Getting Paid – Reimbursement Information
Update to Sponsor Monitoring effective 11/01/2011Our Documents
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Manuals
Forms
- Cash Advances Policy and Advance Categories
- SRFB Cash Advance Request Form (Microsoft Excel)
- Cash Advance Agreements - Private Entities (Microsoft Excel)
- Cash Advance Agreements - Public/Quasi-Public Entities (Microsoft Excel)
- Acquisition Project Forms (Microsoft Excel)
- Development-Restoration Project Forms (Microsoft Excel)
- Other-Non Capital-Maintenance-Education Project Forms (Microsoft Excel)
- Combination Project Forms (Microsoft Excel)
- Electronic Funds Transfer Authorization Agreement Form (Microsoft Word)
- W-9 Form and Statewide Vendor Payment Registration (links to Washington State Office of Financial Management)
- Sample payment notice
- Office of Management and Budget (OMB) Circular A-133 audit.
Labor Rates
- List of professional skilled labor rates
- Donated Unskilled Labor Rate is:
- $14.00 for contributions made between Jan. 1, 2010 through Dec. 31, 2012
- $13.00 for contributions made between Jan. 1, 2007 through Dec. 31, 2009
- $12.00 for contributions made between Jan. 1, 2006 through Dec. 31, 2006
- $11.00 for contributions made between Jan. 1, 2005 through Dec. 31, 2005
Back to the top.
Mileage Reimbursement Rates
Vehicle
- 2012 = .51 cents a mile
- 2011 = .51 cents a mile
- 2010 = .50 cents a mile
- 2009 = .55 cents a mile
- 2008
- January-June = .505 cents a mile
- July-December = .585 cents a mile
- 2007 = .485 cents a mile
Motorcycle
- Current - .305 cents a mile
Audits
All grantees that expend more than $500,000 in federal funds (from any federal funding source), within the grantee’s fiscal year, requires an annual Office of Management and Budget (OMB) Circular A-133 audit. For state and local governments, the State Auditor's Office will generally perform the audit. The project sponsor must provide a copy of the audit report to the RCO.
Each year, as a follow-up to the audit requirements, the RCO will provide a letter to all sponsors who expended federal funds. If more than $500,000 in federal funds were expended from any source, a single audit per OMB Circular A-133 is required and when completed, a copy of the audit must be provided to the RCO. If less than $500,000 was expended, the single audit is not required but the letter with the applicable box marked must be signed and returned to the RCO. Failure to return the audit letter or report could result in suspension of all agreements and reimbursements for the grantee.
Frequently Asked Questions
See the frequently asked questions about getting paid.
Training to Help you Get Paid Faster
RCO offers training from the convenience of your office. You can watch a live presentation on your computer and listen from your telephone or use a speakerphone for multiple listeners.
The free, 1-2 hour trainings let you ask questions and listen from others like you. The agenda includes topics such as: tools to help you, tracking expenditures, billing and reimbursement process, eligible and ineligible costs, overview of forms, timesheet standards, audits, sponsor monitoring, and faster reimbursements.
Register online. We will send you e-mail confirmation of date and time instructions on how to join the online training.
If you would like a one-on-one consultation, contact your outdoor grants manager.
SRFB Cash Advance Policy
RCO established a cash advance policy in August 2010 with a two-pronged approach – one track for private entities and one for public/quasi-public entities. (A public/quasi-public entity is an entity established/authorized by law that would not constitute a private service provider under Revised Code of Washington 43.88.160(4)(e).)
Below are some of the key points:
- All entities who plan to use advances will be required to sign cash advance agreements, which detail the advances policy and consequences of noncompliance. Advance agreements shall be signed by the financial authorizing authorities within the organizations and renewed every two years.
- Public/Quasi-Public Entities:
- Shall submit advance requests no more than every 90 days, and
- Only for expenses anticipated over the immediate 90-day period
- May have only one active advance request pending at any one time.
- Private Entities:
- Advances shall be approved for periods to cover only expenses anticipated over the immediate 30-day period
- Advances must be fully and properly expended within 30 calendar days of receipt
- Billings must be submitted within 30 calendar days of termination of the advance and proof of expenditures properly and fully made
- No more than three advances may be active at any one time (Paperwork for prior advances must be current in order to receive another)
- Noncompliance:
- A first noncompliance offense shall result in suspension of all advances for three months for the sponsor
- A second noncompliance offense shall result in suspension of all advances for six months for the sponsor
- A third noncompliance offense shall result in suspension of all advances for one year for the sponsor
- For any offense, repayment of the advance plus a one percent per month fine on any unaccounted for advance balance.
The cash advance forms are at the top of this Web page, along with a document distinguishing between private and public/quasi-public entities.
Please contact your grant manager if you have any questions.
