Payments & Budget

Resources

Please check the Guidance, Forms, and Videos sections on this page for the resources mentioned below.

Please note that Operating Capacity and Small Grants have their own fiscal forms.

Budget

A budget was submitted with your grant application. Exhibit A of your grant agreement contains the awarded amount by category.

Getting Paid

When you are ready for a payment, fill out a Request for Release of Funds (RRF). Please see the Grant Billing Instructions and/or watch the help video. Along with the RRF, attach a listing of all requested expenses, either as our Expense Tracking Spreadsheet or as an accounting program report.

Please see the Budget Categories & Definitions document for allowable expenses and the Receipts video for requirements for presenting your receipts.

Check your grant agreement for which receipts to submit; most grants require copies of receipts for purchases over $250. Salary, Wages, and Benefits budget categories should be detailed with either an invoice on letterhead or as an accounting program report. Travel Logs are required for all travel; receipts are required only for travel expenses over $250.

If you have not received a payment from OWEB on a previous grant, please note that OWEB must have a signed Tax ID form (W-9) before payment will be made. The name and Federal Employer Identification Number (FEIN) on the W-9 form will determine the exact name and address of the entity to be paid.

If you want payments to be deposited directly into your account, follow the directions found on the Automated Clearing House (ACH) website.

Travel and Mileage

Travel Logs are required for all travel. Receipts are required only for travel expenses over $250. The most current Travel Rates document is included on this page.

Mileage Rates & Effective Dates

January 1, 2018 = $0.545 per mile
January 1, 2017 = $0.535 per mile
January 1, 2016 = $0.54 per mile
January 1, 2015 = $0.575 per mile
January 1, 2014 = $0.556 per mile

Match

At application, you provided proposed match for your project. Before first payment, you must submit proof of secured match if you didn't already submit it with your application. Use the Match form or a signed document approved by your Project Manager to show secured match. Check Exhibit B of your grant agreement for conditions.

Budget Changes

You must seek permission from OWEB prior to changing either line items or budget categories.

Line item changes:

Submit your request via written justification to your OWEB Project Manager.

Budget category changes. Submit a formal Budget Change Request form:

If an OWEB category increases by more than 25% or $5,000 of the budget category.
If you are adding funds to a category that had no funds.

Grantee may move funds into the Grant Admin/Indirect Cost budget category. However, those funds if not spent cannot be moved to any other budget category. Any unspent funds will be recaptured by OWEB at the conclusion of the grant.

See Budget Amendments in the "Documents & Links" section of this webpage for the full policy.

Insurance Requirements

There are 2 categories for OWEB insurance requirements.

General Insurance

This is considered best practice for organizations conducting activities often implemented by OWEB grantees. The budget category is "Indirect" for all except Operating Capacity grants, which should use the "Other" category.

Specialized Insurance

This is usually tied to a specific grant so the description varies by project type. The budget category is "Other."

See the full description of OWEB insurance requirements in Insurance Documentation in the "Documents & Links" section of this page.

Contact

If you need a form that is not on this page or if you have questions, please contact Tara Choate (503-986-0184) or Leilani Sullivan (503-986-0183). Grant-specific forms and guidance are located on grant program pages.

Documents & Links

Videos
Fiscal Training on YouTube