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R-07-01-11-13C1 - 1/11/2007RESOLUTION NO. R -07-01-11-13C1 WHEREAS, Chapter 791 of the Texas Government Code, V.T.C.A., authorizes local governments and agencies of the state to enter into agreements with one another to perform governmental functions and services, and WHEREAS, the City of Round Rock wishes to enter into an Interlocal Cooperation Contract with the Texas Department of Public Safety for the Border Security Enhancement Operations project, Now Therefore BE IT RESOLVED BY THE COUNCIL OF THE CITY OF ROUND ROCK, TEXAS, That the Mayor is hereby authorized and directed to execute on behalf of the City an Interlocal Cooperation Contract with the Texas Department of Public Safety, a copy of same being attached hereto as Exhibit "A" and incorporated herein for all purposes. The City Council hereby finds and declares that written notice of the date, hour, place and subject of the meeting at which this Resolution was adopted was posted and that such meeting was open to the public as required by law at all times during which this Resolution and the subject matter hereof were discussed, considered and formally acted upon, all as required by the Open Meetings Act, Chapter 551, Texas Government Code, as amended. RESOLVED this llth day of January, _ 007 ST: )12 N ai�V4 LL, Mayor ity of Round Rock, Texas CHRISTINE R. MARTINEZ, City Secretary 0:\wdox\RESOLUTI\R70111C1.WPD/rmc INTERLOCAL COOPERATION CONTRACT STATE OF TEXAS COUNTY OF WILLIAMSON I. PARTIES This Interlocal Cooperation Contract ("Contract") is made and entered into between: A. The RECEIVING AGENCY: The Texas Department of Public Safety (TXDPS), an agency of the State of Texas, and B. The PERFORMING AGENCY: City of Round Rock, a local political subdivision of the State of Texas. II. OVERVIEW A. The State of Texas plans to organize and deploy state agency and local government law enforcement personnel and equipment to participate in a project to enhance border security along the Texas -Mexico border by supplementing the border security efforts of Federal agencies. This project is designated as the "Border Security Enhancement Operations (BSEO)" project. The RECEIVING AGENCY has received a Federal grant to plan, coordinate, and carry out this project. B. Local governments and law enforcement agencies have been requested to participate in this project as Performing Agencies. Representatives of cooperating local and state agencies will assist in planning a series of joint border security operations that will be conducted for limited period in specific areas of the border. The RECEIVING AGENCY will reimburse certain operational expenses, described in Tab A, incurred by the PERFORMING AGENCY for project activities using grant funds awarded for this purpose. The purpose of this Contract is to set forth the terms and conditions under which TXDPS, as the RECEIVING AGENCY, will provide funding to reimburse the PERFORMING AGENCY for its expenses relating to this project. III. DEFINITIONS Terms not defined in this Contract or by relevant statutes shall be given their ordinary meanings. IV. GOVERNING LAW This Contract is entered into pursuant to Texas Government Code Chapter 791 and is subject to the laws and jurisdiction of the State of Texas and shall be construed and interpreted accordingly. BSEO — local con V4 1 EXHIBIT it A �� V. VENUE The parties agree that the venue for any suit arising from the interpretation or enforcement of this Contract shall be Travis County, Texas. VI. SCOPE OF CONTRACT A. The PERFORMING AGENCY agrees to provide one or more representatives to take part in planning joint state -local border security operations in which it will participate and to take part in the post-operation review of such operations. B. The RECEIVING AGENCY agrees to reimburse the PERFORMING AGENCY for allowable actual expenditures, as described in Tab A, incurred during border security operations conducted as part of the BSEO project. C. The PERFORMING AGENCY agrees and understands that the determination of allowable expenditures under this agreement will be made by TXDPS at its sole discretion according to the applicable grant guidance. VII. COMPLIANCE WITH LAW The PERFORMING AGENCY understands and agrees that it will comply with all local, Texas and federal laws in the performance of this Contract, including relevant administrative rules adopted by the TXDPS. VIII.. REIMBURSEMENT PROCEDURES A. The PERFORMING AGENCY agrees to: 1. Submit all requests for reimbursement eligible expenses, as described in Tab A, for each field operation to TXDPS as soon as possible, but no later than 45 days after the end of the operation. 2. Utilize the BSEO reimbursement forms provided by TXDPS and include required supporting documentation described in Tab A. B. Expenses incurred for activities conducted prior to or after scheduled BSEO field operations are not reimbursable. C. THE RECEIVING AGENCY will make a good faith effort to process all reimbursement requests submitted in accordance with this Contract within thirty (30) working days from the date of receipt. IX. CONTRACT AMOUNT The total amount of this contract shall not exceed $281,248.00. X. LITIGATION AND IDEMNITY BSEO — local con V4 2 A. Each party may participate in the defense of a claim or suit related to the subject matter of this Contract, but no costs or expenses shall be incurred for any party by the other party without written consent. B. To the extent authorized by law, the PERFORMING AGENCY agrees to indemnify and hold harmless the TXDPS against any claims, suits, actions, damages and costs of every nature or description arising out of or resulting from the performance of this Contract, and the PERFORMING AGENCY further agrees to satisfy any final judgment awarded against the PERFORMING AGENCY or the TXDPS arising from the performance of this Contract, provided said claim, suit, action, damage, judgment or related cost is not attributed by the judgment of a court of competent jurisdiction to the sole negligence of the TXDPS. C. It is the agreement of the parties that any litigation involving the parties to this Contract may not be compromised or settled without the express consent of the TXDPS, unless such litigation does not name the TXDPS as a party. XI. CONTRACT MODIFICATION No modifications, amendments or supplements to, or waivers of, any provision of this Contract shall be valid unless made in writing and signed by both parties. XII. SEVERABILITY If any provision of this Contract or the application of any provision to any party or circumstance is held by a final judgment or order of a court of competent jurisdiction to be illegal, invalid or unenforceable, such provision shall be fully severable. This Contract shall be construed and enforced as if such illegal, invalid or unenforceable provision had never comprised a part hereof, and the remaining provisions shall remain in full force and effect and shall not be affected by the illegal, invalid or unenforceable provision or by its severance therefrom. XIII. MULTIPLE COUNTERPARTS. This agreement may be executed in a number of identical counterparts, each of which shall be deemed an original for all purposes and all of which constitutes collectively, one agreement. But, in making proof of this agreement, it shall not be necessary to produce or account for more than one such counterpart. XIV. EFFECTIVE DATE OF CONTRACT This Contract shall be in effect from January 1, 2007, and shall terminate on September 30, 2007. XV. TERMINATION A. Either party, upon thirty days written notice to the other party, may terminate this Contract prior to the date specified above. BSEO — local con V4 3 B. Notwithstanding any other contract provisions, the Parties hereto understand and agree that the obligations of TXDPS under this contract are contingent upon the availability of federal grant funding to meet TXDPS liabilities hereunder. If these funds become unavailable to TXDPS, TXDPS may immediately terminate this contract without penalty to, or any liability whatsoever on the part of TXDPS, the State of Texas and the United States. XVI. NOTICE Any notice required or permitted under this agreement shall be directed to the respective parties at the addresses shown below. Notice shall be is effective upon receipt or three days after deposit in the U.S. mail, whichever occurs first. For the RECEIVING AGENCY: Gisela Ryan-Bunger, Operations Section Administrator Governor's Division of Emergency Management P.O. Box 4087, Austin, Texas 78773-0224. For the PERFORMING AGENCY: Tim Ryle, Assistant Police Chief Round Rock Police Department 615 Palm Valley Road, Round Rock, Texas 78664 XVII. AUDIT A. The PERFORMING AGENCY must comply with the provisions of the Single Audit Act, which requires that entities that expend $500,000 or more in federal funds from any source in a fiscal year must have a single audit conducted in accordance with Office of Management & Budget Circular A-133. B. TXDPS reserves the right to audit the PERFORMING Agency's records and documents regarding compliance with this contract. The PERFORMING AGENCY is also subject to audit by any other department or agency, including federal agencies, responsible for determining that the Parties have complied with the applicable laws. The State Auditor may conduct an audit or investigation of any entity receiving funds from the State of Texas directly under this contract or indirectly through a subcontract under this contract. Acceptance of funds directly under this contract or indirectly through a subcontract under this contract acts as acceptance of the authority of the State Auditor to conduct an audit or investigation in connection with those funds. An entity that is the subject of an audit or investigation by the State Auditor must provide the State Auditor with access to any information the State Auditor considers relevant to the investigation or audit. XVIII. RECORDS RETENTION The PERFORMING AGENCY must keep all records and documents regarding this contract for the term of this contract and for four (4) years after the termination of this contract. BSEO — local con V4 4 XIX. OTHER TERMS & CONDITIONS The purpose of the specific grant funding this contract is to support the enforcement of Texas law. Immigration enforcement is a federal issue and therefore not eligible for reimbursement under this contract. XX. SIGNATORY AUTHORITY The undersigned signatory for the agency that is a party to this Contract hereby represents and warrants that he/she is an officer of the organization for which he/she has executed this agreement, and that he/she has full and complete authority to enter into this agreement on behalf of the agency. RECEIVING AGENCY PERFORMING AGENCY Texas Department of Public Safety City of Round Rock Oscar Ybarra Chief of Finance Date: BSEO — local con V4 5 Nyle Maxwell Title: Mayor Date: Tab A REIMBURSEMENT GUIDANCE FOR THE BORDER SECURITY ENHANCEMENT OPERATIONS (BSEO) PROJECT 1. The RECEIVING AGENCY, the Texas Department of Public Safety (TXDPS) will reimburse the PERFORMING AGENCY for the following expenses incurred in participating in authorized operational activities of the BSEO project: A. Personnel Expenses 1) TXDPS will reimburse overtime expenses for eligible PERFORMING AGENCY personnel participating in BSEO. Eligibility for overtime is determined by the PERFORMING AGENCY's standing overtime policy. Special overtime provisions may not be promulgated for BSEO. 2) TXDPS will reimburse the PERFORMING AGENCY for salary costs for part-time or reserve personnel activated to participate in BSEO. 3) Backfill costs for permanent personnel participating in BSEO operations and personnel expenses for elected officials are not eligible for reimbursement. 4) Reimbursements for personnel costs will be limited to the TXDPS approved number of personnel for each BSEO field operation. B. Travel, Lodging, & Per Diem Expenses 1) Travel, lodging, and per diem costs will be reimbursed for personnel who reside more than 50 miles from their BSEO duty station. 2) Travel costs will be reimbursed only for personnel who are required by the PERFORMING AGENCY to drive their privately owned vehicles to or from their BSEO duty station. Reimbursement will be at the state mileage reimbursement rate of 44.5 cents per mile for travel to and from the BSEO duty station. 3) Reimbursement for travel to the field operations area in government vehicles should be claimed as an operating expense; see Operating Expenses below. 4) Lodging expense will be reimbursed at the state rate, which is the lesser of actual expense or $85 per night. Copies of lodging receipts must be provided with reimbursement requests. 5) Meal expenses will be reimbursed at the actual cost of meals, not to exceed $36 per day. Meals may not be claimed as expenses if they are provided at no cost by a governmental entity or a volunteer group. C. Operating Expenses 1) he following operating costs incurred during BSEO field operations may be reimbursed: a) Operating costs for vehicles at the rate of 44.5 cents a mile. b) The cost of fuel and lubricants for aircraft, boats, generators, and similar equipment. c) The cost of consumables, such as flashlight and radio batteries, film, flares, and first aid supplies. The cost of ammunition is not reimbursable. BSEO — local con V4 6 d) The cost of minor emergency repairs, such as tire repair or fan belt replacement, to vehicles or equipments being used in BSEO operations, limited to a maximum of $150 per repair. e) Costs for rentals of equipment or services critical to success of the BSEO and that have been pre -approved by TXDPS. See details below. 5) Reimbursements for the PERFORMING AGENCY'S operating expenses will be limited to eligible costs for the number and types of equipment approved by TXDPS for use in each BSEO operation during the planning phase. 2. Equipment Purchases and Rentals A. This is not an equipment acquisition program and expenses incurred to purchase equipment are not reimbursable. B. Equipment rental expenses, except those specifically authorized by the Division of Emergency Management during the BSEO operational planning process conducted prior to field operations, are not reimbursable. Approved equipment rental expenses should be claimed as operating costs. 3. Reimbursement Requests A. Claims for reimbursement of expenses must be supported by documentation that proves the expense has been incurred or paid. Appropriate documentation includes: 1) Personnel expenses: copies of paychecks, official payroll rosters, or payroll reports that show the amount paid to individuals for which reimbursement is requested 2) Lodging expense: copy of hotel or motel bill 3) Operating expense for vehicles: vehicle use logs showing the unit number, dates of use, and daily mileage. 4) Other operating expenses: itemized receipts & paid invoices that include the date of purchase and describe the items purchased. Receipts that simply state the total paid cannot be accepted. B. Reimbursement requests should be submitted as soon as required documentation has been collected and compiled and required reimbursement forms have been completed, but no later than 45 days after the end of a BSEO operation. B. Reimbursement requests should be sent to: By mail: Gisela Ryan-Bunger, Operations Section Administrator Governor's Division of Emergency Management P.O. Box 4087, Austin, Texas 78773-0224. By courier: Gisela Ryan-Bunger, Operations Section Administrator Governor's Division of Emergency Management 5805 North Lamar Blvd., Austin, Texas 78752 7 BSEO — local con V4 DATE: January 4, 2007 SUBJECT: City Council Meeting - January 11, 2007 ITEM: 13.C.1. Consider a resolution authorizing the Mayor to execute an interlocal agreement with the Texas Department of Public Safety. Department: Police Department Staff Person: Bryan Williams, Chief of Police Tim Ryle, Assistant Chief of Police Justification: This law enforcement agreement would provide resources for the interdiction of trans -border criminal activity. Funding: Cost: Source of funds: $0.00 $281,248, the State of Texas Outside Resources: State of Texas Background Information: None Public Comment: None INTERLOCAL COOPERATION CONTRACT STATE OF TEXAS COUNTY OF WILLIAMSON PARTIES This Interlocal Cooperation Contract ("Contract") is made and entered into between: A. The RECEIVING AGENCY: The Texas Department of Public Safety (TXDPS), an agency of the State of Texas, and B. The PERFORMING AGENCY: City of Round Rock, a local political subdivision of the State of Texas. ll. OVERVIEW A. The State of Texas plans to organize and deploy state agency and local government law enforcement personnel and equipment to participate in a project to enhance border security along the Texas -Mexico border by supplementing the border security efforts of Federal agencies. This project is designated as the "Border Security Enhancement Operations (BSEO)" project. The RECEIVING AGENCY has received a Federal grant to plan, coordinate, and carry out this project. B. Local governments and law enforcement agencies have been requested to participate in this project as Performing Agencies. Representatives of cooperating local and state agencies will assist in planning a series of joint border security operations that will be conducted for limited period in specific areas of the border. The RECEIVING AGENCY will reimburse certain operational expenses, described in Tab A, incurred by the PERFORMING AGENCY for project activities using grant funds awarded for this purpose. The purpose of this Contract is to set forth the terms and conditions under which TXDPS, as the RECEIVING AGENCY, will provide funding to reimburse the PERFORMING AGENCY for its expenses relating to this project. III. DEFINITIONS Terms not defined in this Contract or by relevant statutes shall be given their ordinary meanings. IV. GOVERNING LAW This Contract is entered into pursuant to Texas Government Code Chapter 791 and is subject to the laws and jurisdiction of the State of Texas and shall be construed and interpreted accordingly. 1 BSEO - local con V4 R -07 -0I -11-13C 1 V. VENUE The parties agree that thevenue for any suit arising from the interpretation or enforcement of this Contract shall be Travis County, Texas. VI. SCOPE OF CONTRACT A. The PERFORMING AGENCY agrees to provide one or more representatives to take part in planning joint state -local border security operations in which it will participate and to take part in the post-operation review of such operations. B. The RECEIVING AGENCY agrees to reimburse the PERFORMING AGENCY for allowable actual expenditures, as described in Tab A, incurred during border security operations conducted as part of the BSEO project. C. The PERFORMING AGENCY agrees and understands that the determination of allowable expenditures under this agreement will be made by TXDPS at its sole discretion according to the applicable grant guidance. VII. COMPLIANCE WITH LAW The PERFORMING AGENCY understands and agrees that it will comply with all local, Texas and federal laws in the performance of this Contract, including relevant administrative rules adopted by the TXDPS. VIII.. REIMBURSEMENT PROCEDURES A. The PERFORMING AGENCY agrees to: 1. Submit all requests for reimbursement eligible expenses, as described in Tab A, for each field operation to TXDPS as soon as possible, but no later than 45 days after the end of the operation. 2. Utilize the BSEO reimbursement forms provided by TXDPS and include required supporting documentation described in Tab A. B. Expenses incurred for activities conducted prior to or after scheduled BSEO field operations are not reimbursable. C. THE RECEIVING AGENCY will make a good faith effort to process all reimbursement requests submitted in accordance with this Contract within thirty (30) working days from the date of receipt. IX. CONTRACT AMOUNT The total amount of this contract shall not exceed $281,248.00. X. LITIGATION AND IDEMNITY 2 BSEO — local con V4 A. Each party may participate in the defense of a claim or suit related to the subject matter of this Contract, but no costs or expenses shall be incurred for any party by the other party without written consent. B. To the extent authorized by law, the PERFORMING AGENCY agrees to indemnify and hold harmless the TXDPS against any claims, suits, actions, damages and costs of every nature or description arising out of or resulting from the performance of this Contract, and the PERFORMING AGENCY further agrees to satisfy any final judgment awarded against the PERFORMING AGENCY or the TXDPS arising from the performance of this Contract, provided said claim, suit, action, damage, judgment or related cost is not attributed by the judgment of a court of competent jurisdiction to the sole negligence of the TXDPS. C. It is the agreement of the parties that any litigation involving the parties to this Contract may not be compromised or settled without the express consent of the TXDPS, unless such litigation does not name the TXDPS as a party. XI. CONTRACT MODIFICATION No modifications, amendments or supplements to, or waivers of, any provision of this Contract shall be valid unless made in writing and signed by both parties. XII. SEVERABILITY If any provision of this Contract or the application of any provision to any party or circumstance is held by a final judgment or order of a court of competent jurisdiction to be illegal, invalid or unenforceable, such provision shall be fully severable. This Contract shall be construed and enforced as if such illegal, invalid or unenforceable provision had never comprised a part hereof, and the remaining provisions shall remain in full force and effect and shall not be affected by the illegal, invalid or unenforceable provision or by its severance therefrom. XIII. MULTIPLE COUNTERPARTS. This agreement may be executed in a number of identical counterparts, each of which shall be deemed an original for all purposes and all of which constitutes collectively, one agreement. But, in making proof of this agreement, it shall not be necessary to produce or account for more than one such counterpart. XIV. EFFECTIVE DATE OF CONTRACT This Contract shall be in effect from January 1, 2007, and shall terminate on September 30, 2007. XV. TERMINATION A. Either party, upon thirty days written notice to the other party, may terminate this Contract prior to the date specified above. 3 BSEO — local con V4 B. Notwithstanding any other contract provisions, the Parties hereto understand and agree that the obligations of TXDPS under this contract are contingent upon the availability of federal grant funding to meet TXDPS liabilities hereunder. If these funds become unavailable to TXDPS, TXDPS may immediately terminate this contract without penalty to, or any liability whatsoever on the part of TXDPS, the State of Texas and the United States. XVI. NOTICE Any notice required or permitted under this agreement shall be directed to the respective parties at the addresses shown below. Notice shall be is effective upon receipt or three days after deposit in the U.S. mail, whichever occurs first. For the RECEIVING AGENCY: Gisela Ryan-Bunger, Operations Section Administrator Governor's Division of Emergency Management P.O. Box 4087, Austin, Texas 78773-0224. For the PERFORMING AGENCY: Tim Ryle, Assistant Police Chief Round Rock Police Department 615 Palm Valley Road, Round Rock, Texas 78664 XVII. AUDIT A. The PERFORMING AGENCY must comply with the provisions of the Single Audit Act, which requires that entities that expend $500,000 or more in federal funds from any source in a fiscal year must have a single audit conducted in accordance with Office of Management & Budget Circular A-133. B. TXDPS reserves the right to audit the PERFORMING Agency's records and documents regarding compliance with this contract. The PERFORMING AGENCY is also subject to audit by any other department or agency, including federal agencies, responsible for determining that the Parties have complied with the applicable laws. The State Auditor may conduct an audit or investigation of any entity receiving funds from the State of Texas directly under this contract or indirectly through a subcontract under this contract. Acceptance of funds directly under this contract or indirectly through a subcontract under this contract acts as acceptance of the authority of the State Auditor to conduct an audit or investigation in connection with those funds. An entity that is the subject of an audit or investigation by the State Auditor must provide the State Auditor with access to any information the State Auditor considers relevant to the investigation or audit. XVIII. RECORDS RETENTION The PERFORMING AGENCY must keep all records and documents regarding this contract for the term of this contract and for four (4) years after the termination of this contract. 4 BSEO — local con V4 XIX. OTHER TERMS & CONDITIONS The purpose of the specific grant funding this contract is to support the enforcement of Texas law. Immigration enforcement is a federal issue and therefore not eligible for reimbursement under this contract. XX. SIGNATORY AUTHORITY The undersigned signatory for the agency that is a party to this Contract hereby represents and warrants that he/she is an officer of the organization for which he/she has executed this agreement, and that he/she has full and complete authority to enter into this agreement on behalf of the agency. RECEIVING AGENCY Texas Department of Public Safety Oscar Ybarra Chief of Finance Date: 5 BSEO — local con V4 PERFORMING AGENCY Title: Mayor Date: 01-11-07 Tab A REIMBURSEMENT GUIDANCE FOR THE BORDER SECURITY ENHANCEMENT OPERATIONS (BSEO) PROJECT 1. The RECEIVING AGENCY, the Texas Department of Public Safety (TXDPS) will reimburse the PERFORMING AGENCY for the following expenses incurred in participating in authorized operational activities of the BSEO project: A. Personnel Expenses 1) TXDPS will reimburse overtime expenses for eligible PERFORMING AGENCY personnel participating in BSEO. Eligibility for overtime is determined by the PERFORMING AGENCY'S standing overtime policy. Special overtime provisions may not be promulgated for BSEO. 2) TXDPS will reimburse the PERFORMING AGENCY for salary costs for part-time or reserve personnel activated to participate in BSEO. 3) Backfill costs for permanent personnel participating in BSEO operations and personnel expenses for elected officials are not eligible for reimbursement. 4) Reimbursements for personnel costs will be limited to the TXDPS approved number of personnel for each BSEO field operation. B. Travel, Lodging, & Per Diem Expenses 1) Travel, lodging, and per diem costs will be reimbursed for personnel who reside more than 50 miles from their BSEO duty station. 2) Travel costs will be reimbursed only for personnel who are required by the PERFORMING AGENCY to drive their privately owned vehicles to or from their BSEO duty station. Reimbursement will be at the state mileage reimbursement rate of 44.5 cents per mile for travel to and from the BSEO duty station. 3) Reimbursement for travel to the field operations area in government vehicles should be claimed as an operating expense; see Operating Expenses below. 4) Lodging expense will be reimbursed at the state rate, which is the lesser of actual expense or $85 per night. Copies of lodging receipts must be provided with reimbursement requests. 5) Meal expenses will be reimbursed at the actual cost of meals, not to exceed $36 per day. Meals may not be claimed as expenses if they are provided at no cost by a governmental entity or a volunteer group. C. Operating Expenses 1) he following operating costs incurred during BSEO field operations may be reimbursed: a) Operating costs for vehicles at the rate of 44.5 cents a mile. b) The cost of fuel and lubricants for aircraft, boats, generators, and similar equipment. c) The cost of consumables, such as flashlight and radio batteries, film, flares, and first aid supplies. The cost of ammunition is not reimbursable. BSEO — local con V4 6 d) The cost of minor emergency repairs, such as tire repair or fan belt replacement, to vehicles or equipments being used in BSEO operations, limited to a maximum of $150 per repair. e) Costs for rentals of equipment or services critical to success of the BSEO and that have been pre -approved by TXDPS. See details below. 5) Reimbursements for the PERFORMING AGENCY'S operating expenses will be limited to eligible costs for the number and types of equipment approved by TXDPS for use in each BSEO operation during the planning phase. 2. Equipment Purchases and Rentals A. This is not an equipment acquisition program and expenses incurred to purchase equipment are not reimbursable. B. Equipment rental expenses, except those specifically authorized by the Division of Emergency Management during the BSEO operational planning process conducted prior to field operations, are not reimbursable. Approved equipment rental expenses should be claimed as operating costs. 3. Reimbursement Requests A. Claims for reimbursement of expenses must be supported by documentation that proves the expense has been incurred or paid. Appropriate documentation includes: 1) Personnel expenses: copies of paychecks, official payroll rosters, or payroll reports that show the amount paid to individuals for which reimbursement is requested 2) Lodging expense: copy of hotel or motel bill 3) Operating expense for vehicles: vehicle use Togs showing the unit number, dates of use, and daily mileage. 4) Other operating expenses: itemized receipts & paid invoices that include the date of purchase and describe the items purchased. Receipts that simply state the total paid cannot be accepted. B. Reimbursement requests should be submitted as soon as required documentation has been collected and compiled and required reimbursement forms have been completed, but no later than 45 days after the end of a BSEO operation. B. Reimbursement requests should be sent to: By mail: Gisela Ryan-Bunger, Operations Section Administrator Governor's Division of Emergency Management P.O. Box 4087, Austin, Texas 78773-0224. By courier: Gisela Ryan-Bunger, Operations Section Administrator Governor's Division of Emergency Management 5805 North Lamar Blvd., Austin, Texas 78752 7 BSEO — local con V4