Reporting and Payment Instructions and Forms

Report Requirements For All Projects

Quarterly Report

Schedule: Quarterly Reports must be submitted using the following schedule - even if you are not requesting payment that quarter.

Quarterly Report Due Dates
Quarter Closing Date	Quarterly Reports Due to NYS DEC Regional Project Manager
March 31	April 15
June 30	July 15
September 30	October 15
December 31	January 15

**Note: If you are submitting a request for payment with this quarterly report, you must also submit a Expenditure and Reimbursement form, a State Aid Voucher and a Self-Certification form. These documents are all located below. No payments and/or reimbursement requests will be made unless a Quarterly Report as well as the other requested information is submitted. Documentation is required with reimbursement requests at 25%, 50%, 75% and 100% of the contract amount.

Format: Quarterly Reports MUST provide the following information:

Quarterly report dates
Municipal agency and contact information
Report preparer's name and contact information
Progress Activity:
1. Provide a narrative description of progress toward project completion and work accomplished during the reporting period.
2. Provide the status of each task (refer to Project Work Plan) and report percent completed and percent spent for each task.
3. Identify any approved changes to approved plan and specifications.
Problems encountered during quarter and how problems were resolved.
Financial Status: Use Expenditure and Reimbursement Report form. Be sure to explain where local match has been provided this quarter.
Revised Project Schedule: Explain if project is not meeting time schedule and why. Note: If a delay in the project schedule causes the project to exceed it's completion date, the contract will have to be amended. In that case, it is critical to request the contract amendment as soon as possible.

Final Report

Final Reports are due pursuant to the requirements stated in the executed contract and will provide the following information.

Project start and completion dates
Municipal agency and contact information
Report preparer's name and contact information
Summary of Activity:
1. Provide a narrative description of work accomplished during the life of the project.
2. Identify any changes made to the Project Work Plan during the life of the project.
Major problems encountered during the life of the project and how problems were resolved.
Expenditures - use the Expenditure and Reimbursement Report form found below.

Project Specific Documentation Requirements and Expenditure and Reimburement Report Forms

This provides the documentation requirements and the Expenditure and Reimbursement Report Forms needed in order to submit a request for payment. Please use the forms for the type of project (NPS, WWT, MS4 or WQM) and Round (Year) your project was awarded funding. These documents must be printed out and submitted as a hard copy with original signatures for all payment requests.

Rounds 1-9 (2006 and Prior Years)

Round 10 (2009)

Payment Documents Needed For All Projects

These documents must be submitted with all payment requests.

These documents have been made into fillable and savable PDF forms.

State Aid Voucher and Instructions (PDF, 138 KB) - The voucher is the request for payment and must be printed out and submitted as a hard copy with original signatures for each payment request.
Self-Certification Form (PDF, 14 KB) - This form will certify that the State Aid Voucher submitted is eligible for reimbursement and must be submitted as a hard copy with original signatures for each payment request.