2-ATTACHMENT A - FY26 Billing Policies Consultant.pdf

Fiscal Year 2026 Billing Policies & Guidelines

CONSULTANTS/CONTRACTORS

ATTACHMENT A

FISCAL YEAR 2026 BILLING POLICIES AND GUIDELINES FOR

CONSULTANTS/CONTRACTORS RETAINED BY THE

GILA RIVER INDIAN COMMUNITY

The following policies and billing guidelines have been developed to establish the Gila River Indian Community’s (the “Community”) expectations from its professional, business relationship with the Consultants/Contractors throughout Fiscal Year 2026, beginning October 1, 2025, and ending on September 30, 2026. All technical and professional services, training, development and support services rendered by the Consultant(s)/Contractor (s) will be billed in accordance with these Billing Policies and Guidelines.

1. Consulting Services/Representation. It is understood that the Gila River Indian

Community is the “Client” for purposes of this representation and or provision of consulting services and not any of the Community’s individual members.

2. Billings.

(a) Invoices. The Consultants/Contractors shall prepare and submit an invoice for services rendered and costs incurred to the Gila River Indian Community’s Finance Department:

Gila River Indian Community Finance Department Attn.: Accounts Payable P.O. Box 2160 Sacaton, Arizona 85147

All invoices will be submitted during the month following the month in which services are rendered and costs incurred. The invoice will include the correct contract number assigned by the Community’s Procurement Department Contracts Management Department and every effort will be made to include all reasonable out-of-pocket reimbursable expenses (as authorized by the Contract) in the monthly invoice the month in which the expenses are incurred. However, it is understood that some expenses and costs may not appear on a statement until sometime after the charges were actually incurred.

(b) Reimbursable Expenses. The Community will reimburse the Consultant/Contractor for all out-of-pocket disbursements or expenses incurred on the Community’s behalf in accordance with the requirements set by the Contract. There shall be no mark-up of such expenses unless explicitly allowed by the contract terms. All reimbursements must have itemized receipts. Typical of such costs are travel expenses, necessary Federal Express or similar courier expenses, delivery services, photocopying (at the rate per page), online research/database retrieval charges, printing of documents, meals, lodging and payment pursuant to subcontracts with technical or other professional consultants or other reasonable reimbursable expenses as determined by the Community. The Community reserves the right to withhold payment of reimbursable expenses that are disallowed pursuant to the Contract, provided, however, that the Consultant/Contractor may re-submit the invoice with further justification or explanation concerning the disallowed expense or cost.

(c) Receipts. The Consultant/Contractor shall submit receipts that indicate the item, service or expense purchased and any other requirements that are set forth in this Billing Policies and Guidelines and terms of the Contract.

(d) Fee Schedule (If applicable). If the billing for professional services is primarily based upon a schedule of hourly rates agreed to by the parties, a schedule of the hourly rates will be provided in the contract or an exhibit to the Contract. When the Community is provided with discounted or reduced rates, the fee schedule shall identify the regular, market rates and the discounted rates provided to the Community. A change in the fee schedule will be implemented based on prior approvals in accordance with the procedures set forth in the contract documents.

(e) Record of Time. If billing for professional services is based on hourly rates, the

Consultant/Contractor will maintain written records of the actual time spent on Community matters, which will detail all activities and tasks, performed on behalf of the Community.

(1) Pre-approval of work. The Community should not be billed for work that is not pre-approved.

(2) Approval of personnel. The Community must approve personnel assigned to work on a matter.

(3) Travel time. Travel time outside the metropolitan area in which

Consultant/Contractor is located should be charged at no more than 50% of the hourly rate, unless otherwise approved by the General Counsel. If work is performed during travel time, travel time billing should be reduced accordingly.

Travel should be pre-approved.

(4) Preparation of bills. Consultants/Contractors should not bill for time devoted to preparation of bills, cover letters or adjustments to bills.

(5) Block billing. Block billing is not permitted. Bills or invoices must indicate the amount of time (to one-quarter of an hour) spent on each task.

3. Travel Expense Policy. Expenses for travel shall comply with the following:

(a) Mileage. If mileage is claimed, it shall be billed at the established Federal standard mileage rate.

(b) Air Travel. The Consultant/Contractor is responsible for arranging their own airfare and lodging accommodations while on travel status for the Community. Economy or regular coach airfare is allowable; however, first class travel is not an allowable expense unless no other seats are available, and the Consultant/Contractor provides prior written justification explaining the need to travel first class and receives prior approval by the General Counsel.

(c) Car Rental. The use of car rental is allowed, except that the Consultant/Contractor agrees to rent only one vehicle when more than one individual from Contractor/Consultant is traveling on behalf of the Community. If, however, there are more than four (4) individuals traveling together, rental of additional vehicles is allowed.

(d) Ground Transportation. Consultant/Contractor shall make every effort to utilize local reasonable public transportation or ride sharing services (e.g., Uber, Lyft) when practical. Use of a taxi service is permitted and is reimbursable if a receipt is submitted with invoice. The Community may reimburse for ground transportation utilizing sedan or limousine services when:

(1) transportation of Community representatives and officials to meetings scheduled by the Consultant/Contractor is necessary; or (2) late night or early morning transportation to an airport is necessary; or (3) upon written explanation of unique circumstances for which such transportation services is necessary and appropriate, and the Community agrees and approves. All receipts must be submitted and indicate date, destination, purpose of travel and cost.

(e) Meals. Meals will be reimbursed at actual cost. In order to be reimbursed, the

Consultant/Contractor shall submit an itemized receipt. If the itemized receipt for meals involves more than one individual, the Consultant/Contractor will indicate on the receipt, the number and identity of additional persons, and the issues or topics discussed by meal participants.

4. Other Miscellaneous Charges.

(a) Alcohol and Tobacco. Alcoholic beverages and tobacco products are not an allowable expense.

(b) Cellular Telephones. The Community does not reimburse for cellular telephone use while traveling on Community business.

(c) Petty Cash. Receipts for disbursement of petty cash will not be reimbursed.

(d) In-Room Movies or Entertainment. Hotel in-room movies or entertainment are not an allowable expense while on travel status for the Community.

(e) Wi-Fi/Internet. The Community does not reimburse for Wi-Fi or Internet service while traveling on Community business.

5. General Matters.

(a) Assignment of Contract Number. The Community Department with which the contract is made, in coordination with the Community’s Procurement Department Contracts Management, will manage and oversee the Contract. Contracts Management will assign a Contract Number (e.g.

Cxxxx) to the contract. All original billing invoices must include the correct assigned contract number and sent to: Gila River Indian Community, Finance Department, Attn: Accounts Payable, P.O. Box 2160, Sacaton, Arizona 85147.

(b) Subcontractors. The Consultant/Contractor may not assign to or engage any subcontractor unless authorized by the Contract and prior written approval is obtained from the Community. Unless otherwise agreed by the Community, approved subcontracts shall be subject to these billing guidelines.

(c) Adjustment of Fees. Any request for an adjustment of fees, including fee increases, required an executed amendment to the Contract.

(d) Audits. The Community may, at its discretion, require or perform an audit of expenditures incurred under the Contract. Upon such an occasion and upon reasonable notice to the Consultant/Contractor, the Community shall be afforded access to and shall be permitted to audit and copy, the Consultant/Contractor’s records, books, correspondence, sub-contracts, invoices, billing statements and other data relating to the Contract.

(e) Fiscal Year Close Out. In order to meet the Community’s requirements for prompt close out of its fiscal year, all invoices for fees and expenses through September 30, 2026 under the Contract must be received by the Community on or before October 14, 2026. Any invoice submitted after October 14, 2026 will not be paid.