Documentation Requirements For Grantees on the Working Capital Advance Certification Method

Under the working capital advance (WCA) certification method of funding, your organization is not required to submit detailed documentation of expenditures for each payment request. You are, however, required to maintain the appropriate documentation on file in the event that the NEA requests it at a later date. After the initial advance, each request for reimbursement must be co signed by the appropriate officials who have reviewed all the documentation supporting the expenditures included on the payment request and determined that they are allowable under the terms and conditions of the grant and meet the reimbursement request requirements of the NEA. The final payment request must indicate that all of the required matching costs under the grant were incurred and paid.

The NEA assumes that you are continuing your efforts to correct or resolve the financial conditions which necessitated your organization being placed initially on WCA and subsequently on the Certification Method for requesting funds. Although the maintenance and retention of documentation as prescribed in the OMB Circulars/2 CFR and the guidelines for WCA should be followed for all current and future grant projects, the NEA anticipates your organization's eventual return to normal cash request procedures. Therefore, we strongly urge you to notify the Office of Inspector General when you feel that all remaining recommendations of the Audit Report have been satisfied, including the improvement in your financial condition.

On the back of this directive is a “Statement of Certification” which must completed and submitted with each Request for Advance or Reimbursement form (Payment Request). If this form is not completed in its entirety, signed by the appropriate officials, and returned with the Payment Request form, your request will not be honored.

If you have any questions about this procedure, please contact either the Grants & Contracts Office at (202) 682 5403 or the Office of Inspector General at (202) 682 5402.

Rev. 4/8/2008


GRANTEE: __________________________________________________________

Statement of Certification for Grantees Previously on Working Capital Advance (Initial Advance of Funds)

TThe following statement should accompany the first request submitted by a grantee who has been placed on the Certification Method of Funding

I certify that all costs included on the attached Request for Advance or Reimbursement form for NEA Grant Number ___________________, dated _______________, inclusive of nonfederal matching costs, have been incurred and paid. In addition, I certify that I have reviewed all documentation and found that the documentation is accurate, that it complies with NEA guidelines for grantees on Working Capital Advance and that it will remain on file for a period of three years following the submission of the relevant Financial Status Report to the NEA.

 

Executive Director: __________________________   

Date: _____________

Controller or Chief Fiscal Administrator: ______________________________   

Date: ____________

 

If this is your final reimbursement request, expenses will be reimbursed only if all the required matching costs under the grant have been incurred and paid.