Section 261.530  Disbursement of Grant Funds

a)         Unless otherwise authorized, the Agency shall use reimbursement disbursements as the method of payment of grant funds.

b)         Disbursements are subject to appropriation by the State and the availability of cash deposited into the applicable fund from the applicable funding source. 

c)         Disbursements shall be made as follows:

1)         Within 30 days after completion of final inspection as required by Section 261.460 of this Part, the grant recipient shall submit invoices or a final invoice to the Agency showing purchases made and services performed; and 

2)         Unless otherwise authorized by the Agency, disbursements will be limited to either the maximum amount specified in the grant agreement or the actual allowable costs incurred, whichever is less, as evidenced by invoices or a final invoice.  The Agency may withhold any disbursement for a violation of the grant agreement or this Part.

d)         Unless otherwise authorized by the Agency, grant recipients shall make prompt payment to their contractor or subcontractor prior to requesting disbursement from the Agency.

e)         The grant recipient shall reimburse the State within 45 days the State's share of any refunds, rebates, credits, or other amounts (including any interest) accruing to or received by the grant recipient with respect to the grant project that are properly allocable to costs for which grant funds have been disbursed, minus any reasonable expenses incurred in securing these funds.

f)         Unless otherwise authorized by the Agency, before payment under the grant agreement can be made:

1)         The Agency shall conduct a final inspection in accordance with Section 261.460 of this Part to insure that all applicable grant requirements and conditions have been satisfied; and

2)         Grant recipients must submit to the Agency all invoices or a final invoice,  referencing the name of the organization for which the project scope of work was performed, and a cover letter indicating that the project scope of work is completed, a description of the payment made, proof of full payment, and the grant disbursement amount requested.