Mode of Payment.doc

PAYMENT – MODE OF PAYMENT: For services performed under this cooperative agreement, the sub-recipient shall be paid not more often than monthly based on a invoice/reimbursement request that itemizes the sub-recipient’s work performed as of the date of the statement during a defined period of service. Reimbursement requests shall be submitted to the Department’s Office of Civil Rights Programs, South Carolina Department of Transportation, Room 117, Post Office Box 191, Columbia, SC 29202. An acceptable request shall include an itemized listing of all payroll, overhead and direct out-of-pocket project expenses. Reimbursement requests shall list all staff working on the project, their hours worked and their pay rates, or the basis on which payment for the period was based (time sheets are not required for invoicing but may be requested at any time by the Department). Other direct costs must be supported by an appropriate invoice or paid receipt. Travel will be reimbursed at actual expenses incurred, not to exceed current maximum allowances established in South Carolina regulations for reimbursement of State employee travel and subsistence expenses https://cg.sc.gov/guidance-and-forms-state-agencies/travel-forms-and-mileage-rate .

· Meals shall be limited to the State’s reimbursement policy for subsistence expenses.

· Reimbursement will be made for actual expenses incurred for lodging, not to exceed the current maximum lodging rates, excluding taxes, established by the U.S. General Services Administration http://www.gsa.gov/portal/category/21287).

· Automobile mileage will be reimbursed at the actual cost per mile incurred provided such cost per mile does not exceed the rate established by the Internal Revenue Service for the period.

Travel will be detailed by the destination, person traveling, purpose, mileage and the mileage rate.

All costs charged to the project, including payroll/timekeeping procedures and indirect costs rates must be allowable and in accordance with applicable program rules {Highway Training and Education (CFDA 20.215) and cost principles as described in the Uniform Administrative Requirements Federal Awards and cost principles and audit requirements for federal awards (2 CFR, Part 200).

SCDOT reserves the right to withhold final payment until a final report has been received and accepted by the Department.

DISPUTES: In any dispute concerning a question or fact in connection with the work of this Agreement, or compensation, the decision of the Department in the matter shall be final and conclusive for both parties.

PURCHASES AND RENTAL/LEASE: The Department considers that the successful proposer should have the necessary equipment and other items to perform the work described in the scope of services. Therefore, purchase and rental/lease of equipment is not an allowable expenditure under this program.

Scope of Work/Specification: The proposal shall be limited to ten (10) single spaced pages printed on one (1) side only.