could benefit from understanding these requirements early, as it impacts how they will be paid and what documentation they will need to provide. Engaging with the Sub-Recipient now, before final plans and bids are set, allows businesses to align their services and documentation practices with the project's financial framework.