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Subgrantee Reimbursement Guidelines
(Pending fully executed Funding Agreement and Budget Authority)
[Click here to view a step-by-step guide to submitting online - DOC / PDF]
Small Project Payments:
- AAll obligated Small Projects (under $54,100.00 Before September 30, 2004; $55,000 between October 1, 2004 and September 30, 2005; $57,500 between October 1, 2005 and September 30, 2006) are processed automatically when funds have been obligated with no affirmative action required by the applicant, pending budgetary considerations on the part of the State. No Request for Reimbursement (RFR) or Request for Advance (RFA) form is required.
- Small projects will be reconciled in one of two ways:
- Once all small projects are complete, the applicant should notify the State. No cost overrun or under-run audit will be completed unless requested. The State has the authority to conduct on-site inspections, verifying scope of work completion.
- If the applicant feels there is a significant overrun on small projects, a SMALL PROJECT NETTING can be requested. An evaluation of ALL small projects will occur, and the result will be a cumulative adjustment based on the reconciliation of actual cost versus obligated projects. A final project worksheet will be written obligating any additional funds or deobligating any cumulative cost under-runs.
- Payments cannot be processed on unobligated projects. Projects must be obligated before payments are processed.
- Payments are contingent on the availability of funding and based on budgetary consideration.
Large Project Payments:
For projects greater than $54,100.00 as of October 1, 2003; $55,500 between October 1, 2004 and September 30, 2005; $57,500 after October 1, 2005 commonly referred to as "Large Projects", eligible funds are disbursed by completing and submitting requests in one of the two ways which are listed below. All projects must be Obligated (funded) before payment requests are processed. Payments cannot be processed on Non-Obligated projects. Payments are contingent on the availability of funding and based on budgetary consideration.
1) Request for Reimbursement (RFR) - As work is completed the applicant submits an RFR to be reimbursed for costs incurred.
- As work is completed and projects are obligated, the applicant should submit a Request For Reimbursement (RFR) so the applicant can be reimbursed for costs incurred. An RFR and Summary of Documentation (SOD) form must be completed.
- Requests are listed on the RFR individually, by project (PW), with the actual incurred documented costs being claimed (multiple projects may be listed on this form).
- For each project worksheet (PW) listed on the RFR, a separate SOD must be completed to identify the documentation available to justify the requested reimbursement amount for that project.
- Payments cannot be processed on unobligated projects. Projects must be obligated (funded) before payments are processed.
- Payments are contingent on the availability of funding and based on budgetary consideration.
2) Request for Advance (RFA) - When estimated project worksheets (PWs) are obligated an RFA may be submitted per project worksheet to fund projected expenditures for up to 90 days or less.
- When large project worksheets (PWs) are obligated an RFA may be used to request funds for projected expenditures up to 90 days (or less) and only once for each project (PW).
- The applicant must complete and submit an RFA and a 90 day (or less) “Schedule Of Projected Expenditures” (SOPE) for large project payment advance requests.
- The applicant must also submit a “Schedule Of Projected Expenditures” (SOPE) for each project listed on the RFA.
- The SOPE must outline how advance funds will be expended over then next 90 days.
- Requests are listed individually, by project (PW), on the RFA with the amount being requested. The maximum advance allowed is the Federal share portion of a project (multiple projects may be listed on this form).
- Payments cannot be processed on unobligated projects. Projects must be obligated before payments are processed.
- Payments are contingent on the availability of funding and based on budgetary consideration.
- Only one advance per project worksheet (PW) may be requested (any additional funds will be disbursed under the RFR outlined above).
Public Assistance Payment Process Flow (after project is obligated)
- RFR/RFA along with SOD/SOPE are received via website, fax, mail or hand (Large Project) or Project is obligated (Small Project).
- Financial Specialist collects pertinent payment documents, verifies correct amounts to be paid, forwards payment package to Quality Control.
Turnaround Time – 2-3 Days
- Financial Specialist Supervisor verifies correct amounts and payment documentation, approves and signs payment package, and forwards payment package to Program Manager or returns payment package to Quality Control for correction.
Turnaround Time – Up to 1 Day
- Program Manager verifies correct amounts and payment documentation, approves and signs payment package, and forwards payment package to Governor’s Authorized Representative for approval or returns payment package to Financial Specialist Supervisor for correction.
Turnaround Time – Up to 1 Day
- Governor’s Authorized Representative approves and signs payment package, and forwards payment package to Finance and Accounting for approval or returns payment package to Program Manager for correction.
Turnaround Time – Up to 1 Day
- Finance and Accounting approves and signs payment package, submits Request for Federal Funds, and submits request for approval to issue payment from the State Comptroller.
Turnaround Time – 1-2 Days
- Comptroller returns approval to Finance and Accounting for payment voucher or electronic funds transfer to be created.
Turnaround Time – minimum 5 Days
- Finance and Accounting forwards voucher or notification of payment to Secretary’s Office.
Turnaround Time – 2-3 Days
- Secretary’s Office mails or presents payment to subgrantee.
Turnaround Time – 1-2 Days
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