Agenda - Council - 01/27/2026 - Laserfiche WebLink

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2.3 Expenditures. Grantee will apply for reimbursement only for expenses in furtherance of the Approved Expenses. Expenses must be incurred no later than October 31, 2026. 2.5 Reporting Requirements. Grantee shall report to the State's Authorized Representative as specified in this Agreement. 2.5.1 Reimbursement. Grantee shall submit receipts and invoices in the format determined by the State that show the amounts paid for the expenses for which they are requesting reimbursement and the specific goods and services purchased, which shall be in furtherance of the Approved Expenses. Grantee shall submit with those receipts and invoices a sworn statement attesting to the specific Approved Expenses to which the receipts and invoices relate. Reimbursement requests must be submitted within 60 days after the final project expenses are incurred, but no later than December 30, 2026. 2.5.2 Other Requirements. Grantee must maintain financial records for each grant as outlined in Section 2.6 and must transmit those records to the secretary of state within two business days upon request of the secretary of state. 2.5.3 Evaluation. State shall have the authority to conduct any evaluation of the performance of Grantee that the State deems necessary in its sole discretion, including, but not limited to, site visits, interviews with grantee program staff, and obtaining and reviewing all documentation related to the grant. 2.5.4 Requirement Changes. State may modify or change all reporting forms at their discretion. 2.6 Accounting Requirements - Fiscal Control and Accounting Procedures. Grantee's fiscal control and accounting procedures must be sufficient to: a) Permit preparation of reports required by this Agreement, b) Permit the tracing of funds to a level of expenditures adequate to determine that funds have not been used in violation of this agreement, and c) Support accounting records through source documents, such as: cancelled checks, invoices and paid bills, agreement and sub award documents, and records sufficient to detail history of procurements. 3 Time Grantee must comply with all the time requirements described in this Agreement. 4 Consideration and Payment 4.1 Consideration. The State will make an award to Grantee under this Agreement as follows: (1) Grant Award. Grantee will be awarded the amount listed in paragraph 2.2 of this Agreement. (2) Total Obligation. The total obligation of State to Grantee under this Agreement will not exceed the amount listed in paragraph 2.2 of this Agreement. 4.2 Fiscal Requirements. Grantee shall report to the State as provided by paragraph 2.5 of this Agreement. 4.2.1 Financial Guidelines. Grantee's eligible expenditures under this Agreement must be specifically incurred by Grantee. Grantee will report on all expenditures pertaining to this Agreement as provided in paragraph 2.5. 4.2.2 Records. Grantee must retain all financial records for a minimum of six (6) years after all finds have been expended, or until completion of an audit which has commenced before the expiration of this six -year period, or until any audit findings and/or recommendations from prior audit(s) have been