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The fully allocated cost of a trip, which has traditionally been eligible for the EDTAP, EMPL and RGP programs will continue to be eligible. See the Eligible Transportation Expenses Matrix in Appendix A for examples of allowable trip purposes that can be provided under these programs. This matrix must be shared with any agency that receives a sub - allocation of ROAP funds to assure that funds are expended according to program guidelines. Community Transportation systems that use ROAP funds to provide trip services must also comply with the regulations of the FTA Section 5311 Program. M. Cost of Service Departments, agencies and /or organizations using ROAP funds to provide services shall determine a billing /reimbursement rate by mile, hour or trip that is based on the fully allocated cost of the service. The fully allocated cost of providing a trip should include both direct costs and shared costs. For the application, the applicant must calculate the average cost of a trip based on the projected number of trips on the Sub - allocation Worksheets. The average cost of a trip will be the sub - allocation amount divided by the proposed number of trips to be provided. These costs will be compared to the average cost of the trips in other counties to determine whether the cost of the proposed services is reasonable. N. Contracted Services If any ROAP funds are sub - allocated to agencies or organizations other than the Community Transportation System, these other agencies or organizations are encouraged to coordinate ROAP funded transportation trips with the local, federally- funded Community Transportation System in the county. The Community Transit Systems have insurance, vehicle maintenance, driver training and safety standards mandated by the FTA. Sub - recipients are permitted to use ROAP funds to contract with private transportation providers. Sub - recipients who choose to contract services must follow all state procurement guidelines when selecting a contractor. Sub - recipients should inspect the safety record, service policies and vehicle condition of any private provider being considered. Private providers shall be required to provide documentation that a service was provided on the billed date, by whatever conveyance at the specified cost. O. Funds Management The basic grant /funds management requirements in G. S. 159, Local Government Finance, and in the Policies Manual for Local Governments apply to ROAP funds. The cost principles of OMB Circular A- 87, Cost Principles for State, Local, and Indian Tribal Governments and OMB Circular A -122, Cost Principles for Non - Profit Organizations also apply to ROAP funds. Additionally, funds must be expended according to the program guidelines in the grant application for eligible program expenses identified. The period of performance for these funds will be July 1 to June 30. The period of performance will remain the same regardless of the date on which ROAP funds are disbursed to the county. Allowable expenses incurred from July 1 for each program are eligible for reimbursement. Any interest earned on the funds will be retained by the transportation program and must be used for transportation related expenses according to program guidelines Following receipt of the year -end ROAP Report, NCDOT will invoice the county to collect any ROAP funds not expended by June 30. Suballocation and Control of Funds The county or eligible authority may choose to maintain control of the ROAP funds and reimburse sub - recipients for trip -based services after they have been provided. Or, the county or eligible authority may disburse the ROAP funds to the subrecipients before any trip is provided, assuming the county or authority plans to monitor throughout the period of performance whether the trips and transportation services are being provided to eligible individuals and whether all expenditures are allowable. Attachment number 1 G -1 Page 74