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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)

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Request for Payment

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  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

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