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29. Agency shall make additional deposits, as needed, upon request from State. Requests for additional <br />deposits shall be accompanied by an itemized statement of expenditures and an estimated cost to <br />complete the Project. <br />30. Agency shall present invoices for 100 percent of actual costs incurred by Agency on behalf of the <br />Project directly to State's Liaison Person for review and approval. Such invoices shall identify. the <br />Project and Agreement number, and shall itemize and explain all expenses for which reimbursement <br />is claimed. Billings shall be presented for periods of not less than one-month duration, based on <br />actual expenses to date. .All billings received from Agency must be approved by State's Liaison <br />Person prior to payment. Agency's actual costs eligible for federal-aid or State participation shall be <br />those allowable under the provisions of Title 23 CFR Parts 1.11, 140 and 710, Final billings shall <br />be submitted to State for processing within three months from the end of each funding phase as <br />follows: 1) award date of a constnuction contract for preliminary engineering 2) last payment for <br />right-of=«~ay acquisition and 3) third notification for construction. Partial billing {progress payment) <br />shall be submitted to State within three months from date that costs are incurred. Final billings <br />submitted after the three months shall not be eligible for reimbursement. <br />31. The cost records and accounts pertaining to work covered by this Agreement are to be kept available <br />for inspection by representatives of State and FHWA for a period of three (3) years following the <br />date of final-voucher to FHWA. Copies of such records and accounts shall be made available upon <br />request. For real property and equipment, the retention period starts from the date of disposition <br />(Title 49 CFR 18.42 <br />32. State shall request reimbursement, and Agency agrees to reimburse State, for federal-aid funds <br />distributed to Agency if any of the following events occur: <br />a) Right-of--way acquisition or actual construction of the facility for which preliminary <br />engineering is undertaken is not started by the close of the tenth fiscal year following <br />the fiscal year in which the federal-aid funds were authorized; <br />b) Right-of--way acquisition is undertaken utilizing federal-aid funds and actual <br />construction is not started by the close of the twentieth fiscal year following the <br />fiscal year in which the federal-aid funds were authorized for right-of--way <br />acquisition. <br />c) Construction proceeds after the Project is determined to be ineligible for federal-aid <br />funding (e.g., no environmental approval, lacking permits, or other reasons). <br />33. Agency shall maintain all Project documentation in keeping with State and .FHWA standards and <br />specifications. This shall include, but is not limited toy daily work records, quantity documentation, <br />material invoices and quality documentation, certificates of origin, process control records, test <br />results, and inspection records to ensure that projects are completed in conformance with approved <br />plans and specifications. <br />RAILROADS <br />34. Agency shall follow State established policy and procedures when impacts. occur on railroad property. The <br />policy and procedures are available through State's appropriate Region contact or State's Railroad Liaison. <br />Only those costs allowable under Title 23 CFR 646B & Title 23 CFR 140I, shall be included in the total Project <br />STDPRO-2005.doc 6 <br />Rev. 3-22-OS <br />