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4430 Billing Requirements for Title IV-E Contracts With Universities

Title IV-E Training Contracts Financial Handbook August 2009

All billings must be submitted for reimbursement by the time limit specified in 45 CFR §95.7. This subpart establishes a two-year (eight quarters) time limit for a state to claim federal financial participation in expenditures under state plans approved under Title IV-E.

Late Payments

Bills or amended bills submitted to DFPS later than seven quarters after the end of the quarter in which the expense was incurred are not processed unless DFPS determines that it can submit the bill to the federal government for payment in a proper and timely fashion.

Submitting Bills

Direct deposit is the recommended method of payment. 

The university submits bills:

  •  quarterly; and

  •  within one quarter of the quarter in which services were provided.

To submit bills, the university uses Form 4116 State of Texas Purchase Voucher, with sufficient documentation included to support the claim as appropriate.

4431 Documenting Claims Related to Title IV-E Contracts With Universities

Title IV-E Training Contracts Financial Handbook August 2009

A university must maintain and submit supporting documentation for each claim.

Supporting documentation must:

  •  be substantiated by the appropriate invoices or receipts;

  •  represent actual expenses (not estimates); and

  •  be reflected in the university’s accounting system.

Late Documentation

If a university fails to submit the required documentation by the due date, DFPS returns the claim to the university and the university’s reimbursement is delayed.

4432 Documenting Administrative Salaries and Fringe Benefits Allowable Under Title IV-E Contracts With Universities

Title IV-E Training Contracts Financial Handbook August 2009

Each employee for whom the university wishes to claim reimbursement must maintain documentation, in keeping with OMB Circular A-21 J.10.

4433 Documenting Administrative Travel Allowable Under Title IV-E Contracts With Universities

Title IV-E Training Contracts Financial Handbook February 2013

The university must submit copies of receipts for all travel expenses.

Travel receipts must provide all of the following:

  •  The name of the employee who incurred the expense

  •  The date that the expense was incurred

  •  The purpose of the expense

  •  A list of charges

Documentation of training or conference costs must include:

  •  a copy of the agenda or brochure for the training; and

  •  the completed DFPS form Title IV-E Training – Documenting Expenses (provided, as needed, from the DFPS Federal Funds Division or DFPS contract manager).

To document mileage, staff must note the starting and ending odometer readings along with an itemized city-to-city description.

If the odometer readings are not provided, a readily available mapping service may be used to determine the number of miles. In such cases, the name of the service used must be documented.

4434 Documenting Supplies, Equipment, and Other Costs Allowable Under Title IV-E Contracts With Universities

Title IV-E Training Contracts Financial Handbook August 2009

For all costs submitted for reimbursement in the cost categories for Materials and Supplies, Equipment, and Other, the university must maintain receipts and invoices that include all of the following:

  •  The date of purchase

  •  The items purchased

  •  The university’s name

  •  A list of the charges

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