Disbursement Guidance

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Disbursements

The proceeds of your EFC financial assistance are available to you through the submission of a complete Disbursement Request. Although the disbursement process is generally the same regardless of the type of financing you have received from EFC, there are some differences between each of the programs. Refer to the funding agreement provided by EFC to confirm the type of financial assistance that has been received. Please note that complete requests for certain disbursements may require supporting documentation that must be submitted with a Disbursement Request.

Instructions by Program

Recipients that have been awarded grant funding, have closed a Grant Agreement (“GA”) with EFC, and have funds designated as available may request a disbursement as detailed below.

The initial request for disbursement must be signed by the Authorized Person indicated in the GA and include:

  1. Completed Grant Disbursement Request Form – Please use the Grant Disbursement Request Form included in the attachments to your GA. Please note that EFC will not disburse any grant proceeds unless and until the plans and specifications for your project have been approved and accepted by DEC or EFC.
  2. Completed Cost Summary Form – Also included in the attachments to your GA.
  3. Cost documentation supporting the requested funds – The documentation shall demonstrate that the costs for which financial assistance is requested are for the project and that the goods and services for which the costs were incurred have been provided. Satisfactory documentation may include, but is not limited to, signed copies of payment vouchers or invoices, cancelled checks, details of current indirect cost and fringe benefits rates, copies of all sub-agreements, executed change orders, and payroll records tabulations of allowable costs incurred to date.

Subsequent requests for disbursement must be signed by the Authorized Person indicated in the GA and include:

  1. Completed Grant Disbursement Request Form – As with the initial request, you should use the Grant Disbursement Request Form attached to the GA. 
  2. Completed Cost Summary Form – For subsequent requests for disbursement, EFC will provide you with updated Cost Summary Forms once your initial request for disbursement has been processed. The updated Cost Summary Forms will reflect the current budget, eligible agreement and disbursed amounts. In addition, costs that have not yet been approved for release, costs that are ineligible, and costs that have been designated as being paid for with third party funding sources will be identified.  The “Cost Documented / Requested” column of this form should be used to indicate the amount of each cost type you are requesting. 
  3. Cost documentation supporting the requested funds – The documentation shall demonstrate that the costs for which financial assistance is requested are for the project and that the goods and services for which the costs were incurred have been provided. Satisfactory documentation may include, but is not limited to, signed copies of payment vouchers or invoices, cancelled checks, details of current indirect cost and fringe benefits rates, copies of all sub-agreements, executed change orders, and payroll records tabulations of allowable costs incurred to date.

How to Submit a Request:

Requests for disbursement of grant proceeds may be submitted via:

  1. Mail: Lynn Catizone, Corporate Operations Division, 625 Broadway, Albany, New York, 12207-2997
  2. Fax: (518) 486-9323
  3. E-Mail: GIGP@efc.ny.gov

Release of Funds:

EFC makes every effort to release funds for requests for disbursement of grant proceeds within thirty days of receipt. However, you should make certain proper financial coverage is in place in the event that a disbursement is delayed, denied, or adjusted.

Monies pertaining to approved costs will be wired directly to your account. Changes in account information should be immediately provided to EFC. Failure to provide accurate account information can result in delays in the receipt of funds.

Recipients that have been awarded grant funding and have closed a Grant Agreement (“GA”) with EFC may request an Advance as detailed below.

Initial Advance – Please use and complete the Form of Requisition and Wire Instructions (Initial Requisition) included in the attachments to your GA and ensure that it is signed by the Authorized Person indicated in the GA.

Final Advance – Please use and complete the Form of Requisition and Wire Instructions (Final Requisition) included in the attachments to your GA and ensure that it is signed by the Authorized Person indicated in the GA. Recipient cannot apply for the Final Advance until the final Engineering Report has been accepted by EFC or DEC and the Recipient has completed and submitted a Smart Growth Assessment Form to EFC. In addition, the Recipient must provide EFC with eligible cost invoices and proof of payment of such invoices for the project costs. Proof of payment must be sufficient to allow EFC to document that billings and invoices were paid, such as copies of invoices, purchase orders, cancelled checks, payroll and machinery use records certified by the Recipient and such other forms of cost documentation as may reasonably be requested by EFC.

How to Submit a Request:

Advance requests may be submitted via:

  1. Mail: Angela Petrone, Corporate Operations Division, 625 Broadway, Albany, New York, 12207-2997
  2. Fax: (518) 486-9323
  3. E-Mail: angela.petrone@efc.ny.gov

Release of Funds:

Monies pertaining to approved costs will be wired directly to your account. Changes in account information should be immediately provided to EFC. Failure to provide accurate account information can result in delays in the receipt of funds.

Applicants that have entered into a Funding Agreement for Clean Vessel Act Assistance Program (“FA”) with EFC and have funds designated as available may request reimbursement as detailed below.

Requests for reimbursement must be signed by the authorized representative indicated in the FA and include:

  1. Completed Clean Vessel Assistance Program Reimbursement Application Form – Please use the  Clean Vessel Assistance Program Reimbursement Application Form included in the attachments to your FA.
  2. Submission of invoices and proof of payment, satisfactory to EFC, relating to the costs incurred for eligible work for which you seek reimbursement.  

How to Submit a Request:

Reimbursement requests may be submitted via:

  1. Mail: Angela Petrone, Corporate Operations Division, 625 Broadway, Albany, New York, 12207-2997
  2. Fax: (518) 486-9323
  3. E-Mail: CVAP@efc.ny.gov

Release of Funds:

EFC will reimburse the Applicant in as timely a manner as possible.  EFC makes no representation or warranty concerning the time period in which reimbursement will be made.

Monies pertaining to approved reimbursements will be mailed to you. Failure to provide accurate contact information can result in delays in the receipt of funds.

Owners that have entered into a Property Owner Participation Agreement (“PA”) and have funds designated as available may request a reimbursement as detailed below. Please note that reimbursements can only be made following the completion of the open works site inspection by DEP or the respective County Health Department, receipt of the as-built drawings from your engineer, and/or other documentation deemed necessary by DEP or EFC.

Requests for reimbursement must include:

  1. Reimbursement request – Please use and complete the EOH Septic Repair Program Application for Reimbursement form supplied to you by EFC.
  2. Cost documentation supporting the requested funds - The following original documentation is required to verify costs incurred and to process reimbursements: (i) original contractor invoice(s), and (ii) any one of the following: a) canceled check(s) or bank copy of canceled check; or b) money order receipt(s); or c) credit card statement showing payment.

How to Submit a Request:

Reimbursement requests may be submitted via:

  1. Mail: Lynn Catizone, Corporate Operations Division, 625 Broadway, Albany, New York, 12207-2997
  2. Fax: (518) 486-9323
  3. E-Mail: EOH@efc.ny.gov

Release of Funds:

Approval of a request for reimbursement shall be conditioned upon the Property Owner’s agreement to have the septic system pumped out and/or inspected if a regulatory agency determines that such pump-outs are necessary to protect water quality. Any such pump-out will be paid for by the Property Owner.

EFC will make payments according to the established schedule of values after receipt of a completed EOH Septic Repair Program Application for Reimbursement form with attachments, including documentation of the date of any inspections and a description of subcontractor work completed (e.g., tank pump-out, test pits), DEP and the respective County Health Department approval of design and of construction, a description of work completed, subcontractor’s invoices and any other information and supporting documents deemed necessary to determine eligibility of the costs.

Monies pertaining to approved costs will be mailed to the Property Owner. Failure to provide accurate contact information can result in delays in the receipt of funds.