La. Admin. Code tit. 76 § I-909

Current through Register Vol. 50, No. 9, September 20, 2024

Section I-909 - Grant Recipient Requirements

A. Term

1. Grant recipients will have up to 24 months to complete the approved project from the date of the mutually signed project agreement and the issuance of a notice to proceed. Any variance or extensions must be formally requested via a project agreement amendment, extension request, or change of scope request. All formal requests will be reviewed by the Technical Advisory Board and approved by the Chairperson of the Project Selection Board. No reimbursable costs shall be incurred beyond 24 months after the notice to proceed has been issued, or the period for which an amendment or extension has been granted, whichever is later.

B. Reporting Requirements

1. Quarterly Progress Reports

a. Once a project agreement is signed, the grantee shall report on the progress of the project, on a quarterly basis as follows:

i. period beginning January 1, ending March 31: report is due April 30;

ii. period beginning April 1, ending June 30: report is due July 31;

iii. period beginning July 1, ending September 30: report is due October 31;

iv. period beginning October 1, ending December 31: report is due January 31.

b. Grantees are required to submit quarterly progress reports to LDWF to ensure that LDWF is aware of the project's progress. Quarterly progress reports can be accessed and filled out on www.wlf.louisiana.gov/page/louisiana-outdoors-forever. The progress report shall summarize the work accomplished to date, any issues arising with the project, an estimated percentage of project completion, and an estimate of funds to be expended over the next quarter. Photos or other documents are required in communicating the status of the project.

2. Final Reports

a. Grantees must inform LDWF that their project is complete by submitting a final report and mark it as "final" prior to the expiration of the project period. The final report serves as notice that the grantee has completed the project in compliance with applicable regulations and must include:

i. digital images of all completed project elements which received funding;

ii. indication that the project is complete, accessible, and open to the public, if applicable;

iii. documentation that all corrective items identified during the final on-site inspection have been completed. This may require an additional final inspection prior to close out;

iv. official As-built drawings in .pdf format;

v. for acquisitions only-An updated property deed with required protective language and recording stamp from the local jurisdiction's parish clerk's office;

vi. final reimbursement request marked as "Final";

vii. authorizing officer's signature.

b. LDWF staff will inspect all completed projects. Final payments shall not be made until final documentation is received and approved, and the project has been inspected and verified as complete.

C. Reimbursement Requests

1. Payment of grant funds is on a reimbursement basis. Accurate and comprehensive documentation of project costs is critical. Applicants will be required to submit to LDWF a reimbursement request as well as detailed documentation (e.g. proof-of-purchase, proof-of-payment, force account details, etc.) prior to reimbursement. All reporting responsibilities in addition to reimbursement requests shall be adhered to throughout the entirety of the project.

2. Grantees may request reimbursements at any time, although it is recommended that requests are submitted at least quarterly. LDWF will generally make payment in less than 30 days after a reimbursement request has been approved. Reimbursement requests are based on actual project expenditures that align with the grantee's project agreement, including the approved project application scope and budget.

3. Adequate supporting documentation for all expenses is required with each request, including but not limited to:

a. proof of payment, including payment for match items;

b. invoices;

c. donation and in-kind documentation;

d. documentation of procurement/bidding process;

e. photos (optional);

f. additional supporting documentation to process a reimbursement as needed.

4. Partial Billings. A partial billing is considered to be a request made before the project is completed. Total partial billings may not exceed 90 percent of the total grant amount. 10 percent of the total approved grant amount held as a retainer.

5. Final Billing. Final billing shall be made when the project's scope of work is complete, all required documentation has been submitted and approved, and the project is open to the public, if applicable. Grantees must submit a final reimbursement request and identify any remaining unneeded surplus balance via an attached memo. project agreement amendment requests submitted to LDWF in an effort to utilize surplus funds shall not be considered for approval. Only those items as submitted in the original budget and scope are eligible for reimbursement, per the project agreement. Once a project has been closed, remaining funds are no longer obligated and LDWF cannot make additional payments.

La. Admin. Code tit. 76, § I-909

Promulgated by the Department of Wildlife and Fisheries, Louisiana Outdoors Forever Program Project Selection Board and Technical Advisory Board, LR 49510 (3/1/2023).

AUTHORITY NOTE: Promulgated in accordance with R.S. 1934.