New York Codes, Rules and Regulations › Title 21 - Miscellaneous › Chapter XLII - New York State Environmental Facilities Corporation › Part 2604 - New York State Drinking Water Revolving Fund Regulations › Section 2604.9 - 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 the corporation, and to any party named in the applicable
				PFA.
(b) Proceeds or other
				financial assistance will be disbursed by the corporation only for costs
				associated with a project which has been certified by the department, in
				writing, as an eligible project. Recipients shall apply the proceeds of DWSRF
				assistance only to costs associated with such eligible project.
(c) The corporation may at any time review on
				audit disbursement requests and make adjustments for, among other things,
				arithmetical errors, items not built or bought, unallowable 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.
(d) The corporation may transfer the full
				amount or any part of the DWSRF assistance to a project account established for
				that purpose.
(e) Satisfactory
				documentation supporting DWSRF disbursement requests shall demonstrate that the
				costs claimed were those approved in the PFA, that they are allowable costs and
				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 payment
				vouchers or invoices, cancelled checks, details of current indirect cost and
				fringe benefit rates, copies of all subagreements, 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; and
(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.
All documentation for a project shall be incorporated and
				  referenced in project accounts maintained by the recipient in accordance with
				  generally accepted government accounting principles, or, in the case of
				  non-governmental recipients, generally accepted accounting
				  principles.