New York Codes, Rules and Regulations › Title 21 - Miscellaneous › Chapter XLII - New York State Environmental Facilities Corporation › Part 2602 - State Clean Water Revolving Fund Regulations › Section 2602.12 - Disbursements

Current through Register Vol. 46, No. 28, July 10, 2024
(a) Disbursement
				requests shall be submitted by the recipient to the corporation on forms
				provided by, or acceptable to, the corporation, in accordance with any
				instructions issued by, and together with any documentation of costs required
				by, the corporation. Copies of the disbursement request shall be submitted
				simultaneously to any other party named in the applicable PFA.
(b) The corporation may at any time review or
				audit disbursement requests and make adjustments for, among other things,
				arithmetical errors, items not built or bought, unallowable or unapproved
				costs, or any other reasons as set forth in the PFA, and may refuse to certify
				advances or payments to a recipient based thereon. The corporation may recover
				any such funds from the recipient that it determines after any review or audit
				should not have been released under the PFA or applicable law, including the
				ARRA.
(c) The corporation may
				transfer the full amount or any part of the CWSRF assistance to a project
				account established for that purpose.
(d) Satisfactory documentation supporting
				CWSRF disbursement requests shall demonstrate that the costs claimed were those
				approved in the PFA, that they are allowable costs and, where appropriate, that
				the goods or services for which the costs were incurred have been provided.
				Satisfactory documentation may include, but is not limited to, the following:
(1) signed copies of the payment vouchers or
				invoices, cancelled checks, details of current indirect cost and fringe benefit
				rates, copies of all sub agreements, executed construction contracts, change
				orders, payroll records, tabulations of allowable costs incurred to
				date;
(2) for construction, the
				latest cumulative work-in-place estimate and a summary of executed change
				orders for each construction contract;
(3) for professional services, a description
				of the nature of the service, and documentation that the service was provided
				according to the terms of a professional services agreement;
(4) for purchase of equipment not included in
				a construction contract, a detailed list of equipment purchased, price of each
				item, and the method and details of the procurement of each item and, where
				applicable, the origin of its manufacture;
(5) for project services approved in a PFA to
				be provided by employees of the recipient, employee time records, signed by the
				employee and the employee's supervisor, which account for all hours worked in
				the period covered, and describe in detail the work claimed as approvable;
				and
(6) for acquisition of land,
				copies of the executed contracts of sale and/or conservation easements,
				appraisals, title reports and, when appropriate, the closing statement and
				recorded deed or conservation easements.
All documentation for a project shall be incorporated and
				  referenced in project accounts maintained by the recipient in accordance with
				  generally accepted government accounting standards, or, in the case of
				  non-governmental recipients, with the provisions of the applicable Federal
				  regulations and PFA.