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E-RAP or Cost Reimbursement
2. How is the electronic file of the E-RAP to be named? As an example, RAP #5432 is submitted on February 10, 2005 and corresponds with an approved EFS for release event 1234. The electronic filename of the E-RAP will be; RAP 5432 Event 1234 10Feb05.xls The filename should always be the same as the Submittal Date in the header of the EFS. 3. Where is the electronic copy of the E-RAP to be sent? Email the electronic copy to EFS.fundapplications@state.co.us 4. What is the format of the E-RAP? Use the approved EFS as the template for all E-RAPs, including PWC, AC, and TLC categories for breakdown of costs. Costs included in the E-RAP are only those costs listed on invoices within the RAP. Appendix D of the EFS form is not necessary in the E-RAP. The RAP number must also be included in the header of the E-RAP form. 5. Do all costs from invoices get submitted as an E-RAP? Only if those costs were listed on the approved EFS. If an activity and/or cost was not approved during the negotiation of the EFS, the cost should not be submitted on the E-RAP. The PWC, AC, and TLC coding on the E-RAP should match exactly to the approved EFS. For example:
6. If costs are submitted on an ERAP that are out-of-scope of the approved EFS, and they are paid by OPS, how does this effect a CAP Modification that is submitted at a later date? Out-of-scope costs (those that exceed a particular EFS line item and those costs not on an approved EFS) submitted in an ERAP may, in some cases, be reimbursed providing the particular Activity Code (AC) is not exceeded. The reimbursement of these costs in no way reflects that a detailed review has been performed to find these costs reasonable and allowable. The reimbursement of these costs is based only upon the fact that the total cost approved on the EFS for a particular AC has been determined to be reasonable. If out-of-scope costs are paid for a particular AC, the budget for the AC is not increased but rather it is assumed that other costs for that AC previously approved on the EFS will not be submitted for reimbursement. If future CAP Modifications are submitted for a particular AC for an Event in which out-of-scope costs have been reimbursed, a detailed review will be performed of the out-of-scope costs as well as those submitted on the CAP Modification EFS. Reimbursed out-of-scope costs that are found to not be allowable will be subtracted from those costs approved on future CAP Modifications. 7. Can I submit an E-RAP for costs in excess of the EFS prior to submitting the CAP Modification associated with these costs? No, please do not submit costs on an E-RAP that are in excess of or not included on the original EFS, which was approved through event closure. This E-RAP may only be submitted after you have submitted a CAP Modification and the CAP Modification has been approved by OPS. 8. If I had submitted costs in an E-RAP that are not on the EFS or are in excess of an Activity Code, what are my options? If costs are submitted on an E-RAP that are not on the EFS or are in excess of an Activity Code (AC), OPS will no longer put the RAP processing on hold (stop the 90-day clock) to wait for a CAP modification that covers these costs to be submitted and approved. The applicant/consultant can do one of the following: - The application can be withdrawn, and resubmitted when the CAP Mod has been approved. - The costs on the E-RAP that were not on the EFS or that have exceeded the AC will be unallowed. The applicant/consultant can then protest these unallowed costs if they choose. 9. What about O/O’s who have never submitted costs but plan to? All assessment costs must be coded accordingly (i.e. phase of works 2A through 2D) and must be submitted on separate reimbursement applications than corrective action costs. Corrective action costs must be included on the EFS form. Do not submit PWC 2 and PWC 3 costs in a single RAP. PWC 2 costs (not on EFS) and PWC 3 costs (on EFS) will only be processed as separate RAPs. 10. For new reimbursement requests sent in after February 1, 2003 for costs in 2002, can the invoice reflect the old Phase of Work Codes (PWC) and the attached EFS summary, that includes all costs submitted in the application, reflect the new PWC? Yes; although the billing software should be changed for consistency purposes to reflect the new PWCs and ACs. 11. Are the EFS labor rates the consultant’s rate or OPS’ Reasonable Cost Guidelines rate? The rate invoiced, not to exceed OPS’ Reasonable Cost Guidelines. 12. Does OPS want Activity Codes (AC) on invoices? Yes, use the format of the EFS for invoices. 13. If a reimbursement application has any accounting and technical deficiencies resolved but has not been paid, can the costs associated with this application be included in Appendix D instead of the EFS form? Yes. 14. Are costs associated with preparation of Reimbursement Applications (RAPs) eligible for reimbursement? Yes; costs associated with the preparation of RAPs that are submitted after April 1, 2004 are reimbursable at 1% of the total amount of the approved application (after any deductibles and percent reductions) up to a maximum of $2,000 per event. These costs will not be included on the EFS, but should be coded as PWC 4, AC z., TLC 15 in RAPs. This should be either be requested for reimbursement on the last line of the last invoice, submitted with an application or on the Listing of Costs. |