This page provides information about the financial management of OWEB grants.
Resources
First, OWEB strongly recommends reading
GoBIG: Guidance on Budgeting in Grants. This document contains guidance about how to write a budget, allowable and unallowable expenses, policies around drone usage, and working with landowners on the cost of natural resources.
Second, OWEB encourages you to explore our robust
video library that covers topics such as receipt requirements, expense tracking, travel logs, and shortcuts for using GoBIG.
Please note: Operating Capacity and
Small Grants have their own fiscal forms.
Documents Used
Application Budgets are submitted with grant applications, then summarized in Exhibit A of the Grant Agreement. The Application Budget and Exhibit A are used to manage OWEB grants.
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Application Budgets show budget categories and the various line items under each budget category.
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Exhibit A shows only the budget categories, which mirror those in the final, approved Application budget.
When Changes Occur
Projects can undergo change during implementation, which might impact the budget. Grantees are required to communicate with their Project Manager prior to any project changes, regardless of the amount. OWEB Project Managers may request additional information, even if a formal Budget Amendment is not required.
Changes to budget category amounts require a Budget Amendment (see guidance document) whenever a Grantee seeks to:
- Shift 10% (cumulative) of the overall grant award between budget categories, and/or
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Add a budget category (adding funds to a budget category that did not contain funds in Exhibit A of the Grant Agreement.)
Resources
Please see
GoBIG: Guidance on Budgeting In Grants for more information.
GoBIG contains the details of backup requirements for expenditures. Most grants require copies of receipts for purchases over $250. Watch the video about requirements for submitting your receipts, and check your grant agreement for any special requirements.
Guidelines to Follow:
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Salary, Wages, and Benefits: list details in an accounting report, a grant tracking spreadsheet, or an invoice on letterhead.
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Contracted Services Invoices: include dates and details of work done.
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Travel: OWEB recommends maintaining travel logs for all travel, even though OWEB will only require travel log submission for line item costs $250 and up.
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Materials & Supplies: for items purchased by the Grantee. (Items purchased by a contractor should be placed in “Contracted Services.”)
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Other Fees and Special Costs: require paperwork if over $250.
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Indirect Expenses: Grantees who use a 10% de minimis or federally negotiated rate may only list the requested amount in their expenses. Receipts are not required unless the Grantee has selected an OWEB-negotiated rate (more about indirect costs).
Records Retention
Grantees must keep all financial records according to the records retention requirement of the grant agreement. OWEB may ask for additional information about requested reimbursements either when a payment is requested or after the grant has closed, as noted in the grant agreement.
State of Oregon Mileage and Travel Reimbursement Rates change semi-annually. Use the rates from the chart below depending on the time of travel. OWEB recommends recording all travel in a Travel Log. Receipts are required only for travel expenses over $250.
OWEB's online Payment Request Form may be found within the OGMS Dashboard. Please see the video library for more information.
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 Tax ID form (W-9) will determine the exact name and address of the entity to be paid.
To have payments deposited directly into an account, follow the directions found on the Automated Clearing House (ACH) website.
Contact
If you need a form that is not on this page or if you have questions, please contact
Tara Choate, Grant Payment Coordinator, 971-345-7232, or
Leilani Sullivan, Grant Payment Specialist, 971-375-3559. Grant-specific forms and guidance are located on
grant program pages.