9. Disbursement of Grant Funds

The Commission's Fiscal Office is directed to administer all accounting and record keeping necessary for the Commission to oversee Consortia grant funds. Once an application for a grant is approved, actual disbursements will be made in the form of progress payments to the Fiscal Agent. All requests for progress payments and reimbursements must be supported by documentation, e.g., receipts, invoices, quotes, etc.

The grantee may request reimbursement of start-up costs equivalent to a maximum of 10% of the total award. Such payment requests should also be supported by documentation, e.g., receipts, invoices, quotes, etc. Start-up costs include administrative expenses, e.g., rental of building, hiring of personnel, purchase of office supplies, etc. Subsequent disbursements are on a progress report-review basis and are to be made at the following intervals: 15%, 25%, 25%, and 25%.

In order to receive a progress payment, the Consortium must first submit the Quarterly Progress Report to the Communications Division, together with all requests for payment and reimbursement supported by relevant invoices receipts, etc. A sample of a Quarterly Progress Report is included in Attachment I. Quarterly Progress Reports shall be based upon the approved Action Plan, Work Plan, Consent Form, timelines, milestones, and costs identified in the application. Further, the Quarterly Progress Report shall indicate the actual date of completion of each task/milestone as well as problems/issues encountered and the actions taken to resolve these problems/issues. The Quarterly Progress Report will be submitted and certified under penalty of perjury. As noted above, all requests for payment and reimbursement must be supported by appropriate supporting documentation, e.g., receipts, invoices, quotes.

All performance specified under the terms of any award shall be completed on or before the termination date of the award, as per the signed Consent Form between the recipient and Commission. A project completion report will be required before full payment showing that all activities in the Work Plan have been accomplished. The final disbursement will be equal to the outstanding balance due under the Consortium grant or actual expenditures, whichever is less. The grantee's final payment report, including all documentation and receipts, should be submitted no later than 60 days after project completion.