Current through Register Vol. XLI, No. 50, December 13, 2024
Section 164-2-7 - Reimbursement Procedures7.1. Funds will be distributed through a requisition process wherein: 7.1.A. Original invoices are submitted by the Local Education Agency (LEA) to the SBA offices on a monthly basis, or as reimbursement is requested.7.1.B. Invoices for each project code will be grouped together with one requisition cover sheet for each project code. Included shall be a requisition summary presented by the LEA showing the items included for reimbursement and the associated subtotal costs.7.1.C. Each requisition sheet must be signed by the superintendent of schools or LEA director with certification that the previous invoices were paid to the vendors.7.1.D. Invoices are reviewed by the SBA staff in a timely manner. Where additional justification is required, the SBA staff shall immediately notify the LEA to provide the required justification prior to approving the requisition for payment.7.1.E. Approved expenditures shall be reimbursed by the SBA through the financial system of the State of West Virginia.7.1.F. Should clarification of a specific invoice or the status of a specific project be required, payment may be delayed until support data to verify the expenditure is provided to the SBA.7.1.G. A Certificate of Contract Completion form to verify completion of a contract must be submitted prior to the request for final payment on every contract. A retainage equal to five percent (5%) of the total contract construction cost will be held until the contract is officially closed by submission of the completed certificate.