6-20-22 BOC Regular Meeting - Laserfiche WebLink

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B. The Fiscal Recovery Manager or the Assistant Finance Director must review the individual cost items listed on the invoice or other demand for payment to determine their allowability and allocability. If all cost items are deemed allowable and properly allocable per the Finance Department, then invoice amount will be entered in the appropriate log to ensure the contract is not over budget. C. Upon confirmation of allowable funding, the Fiscal Recovery Manager or assigned staff will submit the invoice to the Assistant/Finance Director for review prior to payment. The Lee County Finance Accounting Specialist will review the invoice and proceed with payment. D. If any cost item is deemed unallowable, the Fiscal Recovery Manager or assigned staff will notify the project management and/or vendor, contractor, or subrecipient that a portion of the invoice or other demand for payment will not be paid with Federal funds. The Fiscal Recovery Manager or Assistant Finance Director may in their discretion, and consistent with this policy, allow an invoice or other demand for payment to be resubmitted with a revised cost allocation. If the local government remains legally obligated by contract or otherwise to pay the disallowed cost item, it must identify other local government funds to cover the disbursement. Lee County's governing board must approve any allocation of other funds for this purpose. E. The County personnel responsible for managing eligible projects must retain appropriate documentation of budgeted cost items per project and actual obligations and expenditures of cost items per project. COST TRANSFERS Any costs charged to the federal award that do not meet the allowable cost criteria must be removed from the award account and charged to an account that does not require adherence to federal UGG or other applicable guidelines. Failure to adequately follow this policy and related procedures could result in questioned costs, audit findings, potential repayment of disallowed costs and discontinuance of funding. COST ALLOWABILITY REVIEW PROCESS FOR SUBRECIPIENTS PREAPPROVAL COST ALLOWABILITY REVIEW Before a Federally funded project is authorized, the Lee County Finance Director must review the proposed cost items within an estimated project budget to determine whether they are allowable and allocable and whether cost items will be charged as direct or indirect expenses. This review will occur concurrently with the review of project eligibility and before obligating or expending any Federal funds. 10