New York Codes, Rules and Regulations › Title 6 - DEPARTMENT OF ENVIRONMENTAL CONSERVATION › Chapter X - DIVISION OF WATER RESOURCES › Subchapter A - GENERAL › Article 1 - MISCELLANEOUS RULES › Part 649 - NEW YORK STATE WATER POLLUTION CONTROL REVOLVING FUND REGULATIONS › Section 649.11 - Disbursements

Current through Register Vol. 46, No. 28, July 10, 2024
(a) The recipient
					 shall make disbursement requests 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 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.
(c) No
					 disbursement shall be made without the approval of the corporation based upon
					 its review and audit of disbursement requests as provided in subdivision (b) of
					 this section.
(d) The corporation
					 may transfer the full amount or any part of the CWSRF assistance to a project
					 account established for that purpose.
(e) 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 easement,
					 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.