Attachment_D_track_changes_0001.pdf
PDF 196 KB Posted
- Attached to
- Study Fleet Administration Support for the NEFSC Federal contract opportunity
- Solicitation number
- 1305M326Q0305
About this file
This is an attachment to a federal contract that establishes the approved reimbursement schedule and payment procedures for Study Fleet participant reimbursements.
The Contractor is authorized to reimburse participants for Government-approved expenses including established daily data collection rates, training costs, equipment purchases, travel expenses, and other participant support costs. Reimbursement amounts must be based solely on Government-approved schedules, program guidance, and written approvals; the Contractor cannot independently establish amounts or approve exception payments. Required onboarding documentation includes Attachments A, B, and C, while reimbursement requests require EFT/payment authorization, W-9 forms, reimbursement requests, and supporting documentation. Travel, training, and equipment purchase reimbursements must include receipts or proof of purchase. The Contractor must review submissions for completeness and accuracy, verify participant documentation, confirm alignment with approved guidance, and process approved reimbursements within 30 calendar days of receiving complete documentation and Government approval. The Contractor shall maintain all records on a Government-accessible shared file, submit monthly status reports detailing total reimbursements and remaining funds, and provide quarterly budget expenditure reports. The Contractor must promptly notify the Government of incomplete submissions, unsupported requests, duplicate requests, requests outside approved categories, participant disputes, and unusual activity.
View the file
Other files for this federal contract opportunity
| File | Type | Posted |
|---|---|---|
| Performance_Work_Statement_track_changes_0001.pdf | ||
| Sol_1305M326Q0305_Amd_0001.pdf | ||
| Sol_1305M326Q0305.pdf | ||
| PWS_Attachments.pdf | ||
| Performance_Work_Statement.pdf | ||
| WD_2015-4089_Rev__34.pdf |
On GovTribe
Work with this file on GovTribe
- Download the original file
- Contacts named in this file
- Similar government files
- Ask GovTribe AI about this file
Text version
ATTACHMENT D – APPROVED REIMBURSEMENT SCHEDULE AND PAYMENT PROCEDURES
1. Purpose
This attachment establishes approved reimbursement categories, reimbursement procedures, documentation requirements, approval processes, and payment administration requirements for Study
Fleet participant reimbursements. The Contractor shall administer participant reimbursements only in accordance with this attachment and written Government direction.
2. Approved Reimbursement Categories
Participant reimbursements may include Government-approved expenses associated with Study Fleet participation, including established daily data collection reimbursement rates, training costs, equipment purchases, travel expenses, and other Government-approved participant support costs.
3. Reimbursement Amounts and Approval Controls
The Government will reimburse the Contractor the actual cost of materials and services. Individual reimbursement amounts shall be based on Government-approved reimbursement schedules, program guidance, and written approvals. The Contractor shall not independently establish reimbursement amounts or approve exception payments.
4. Required Documentation
Required documentation to be onboarded into the Study Fleet reimbursement program includes
Attachments A, B, and C. Required documentation for reimbursement requests includes EFT/payment authorization, W-9 or other relevant payment documentation, reimbursement requests and the applicable supporting documentation. Reimbursement requests for travel, training, and equipment purchases must include receipts/proof of purchase.
5. Reimbursement Processing Procedures
Upon receipt of reimbursement requests, the Contractor shall review submissions for completeness and accuracy, verify participant administrative documentation, confirm reimbursement aligns with approved Government guidance, coordinate discrepancies, and process approved reimbursements.
6. Payment Tracking and Record Keeping
The Contractor shall ensure invoices and corresponding reimbursement payments are accurately recorded and this information must be tracked on a Government accessible shared file. Monthly status reports must be sent to the Government detailing the total reimbursed amount to all participants and the amount of remaining funds to be paid out. Budget expenditures and remaining funds on the contract must be reported to the Government quarterly. The contractor shall maintain current participant reimbursement and administrative records.
7. Processing Timeframes
Approved reimbursements shall be processed within 30 calendar days after receipt of complete reimbursement documentation and all required Government approvals. the Contractor has received all required reimbursement documentation and Government approval of the reimbursement request.
8. Exceptions / Discrepancies
The Contractor shall promptly notify the Government of incomplete reimbursement submissions, unsupported reimbursement requests, duplicate reimbursement requests, requests outside approved reimbursement categories, participant disputes, and unusual reimbursement activity.
File details come from the government source that posted it. Updated .