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Small Grant Fiscal Agent Process
Each biennium Small Grant Teams list in their Bylaws those entities eligible to act as Fiscal Agents for the team grants. The duties of the Fiscal Agent include the following:

Application
  • If named as the fiscal agent, keep a copy of the application
  • Create a file, using the OWEB numbering system

Grant Agreement
  • Receives and signs copies of the small grant agreement from the Small Grant Team, and follows instructions for forwarding signed copies
  • Receives one fully executed copy of the grant agreement
  • Files the grant agreement along with a copy of the application

Budget Amendments
 
Actual expenses do not need to mirror line item amounts in the original application. However, if Project Management has increased, or if the grantee wishes to add line items that did not appear in the original budget, then a Budget Amendment Request must be submitted to the Project Manager for the Board.
 

Payments
 
Small grants may have a maximum of two payments. First payments may be in the form of a cash advance or reimbursement.
 
1.  Advance Payment (120 Days)
Advance payments may be made up to 60%of the OWEB funding amount. However, a spreadsheet,  receipts and invoices must be submitted to OWEB within 120 days of issuance of advance check. If the grantee makes an Advance Payment Request, the Fiscal Agent:
 
Secures from the grantee (if not included in the original application package):
  • Completed Land Use Form
  • Copies of permits (if required)
  • A copy of any applicable form such as: Irrigation Efficiency or Culvert/Stream Crossing
  • Secured Match Form, with signatures from authorized representatives
 
Completes:
  • The Project Budget Amount column of the Request for Release of Funds form referring to the grant agreement budget for items and amounts to be charged to OWEB
  • The CURRENT Request column. The total for this column may not exceed 60% of the OWEB award amount. Funds for the Year-2 Status Report may not be requested at this stage. If fiscal administration is being sought, the charge to OWEB may not exceed 10% of the total amount being requested in the first payment.
  • A spreadsheet
 
Finally, the Fiscal Agent:
  • Signs the Request for Release of Funds form
  • Makes copies, as appropriate for the fiscal agent’s project file
  • Sends the entire package to the Project Manager for the Board listed on page 1 of the Grant Agreement
 
Within 20 days of receipt, OWEB: 1) checks to see that a fully executed grant is on file before releasing funds; 2) reviews the request and either approves it or questions the fiscal agent and/or grantee for further clarification; and, 3) if approved, arranges for payment to be made to the fiscal agent.
 
The fiscal agent sends the first payment to the grantee, if appropriate.
2. Reimbursement
In some cases, the grantee is able to initiate work on the project without need of advance funds. But as the project progresses, it is possible the grantee may be strapped for cash. The grantee may then request through the fiscal agent reimbursement of expenses incurred on the project up to 90%of the OWEB award.
 
For a first payment reimbursement, the Fiscal Agent will need all the attachments that are required for an Advance Payment (see above), plus receipts and invoices for the amount spent to date on the project. Reimbursement will only be for the total amount shown on the receipts and invoices and may not exceed 90% of the OWEB award amount.

Final Payment Request
 
With the final request, the Fiscal Agent:

Secures from the grantee:
  • Copies of all invoices and receipts associated with the project
  • A Project Completion Report, complete with color photos and photo captions
  • An Oregon Watershed Restoration Reporting form and map. (This form and map may be submitted online.) The most current form must be used and is available from the OWEB web site: http://www.oregon.gov/OWEB/MONITOR/OWRI.shtml 

The Fiscal Agent then:
  • Tallies the invoices and receipts, and develops a spreadsheet based on project expenses
  • Verifies that the final amount being requested does not exceed the amount awarded (shown in the grant agreement). Invoices and receipts must be legible. Dates, amounts and descriptions must be clearly readable and dated within the grant period. No purchase orders, statements, or credit card statements will be accepted without actual invoices attached. 
  • Completes all columns of the Request for Release of Funds based on the furnished invoices and receipts
    • If funds are being requested for the Two-Year Status Report, the fiscal agent consults the application budget for the allowed amount and fills in the amount.
    • Check to see that the totals for the two payment columns do not exceed the OWEB award amount shown on page 1 of the grant agreement, and that the fiscal administration fee for those two columns does not exceed 10% of the actual amount spent (not awarded) on the project
  • Signs the payment request form
  • Makes copies, as appropriate for the fiscal agent’s project file
  • Sends the entire package to the OWEB Small Grant Project Manager listed on page 1 of the Grant Agreement

Within 20 days of receipt, OWEB: 1) reviews the request and either approves it or questions the fiscal agent or grantee for further clarification; and, 2) if approved, arranges for payment to be made to the fiscal agent.

The fiscal agent:
  • Sends the payment to the grantee
  • Sends the Two-Year Status Report Form to the responsible party listed in the application with instructions to submit to OWEB two years from the project completion date
  • Sends an email to the Team Record Keeper of the grant’s completion and the total amount spent