Section 1810.510  Trust Fund Disbursements

a)         Cash Advances.  Implementing entities shall normally be reimbursed for expenses incurred upon submission of a monthly fiscal report.  The Council recognizes that in some instances the implementing entity may not possess sufficient resources to support the program described in the award agreement on a reimbursable basis and that individual programs may require substantial start-up costs.  Consequently, implementing entities may request a cash advance to cover the initial period of the agreement.  Such requests must be in writing to the Executive Director within 30 days prior to the anticipated start date of the funded program and should include the purpose of the proposed expenditure and the reasons necessitating the advance.

b)         Expenditure Reimbursements. Disbursement of Trust Funds shall be made on the basis of expenses and obligations reported on a monthly fiscal report. Obligations reported on the Fiscal Report will be disbursed only if the payment is to be liquidated within 30 calendar days after receipt of the State warrant.  This report shall be submitted monthly unless otherwise specified in the award agreement.  Requests for disbursement of Trust Funds made on fiscal reports that are submitted later than the specified deadline will be paid at the discretion of the Council.  Requests for final reimbursement must be received by the Council no later than 45 calendar days after the termination of the agreement.

c)         Timing of Disbursement. Implementing entities should anticipate a delay of approximately 4-6 weeks from the submission of the request for disbursement until the receipt of the State warrant.  Implementing entities should consider this delay when calculating the disbursal request by projecting which obligations will need to be liquidated upon receipt of the State warrant.

d)         Final Disbursement. The final disbursement of Trust Funds shall be made on the basis of expenditures reported in the final financial status report.  This disbursement shall be made on the basis of total agreement costs and shall not be made until the implementing entity has satisfied any applicable match requirements of the award agreement.  Should the implementing entity fail to meet the match required in the agreement, an appropriate adjustment shall be made in the final disbursement.