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Loan Help: How to Get Reimbursements

Disbursement of Loan Proceeds

Authorized Representatives
Municipal Borrower Reimbursement
Non-municipal Private Borrower Reimbursement
8 Steps to Reimbursement
Tips on Reimbursement Request Documentation
Payment Timeline
Terms & Conditions from underlying federal capitalization grants

Authorized Representatives

Disbursement of loan proceeds is done on a reimbursement basis after the Water Investment Division has received copies of paid invoices and certification of the Authorized Representative that the invoices have been paid. Please note that an Authorized Representative or an Alternate Authorized Representative are the ONLY persons to sign the Payment Request forms used for reimbursement of project costs. In his/her absence, a majority of the members of the legislative body may sign the Payment Request form, but in the permanent absence of the Authorized Representative another person must be appointed as soon as possible. We require the appointment of at least one Alternate Authorized Representative so that at least one Authorized Representative can be present at monthly project meetings to sign forms as needed.

Municipal System Reimbursement

24 V.S.A.  § 4755. Loan; loan agreements

(b) Loans made to a municipality by the bond bank on behalf of the state under this chapter shall be evidenced by and made in accordance with the terms and conditions specified in a loan agreement to be executed by the bond bank on behalf of the state and the municipality. The loan agreement shall specify the terms and conditions of loan repayment by the municipality, as well as the terms, conditions and estimated schedule of disbursement of loan proceeds Disbursement of loan proceeds shall be based upon certification of the loan recipient showing that costs for which reimbursement is requested have been incurred and paid by the recipient. The recipient shall provide supporting evidence of payment upon the request of the department. Partial payments of loan proceeds shall be made not more frequently than monthly…

Private System Reimbursement

24 V.S.A. § 4771. Conditions of loan agreement
 
(c) Disbursement of loan proceeds shall be based on certification by the loan recipient demonstrating that costs for which reimbursement is requested have been incurred and paid by the recipient. The recipient shall provide supporting evidence of payment upon the request of VEDA. Partial disbursements of loan proceeds shall be made not more frequently than monthly. Interim financing charges or short-term interest costs may constitute an allowable cost of a project for which a loan is extended, provided VEDA approved in advance the terms, conditions, interest rate and other related matters concerning such financing or interest cost. In the event short-term financing is unavailable to the applicant, VEDA may make interim loan disbursements not more frequently than monthly to the applicant and its general contractor as co-payees upon submission of a certified request for payment supported by actual invoices or other evidence satisfactory to VEDA of costs incurred. 

The Great 8 Steps to Reimbursement

  1. You have an executed loan agreement.

  2. You have received eligibility approvals.

  3. You pay invoices according to the eligibility approvals.

  4. Complete a Payment Request (PR) form and send it, along with the respective invoices, to ANR.SRFpayments@vermont.gov.
    Again, only one payment request will be processed per funding award per calendar month.
    About the PR form: it is used with each submission of invoices for reimbursement. A Payment Request may be several pages long, i.e. PR #01 Page 1 of 6, etc. Invoices are needed for backup documentation to the Payment Request form. Only actual invoices submitted to this office will be reimbursed. Please begin the numbering sequence with #01. To be fair to all concerned, staff process Payment Requests in the order of receipt. 

  5. SRF Financial staff will review for eligibility determination and process for payment.

  6. SRF staff sends the completed payment request to VMBB or VEDA for approval and disbursement.

  7. Upon their approval, the applicant is sent a copy of the payment request packet through e-mail via DocuSign showing what was approved.

  8. Payments are received by check or ACH; note that ACH is faster.

Submitting Invoices for Payment

Invoices are needed for backup documentation to the payment request form. Here are some tips for dealing with invoices:

Only current charges for the billing period on the actual invoices submitted to this office will be reimbursed.

  1. Invoices must be paid in full by the applicant before submitting for reimbursement.  
  2. Copies of invoices must be submitted with the payment request.  
  3. Each invoice must be listed SEPARATELY.
  4. Statements, purchase orders, packing slips, etc. are NOT invoices, and will not be included in payment calculations.
  5. No reimbursement can be made for a “balance forward” or a “previous amount due”.

Payment Timeline

Once a Payment Request form is received for processing, it can take up to 20 +/- days before the system will receive reimbursement.  We do offer reimbursement by ACH deposit; to accomplish this you would have to supply VMBB or VEDA with completed ACH & W-9 Forms, which provide them with the appropriate checking account number, the bank routing number, the name of the account, etc.

Capitalization Grant Terms & Conditions

Once a disbursement has been completed, we will send you a formal approval notification. This notification will outline the approved disbursement amount, including a breakdown of federal monies received as well as which SRF capitalization grant the funds will be drawn from. Upon receipt of these funds, the applicant agrees to comply with the standard terms and conditions associated with the capitalization grant year. These grant conditions have been summarized below by grant year (federal fiscal year when grant was allocated).

2023 DWSRF Terms and Conditions by Grant:
Base General (FS-99121823); Supplemental General (4D-99121S23); Lead Service Line Replacement (4L-99121L23); Emerging Contaminants (4E-99121E23).

2023 CWSRF Terms and Conditions by Grant:
Base (CS-50000123); Supplemental (4C-50000223); Emerging Contaminants (4X-50000323).

2022 DWSRF Terms and Conditions: Base Grant(FS99121822)
2022 DWSRF Terms and Conditions: Supplemental, Emerging Contaminants, and Lead Service Line Replacement (4D99121S22, 4E99121E22, 4L99121L22)
2022 CWSRF Terms and Conditions: Base Grant (CS50000122)
2022 CWSRF Terms and Conditions: Supplemental and Emerging Contaminants (4C50000122)

2021 DWSRF Terms and Conditions (FS99121821)    2021 CWSRF Terms and Conditions (CS50000121)
2020 DWSRF Terms and Conditions (FS99121820)    2020 CWSRF Terms and Conditions (CS50000120)
2019 DWSRF Terms and Conditions (FS99121819)    2019 CWSRF Terms and Conditions (CS50000119)
2018 DWSRF Terms and Conditions (FS99121818)    2018 CWSRF Terms and Conditions (CS50000118)
2017 DWSRF Terms and Conditions (FS99121817)    2017 CWSRF Terms and Conditions (CS50000117)
2016 DWSRF_CWSRF_Terms_Conditions (FS99121816 & CS50000116)
2015 DWSRF_CWSRF_Terms_Conditions (FS99121815 & CS50000115)
2014 DWSRF_CWSRF_Terms_Conditions (FS99121814 & CS50000114)
2013 DWSRF_CWSRF_Terms_Conditions (FS99121813 & CS50000113)

Still need help?

If you have any questions please do not hesitate to e-mail us ANR.SRFpayments@vermont.gov, or contact our accounting staff directly.  They will be more than happy to "walk you through the process".  It really isn't as complicated as it sounds.