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30 Agency shall present invoices for 100 percent of actual costs incurred-by Agency on behalf <br />of the Project directly to State's Liaison Person for review and approval. Such invoices shall <br />identify the Project and Agreement number, and shall itemize and explain all expenses for <br />which reimbursement is claimed. Billings shall be presented for periods of not less than <br />one-month duration, based on actual expenses to date. All billings received from Agency <br />must be approved by State's Liaison Person prior to payment. Agency's actual costs <br />eligible for federal-aid or State participation shall be those allowable under the provisions of <br />Title 23 CFR Parts 1.11, 140 and 710, Final billings shaA be submitted to State for <br />processing wlthin three months from the end of each funding phase as follows: 1)-award <br />date of a construction contract for preliminary engineering 2) last payment#or right=of-way <br />acquisition and 3) third notification for construction. Partial billing (progress payment) shad <br />be submitted to State within #hree months from d=ate that costs are incurred =~~Final~bi{Hngs~;. <br />submitted after the three months-shall not.~be~eiigible~#or-reimbursement: <br />31. The cost records and accounts pertaining to work covered by this Agreement are to be kept <br />available for inspection by representatives of State and FHWA for a period of three (3) <br />years following the date of final voucher to FHWA. Copies of such records and accounts <br />shall be made available upon request. For real property and equipment, the. retention <br />period starts from the date of disposition Title 49 CFR 18.42). <br />32. State shall request reimbursement, and Agency agrees to reimburse State, for federal-aid <br />funds distributed to Agency if any of the following events occur: <br />a) Right-of--way acquisition or actual construction of the facility for which <br />preliminary engineering is undertaken is not started by the close of the tenth <br />fiscal year following the fiscal year in which the federal-aid funds were <br />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 <br />the 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 <br />federal-aid funding (e.g., no environmental approval, lacking permits, or other <br />reasons). <br />33. Agency shall maintain all Project documentation in keeping with State and FHWA standards <br />and specifications. This shall include, but is not limited to, daily work records, quantity <br />documentation, material invoices and quality documentation, certificates of origin, process <br />control records, test results, and inspection records to ensure that projects are completed in <br />conformance with approved plans and specifications. <br />RAILROADS <br />34. Agency shall follow State established policy and procedures when impacts occur on railroad <br />property. The policy and procedures are available through State's appropriate Region <br />contact or State's Railroad Liaison. Only those costs allowable under Title 23 CFR Part <br />646, subpart B and Title 23 CFR Part 140, subpart I, shall be included in the total Project <br />costs; all other costs associated with railroad work will be at the sole expense of Agency, or <br />STDPRO-2006.doc 6 <br />Rev. 7-3-2006 <br />