SECTION 725:15-21-3. Reimbursement procedures

(a)   The program is a reimbursement-type grant program. However, funding advances will be considered on a case by case basis. Project sponsors will apply to the Oklahoma Tourism and Recreation Department (OTRD) for funding of specific trail projects. The OTRD will select projects to receive funding and obtain approval from the Federal Highway Administration (FHWA).

(b)   After a project agreement is executed between the sponsor and OTRD, the sponsor may initiate the project's proposed work elements, spending from their own funds and submitting billings to OTRD. Reimbursement from the federal funds will be paid to the sponsor by OTRD.

(c)   OTRD will reimburse the sponsors of projects selected for funding for the allowable percent of the project's total cost provided:

(1)   The costs are for allowable expenditures as outlined in the sponsor's application and approved in the Project Agreement signed by OTRD and the sponsor, and

(2)   Sponsor supplies adequate documentation that fully accounts for both out-of-pocket expenditures and any donated labor, land, or materials and that certifies that the expenditures have been incurred on the project.

(d)   Sponsors may bill OTRD on an interim basis by submitting receipts and other documentation of expenditures and work undertaken provided the sum of the interim billing totals at least $5,000. If the entire project cost is below $5,000, only one billing will be accepted. After processing the billing, OTRD will make a payment to the sponsor for the allowable percent of the amount submitted.

(e)   Interim reimbursements may be made up to 80 percent of the federal grant amount. The remaining 20 percent of the grant amount will be released after the OTRD has performed an inspection of the project, which shows all elements of the project to be in substantial compliance.

[Source: Added at 11 Ok Reg 2863, eff 6-13-94; Amended at 14 Ok Reg 3230, eff 7-25-97]