| (a) To initiate the disbursement process, the applicant
must electronically submit to the Office the following required documentation
in a format required by the Office no later than 180 days after the
last date of the event:
(1) a signed disbursement request in the form prescribed
by the Office;
(2) a general explanation of the costs the disbursement
request represents in the form prescribed by the Office;
(3) copies of any publications, printed materials,
signage, or advertising to support any costs relating to those items
that are included in the disbursement request;
(4) copies of the invoices, receipts, contracts, proof
of payment, and other documents supporting the costs included in the
disbursement request;
(A) Estimates of expenditures, proposals, or purchase
orders will not be accepted to support the reimbursement of a cost
unless accompanied by invoices or other documentation to support that
the related cost was actually incurred;
(B) Acceptable forms of documentation must show itemized
costs that are directly attributable to the event, including the invoice
date and the date(s) the goods were delivered or the services performed.
Allowable costs attributable to event staff shall include documentation
sufficient to support how such costs were calculated and shall include
the description of the work performed, the dates of service, rate
of pay, and the number of hours worked per day, and an accounting
of any overtime pay, if applicable;
(5) if an Applicant seeks reimbursement for expenses
incurred by another entity because of an obligation specified in the
event support contract, copies of the invoice(s) sent by the entity
to the Applicant for the expenses, and proof of the payment to the
vendor;
(6) for a request submitted by a local organizing committee,
documentation showing the prior approval of the disbursement request
by each contributing endorsing municipality and/or endorsing county;
(7) a statement indicating whether any disbursement
information provided to the Office is confidential and exempt from
public disclosure under the Texas Public Information Act (Government
Code, Chapter 552), including the legal citation of the exception
claimed; and
(8) a spreadsheet of event expenses.
(b) An applicant shall retain all records related to
an event for at least seven (7) years following the last day of the
event. Such records must be made available to the Office upon request.
|
