Common use of Proper Documentation Clause in Contracts

Proper Documentation. ▇▇▇▇ requests submitted for reimbursement from the FY 2016 EMPG must be accompanied by proper documentation of each cost. Proper documentation requires “Proof of Cost” (time and effort records, invoices, bills, etc.) and “Proof of Payment” (copies of warrants, canceled checks, auditor’s monthly detail). A copy of the auditor’s monthly expenditure detail has been found to be a very reliable, single source of proof of payment documentation. To reduce the amount of paper in documentation, counties are encouraged to submit a copy of the detail with applicable expenses highlighted and numbered according to the order listed on the reimbursement form. Food costs associated with EMA actions (meetings, trainings, etc.) must be documented by proof of cost, proof of payment, purpose of event (agenda, invitation, etc.) and a roster or sign in sheet of persons attending. Food and beverages are only allowable for eligible EMA meetings and will not be allowed for any other activity or for the EMA office. Food costs submitted for reimbursement without all listed documentation will be un-allowed.

Proper Documentation. ▇▇▇▇ requests submitted for reimbursement from the FY 2016 2017 EMPG must be accompanied by proper documentation of each cost. Proper documentation requires “Proof of Cost” (time and effort records, invoices, bills, etc.) and “Proof of Payment” (copies of warrants, canceled checks, auditor’s monthly detail). A copy of the auditor’s monthly expenditure detail has been found to be a very reliable, single source of proof of payment documentation. To reduce the amount of paper in documentation, counties are encouraged to submit a copy of the detail with applicable expenses highlighted and numbered according to the order listed on the reimbursement form. Food costs associated with EMA actions (meetings, trainings, etc.) must be documented by proof of cost, proof of payment, purpose of event (agenda, invitation, etc.) and a roster or sign in sheet of persons attending. Food and beverages are only allowable for eligible EMA meetings and will not be allowed for any other activity or for the EMA office. Food costs submitted for reimbursement without all listed documentation will be un-allowed.