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Payments & Budget

Resources

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

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

The Application Budget and Exhibit A of the Grant Agreement are the Grantee’s statement of how OWEB funds will be spent on the project. The Application Budget shows budget categories and the various line items under each budget category; Exhibit A shows only the budget categories, which mirror those in the final, approved Application budget.

OWEB recognizes that projects can undergo change during the course of implementation, which might impact the budget. Grantees are required to communicate with their Project Manager prior to any project changes, regardless of 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
  • Add a budget category (adding funds to a budget category that did not contain funds in Exhibit A of the Grant Agreement.)

Please see Appendix 2 of the Budget Categories: Definitions & Policies document for more information.

When you are ready for a payment, fill out a Request for Release of Funds (RRF). Along with the RRF, attach a listing of all requested expenses, either as our Expense Tracking Spreadsheet or as an accounting program report.

The Budget Categories: Definitions & Policies document outlines allowable expenses and policies.

Check your grant agreement for which receipts to submit; most grants require copies of receipts for purchases over $250. Expenses in the "Salary, Wages, and Benefits" budget category should be detailed with either an invoice on letterhead or as an accounting program report. Grantees should maintain travel logs for all travel; however, OWEB will not require travel log submission for line item costs less than $250. Per the grant agreement, at any time OWEB can ask for additional information about requested reimbursement, including at payment request or after the grant has closed. Please see the Receipts video for requirements for presenting your receipts.

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 Tax ID form (W-9) 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 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, 2019 = $0.58 per mile
  • 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

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

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