Texas Administrative Code
Title 10 - COMMUNITY DEVELOPMENT
Part 5 - OFFICE OF THE GOVERNOR, ECONOMIC DEVELOPMENT AND TOURISM OFFICE
Chapter 184 - SPORTS AND EVENTS TRUST FUND
Subchapter E - DISBURSEMENT PROCESS
Section 184.41 - Documentation Required to Initiate Disbursement Process
Universal Citation: 10 TX Admin Code ยง 184.41
Current through Reg. 49, No. 12; March 22, 2024
(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.
Disclaimer: These regulations may not be the most recent version. Texas may have more current or accurate information. We make no warranties or guarantees about the accuracy, completeness, or adequacy of the information contained on this site or the information linked to on the state site. Please check official sources.
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