In order to receive reimbursement for project expenses, follow the procedures outlined below.
Each package should contain the following items, as applicable:
- Reimbursement request form with original signature of authorized representative.
- Invoices or other supporting documents for all work done and purchases made, such as:
- Administrative, engineering, or equipment invoices with recorded project time and calendar dates over which the time was applied.
- Contractor’s monthly pay estimates (Application for Payment) for construction and associated Sales Tax Certificates covering the same dates.
- Documentation of cost for Force Account work, including how time and costs devoted to this project were tracked. An authorized official must sign a record that includes the following details:
- Name(s) of the employee(s),
- Hours worked on project,
- Rate(s) of pay (including fringe benefits), and
- Total dollars in reimbursement requested.
- Any additional supporting documentation, and
- For land acquisition and/or relocation, a deed or receipt showing that the grantee has deposited the fair market value of any property being acquired.
Note the following additional requirements and limitations:
- The Local Government Commission (LGC) cannot create the promissory note until the Applicant has executed the Offer and Acceptance (Parts A and B) and PWS Section has approved the execution of contract documents. The Division cannot process loan payments until the applicant has delivered the executed promissory note to LGC and a copy to the Division.
- In accordance with N.C.G.S. 159-13.2, submit a copy of a Capital Project Ordinance for the project prior to receiving payments.
- Please limit requests for reimbursement to one per month.
- Checks are cut by the State only once per week.
- The division recommends that you request reimbursement for the applicable administrative fee with the first reimbursement request. You must pay the applicable administrative fee (the invoice transmitted with the Part B) before receiving a second reimbursement.
- The division will not process payment requests for items until the following items have been approved:
- The division will not approve payment for invoices above the approved budget amounts without a revised Part B or a Division-approved change order to a division-approved contract.
- For unit price contracts, the division will not approve payment for quantities above the bid estimate without a division-approved change order.
- The division will not approve Force Account work without prior division approval.
- The sales taxes collected as part of this project’s expenses are not reimbursable. You must submit a sales tax certificate covering the same time period as each prime contractor's partial payment request. The division will not reimburse construction contracts until all the corresponding sales tax certificates have been received. Because the division will deduct any sales taxes, we recommend that you show the sales tax deduction on each reimbursement request.
- The division will not reimburse more than 95 percent of project costs until items on the Project Closeout Checklist have been satisfied, including the following items:
- The division inspector must issue final inspection report signifying that project is complete and all concerns have been satisfied.
- Engineer’s and Owner certifications must be submitted.
- All final invoices showing zero retainage must be submitted.
Submit two copies of all change orders to your divsion project manager. Note that significant change orders (anything besides a change in unit quantities) generally require a revision to the approved plans and specifications.