Current through Register Vol. 35, No. 18, September 24, 2024
A. The recipient of
bond proceeds is the governmental entity that will carry-out the completion of
the project. In many cases, the agency named to receive the appropriation will
also be the entity responsible for the project. In other cases, the named
agency will be an intermediate agency that is expected to make a grant to a
local government entity to carry out the completion of the project. Either an
intermediate agency may make a draw request to the board on behalf of a local
government entity as recipient, or an agency itself as recipient may make the
request directly to the board, unless otherwise approved by the board director.
(1) Documentation to support draw requests
from agency:
(a) one draw request form for
each project (1 original and 2 copies);
(b) proof of payment - notarized
certification from an authorized signatory that expenditures are valid or
actual receipts;
(c) evidence that
conditions have been satisfied if applicable;
(d) certification that the statements made in
the original certification and questionnaire remain true, including use of
facility;
(e) additional
documentation to be submitted for requests by state educational institutions:
(i) if the capital project only requires
higher education department approval, a higher education department approval
letter;
(ii) if the capital project
requires both higher education department and board approval, a higher
education department approval letter and a copy of the board action
sheet;
(iii) if the capital project
does not require higher education department approval, a higher education
department project review approval verification.
(2) Intermediate agencies
typically submitting draw requests to the board on behalf of local entity
recipients: Environment department, department of transportation, Indian
affairs department, local government division, public education department,
higher education department and aging and long term services department:
(a) one draw request form for each project (1
original and 2 copies);
(b) proof
of payment - a notarized certification from an authorized signatory that
expenditures are valid or actual receipts;
(c) evidence that conditions have been
satisfied if applicable;
(d)
certification that the statements made in the original certification and
questionnaire remain true, including use of facility.
B. Frequency - draw requests are
due in the board office by 3:00 p.m. on the 1st and 15th day of each month or
by 9:00 a.m. the next business day if the 1st or 15th falls on a weekend or
holiday (the "draw request deadline"). Draw requests submitted on or before the
draw request deadline will result in funds available six business days after
the draw request deadline.
C. The
minimum draw request amount per project shall be $1,500 unless it is the final
draw request or otherwise recommended by the intermediate agency.
D. State executive agencies may request a
direct payment to a contractor or other entity.
(1) The agency must submit the payment
voucher to department of finance and administration financial control division
six business days after the board deadline unless notified by the board of
processing delay due to additional information or legal review being
required.
(2) If a direct payment
to a contractor or other entity is requested and the agency mails the payment
directly to the payee or transfers the funds electronically via automated
clearing house (ACH), the agency must send state treasurer's office a copy of
the warrant or a copy of the ACH no later than two business days after the
payment has been made.
