Exhibit_C_Invoice_Supp_Docs_2-14-23.pdf
PDF 103 KB Posted
- Attached to
- Washington District Infrastructure Upgrade Project State and local contract opportunity
- Solicitation number
- 26-023-ITB
- Issued by
- Yolo County, California
About this file
This is an invoice supporting documentation guide from the Sacramento Area Council of Governments (SACOG) outlining required documentation for contractor, subcontractor, and subrecipient invoices related to the Washington District Infrastructure Upgrade Project in West Sacramento, California. The project encompasses water main improvements, sewer system improvements, and fiber optic conduit installation, with construction required to be completed by December 31, 2026. Sealed bids were due by Thursday, April 30, 2026 at 2:00 pm. The work involves removal and replacement of existing pipelines, new pipeline installation, service tie-ins, trenching, backfill, sewer main rehabilitation using CIPP, sewer manhole installations, surface restoration, and coordination with UPRR, all of which must occur within active public rights-of-way in close proximity to residences, businesses, and transportation corridors.
The supporting documentation requirements vary by expense category and invoice type. Labor costs require approved timesheets or itemized financial/payroll system reports detailing employee names, dates, hours worked on specific tasks, hourly rates, benefits, and overhead. Travel expenses necessitate travel request approval and supporting documentation including mileage logs with dates, distances, addresses, and purpose of travel, as well as itemized receipts for meals, incidentals, transportation, and lodging not exceeding state per diem rates with names and purposes for multi-person charges. Indirect and overhead costs require approval from the cognizant agency at approved rates. Meetings and related expenses require detailed documentation including purpose, agenda, and attendee lists, though these are typically ineligible for grant reimbursement. In-kind or match contributions must be documented with source identification, and all costs must comply with the same procurement rules applicable to SACOG based on the type of grant funding provided. All work must comply with SACOG Green Means Go Grant requirements.
View the file
Other files for this state and local contract opportunity
Show all 24
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
Sacramento Area Council of Governments Required Supporting Documentation for Contractor, Sub‐Contractor, Sub‐Recipient Invoices
Approved timesheets Approved timesheets and/or itemized financial/payroll system report providing:
+ names + dates + hours worked toward specific tasks/ deliverables + hourly rate + benefits + overhead
Approved timesheets and/or itemized financial/payroll system report providing:
+ names + dates + hours worked toward specific tasks/ deliverables + hourly rate + benefits + overhead
Travel request approval/details and appropriate documentation for type of travel expense below:
Travel request approval/details and appropriate documentation for type of travel expense below:
Travel request approval/details and appropriate documentation for type of travel expense below:
Mileage Date, miles driven, addresses traveled from and to, purpose of travel.
Map preferred.
Date, miles driven, addresses traveled from and to, purpose of travel.
Map preferred.
Date, miles driven, addresses traveled from and to, purpose of travel.
Map preferred.
Meals, Incidentals, Transportation & Lodging
Itemized receipts for all meals/incidentals. Will only reimburse up to state per diem rates.
If any charges are for more than one person, names of all parties and purpose of charge must be provided.
Itemized receipts for all meals/incidentals. Will only reimburse up to state per diem rates.
If any charges are for more than one person, names of all parties and purpose of charge must be provided.
Itemized receipts for all meals/incidentals. Will only reimburse up to state per diem rates.
If any charges are for more than one person, names of all parties and purpose of charge must be provided.
Rate matches current approved rate Approval of indirect rate from cognizant agency Approval of indirect/overhead rate from cognizant agency
Proof of Payment Copy of cancelled check showing proof of cleared payment
Copy of cancelled check showing proof of cleared payment
Purpose of meeting, agenda, list of attendees.
Typically not eligible for grant reimbursement.
Purpose of meeting, agenda, list of attendees.
Typically not eligible for grant reimbursement.
Purpose of meeting, agenda, list of attendees.
Typically not eligible for grant reimbursement.
Detailed receipts Detailed receipts Detailed receipts
N/A - Accounting function Documentation supporting in-kind or other match.
If staff time is used for match, follow "labor costs" documentation requirements.
If other costs are used, follow the rules for other types of expenses and provide details on procurement process used. In order to be allowable for match, any costs incurred must have been procured following same rules SACOG is subject to based on type of grant funding.
If providing actual funds, identify what type of funds are being provided (local, state, federal, federal aid) and/or source of funds (granting agency.)
Documentation supporting in-kind or other match.
If staff time is used for match, follow "labor costs" documentation requirements.
If other costs are used, follow the rules for other types of expenses.
If providing actual funds, identify what type of funds are being provided (local, state, federal, federal aid) and/or source of funds (granting agency.)
Required Supporting Documentation for Sub-Recipient Invoices
Required Supporting Documentation for Contractor/Sub-Contractor Invoices
Proof of Payment
Other Expenses
Type of Expense
Labor Costs
In-Kind/Match
Travel Costs
Indirect/Overhead Charge
Meetings Related Expenses
Required Supporting Documentation for SACOG Invoices/Expense Reimbursements
File details come from the government source that posted it. Updated .