(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.

Source Note: The provisions of this §184.41 adopted to be effective January 1, 2017, 41 TexReg 10263