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 document is a required supporting documentation guide issued by the Sacramento Area Council of Governments (SACOG) for contractors, subcontractors, and subrecipients submitting invoices and expense reimbursement requests. The guide establishes comprehensive documentation requirements across multiple expense categories, including labor costs, travel expenses, indirect/overhead charges, meetings and related expenses, in-kind or match contributions, and other miscellaneous costs. For labor costs, SACOG requires approved timesheets or itemized financial/payroll system reports that detail employee names, dates worked, hours allocated to specific tasks or deliverables, hourly rates, benefits, and overhead charges. Travel expenses require pre-approval and appropriate supporting documentation; mileage reimbursement requests must include the date, miles driven, origin and destination addresses, travel purpose, and a preferred map. Meals, incidentals, transportation, and lodging expenses require itemized receipts with reimbursement capped at state per diem rates, and for expenses involving multiple individuals, the names of all parties and the business purpose must be documented. Indirect or overhead rate charges require approval from the cognizant agency, and all expenses must be supported by detailed receipts and proof of payment via cancelled checks.
For in-kind or match contributions, SACOG requires documentation demonstrating that costs were procured following the same procurement rules applicable to the grant funding type, with identification of funding sources such as local, state, or federal funds. Meeting-related expenses require documentation of the meeting's purpose, agenda, and attendee list, though SACOG notes these are typically ineligible for grant reimbursement. All documentation standards apply uniformly to SACOG invoices, contractor invoices, subcontractor invoices, and subrecipient invoices, ensuring consistency across all payment requests associated with SACOG-funded projects.
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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 .