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Small Grant Payee Information

Duties

Each biennium Small Grant Teams list in their Bylaws those entities eligible to act as payees for the team grants. The payee has several duties.

Application

Track applications for which you are payee in OWEB's online grant management system (OGMS). Familiarize yourself with the project timelines, activities, and budgets.

Grant Agreement

  • Receive and sign copies of the small grant agreement from the Small Grant Team, and follow instructions for forwarding signed copies.
  • Receive one fully executed copy of the grant agreement.
  • File the grant agreement along with a copy of the application.

Budget Amendments

Actual expenses do not need to mirror line item amounts in the original application. However, or if the grantee wishes to add line items that did not appear in the original budget, then a Budget Amendment Request must be submitted to the Project Manager for the Board.

Payments

Small grants may have a maximum of two payments. The payee gathers documentation and submits requests for payment as detailed below.

With the final request, the payee secures from the grantee:

  • Copies of all invoices and receipts associated with the project
  • Confirmation of P​roject Completion Report submission through OWEB's Online Grant Management System (OGMS).
  • An Oregon Watershed Restoration Inventory​ form and map (submitted online).

The payee then:

  • Tallies the invoices and receipts, and develops a spreadsheet based on project expenses
  • Verifies that the final amount being requested does not exceed the amount awarded (shown in the grant agreement). Invoices and receipts must be legible. Dates, amounts and descriptions must be clearly readable and dated within the grant period. No purchase orders, statements, or credit card statements will be accepted without actual invoices attached.
  • Completes an online payment request based on the furnished invoices and receipts
    • If funds are being requested for the Two-Year Status Report, the payee consults the application budget for the allowed amount and fills in the amount.
    • Check to see that the totals for the requests do not exceed the OWEB award amount shown on page 1 of the grant agreement, and that the fiscal administration fee for those two columns does not exceed 10% of the actual amount spent (not awarded) on the project
  • Submits payment request

Within 20 days of receipt, OWEB: 1) reviews the request and either approves it or questions the payee or grantee for further clarification; and, 2) if approved, arranges for payment to be made to the payee.​

The First Payment may be either an advance or a reimbursement request.

For either type of request, the following documents must be submitted prior to any release of funds.

  • Completed Land Use Form
  • Copies of permits (if required)
  • Completed Secured Match Form with signatures from authorized representatives
  • Copies of any applicable Small-Grant-Program-specific review forms, i.e. Watermaster Review of Proposed Irrigation Efficiency Project or Proposed Prescribed Burn Project Review Form

Advance Payment (120 Days)

Advance payments of up to 60% of the OWEB award amount may be requested. An expense tracking spreadsheet, receipts and invoices must be submitted to OWEB within 120 days of issuance of advance payment

Reimbursement

Reimbursement payments of up to 90% of the OWEB award amount may be requested. An expense tracking spreadsheet, receipts and invoices must be submitted with the request. Reimbursement will only be for the total amount documented on spreadsheet and supporting documentation.​

Contact

Please direct questions to Kathy Leopold, Small Grant Program Coordinator, 971-345-7017.

Forms

Payment requests may be made through the Online Payment Request