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Each biennium Small Grant Teams list in their Bylaws those entities eligible to act as payees for the team grants. The payee has several duties.
Keep a copy of the application.
Actual expenses do not need to mirror line item amounts in the original application. However, 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.
Small grants may have a maximum of two payments. The payee gathers documentation and submits requests for payment as detailed below.
The First Payment may be either an advance or a reimbursement request.
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 payee secures from the grantee (if not included in original application package):
The payee completes:
Finally, the payee:
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 payee and/or grantee for further clarification; and, 3) if approved, arranges for payment to be made to the fiscal agent.
The payee sends the first payment to the grantee, if appropriate.
Reimbursement payments may be made for expenses incurred on the project up to 90% of the OWEB award.
For a first payment reimbursement, the payee 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.
With the final request, the Fiscal Agent secures from the grantee:
The Fiscal Agent then:
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:
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