1 / 23

Request for Payment

Request for Payment. Purpose. Understand the process of preparing + submitting a correct request for payment. Review the types of payments. Identify the required documentation . Understand the payment process. Authorities. 44 Code of Federal Regulations (CFR)

wan
Download Presentation

Request for Payment

An Image/Link below is provided (as is) to download presentation Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author. Content is provided to you AS IS for your information and personal use only. Download presentation by click this link. While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server. During download, if you can't get a presentation, the file might be deleted by the publisher.

E N D

Presentation Transcript

  1. Request for Payment

  2. Purpose • Understand the process of preparing + submitting a correct request for payment. • Review the types of payments. • Identify the required documentation. • Understand the payment process.

  3. Authorities • 44 Code of Federal Regulations (CFR) • Hazard Mitigation Assistance (HMA) Unified Guidance July 12, 2013 • Addendum to the Hazard Mitigation Assistance(HMA) Unified Guidance • Hazard Mitigation (HM) State Administrative Plan

  4. Acronyms GOHSEP Governor’s Office of Homeland Security and Emergency Preparedness DOB Duplication of Benefits HMA Hazard Mitigation Assistance

  5. Why is this important? • Expedites payment process. • Minimizes risk. • Facilitates project progress.

  6. Reimbursement vs. advance • What are the differencesbetween reimbursements and advances? • When is it appropriate to use each? • How much time does it take to receive payment?

  7. Reimbursements

  8. Reimbursement • Reimbursement is the preferred methodof payment to Subgrantees.

  9. What is necessary to submitfor a reimbursement? • Payment request • Supporting documentation (see checklist)

  10. What is necessary to submit for a reimbursement? (Continued . . . )

  11. HMA payment process: Reimbursement • GOHSEPreviews documentation for completeness+ accuracy. • Procurementreview. • Eligibilityreview. • Duplication of Benefits (DOB) review. • Project progress.

  12. FEMA Hazard Mitigation Assistance (HMA) Tool For Identifying Duplication of Benefits (DOB) –October 2012 fema.gov/media-library/assets/documents/30210

  13. Advances

  14. Advance guidelines • Alternative option considered by GOHSEP for Subgrantees who can justify they have cash flow challenges. • Each advance request is limited to 20% of total project cost. • Cost-share is applied.

  15. Advance guidelines (Continued . . . ) • Subsequent advances will not be issued until at least 80% of previous advances have been reconciled. • Advances will not exceed 20% of project obligated Federal share at any time.

  16. What is necessary to submit for an advance? • Letter on Parish letterhead: • Requestingadvance. • Identifying intention. • For example: Projects that include residential properties, a list of properties covered by advance. • Explaining Subgrantee’scash flow challenges. • Assuring an adequate accounting system.

  17. What is necessary to submit for an advance? (Continued . . .) • Letter on Parish letterhead (Continued . . .): • Acknowledging funds will not be deposited into an interest bearing account. • Stating proposedtimeline for reconciliation of advance request. • Proof of proper procurement (Any incurred costs may be at risk if not properly procured.)

  18. What does it mean to reconcile? • Reconciliation is proofof actual costs incurred. • Documentation for reconciliation is consistent with requirements for reimbursement (to include cancelled checks). • Documents can be submitted at anytime.

  19. What needs to be reconciled: = $100,000 = $ 20,000 = $ 15,000 = $ 16,000 = $ 12,000 • Total Project Cost • 20% Advance • Federal-share Payment (75% cost-share) • Reconcile 80% of Advance Amount • Subsequent Advance

  20. Potential delays for anypayment request • Missing or improper documentation. • Improper procurement or lack thereof. • Project amendments. • Contract amendments. • Material changes. • Need for cost analysis.

  21. Contact Tenesha Wilson tenesha.wilson@la.gov

  22. Questions?

  23. For more information + to download materials from today’s seminar: gohsep.la.gov/outreach.aspx

More Related