Dry Cleaning Remediation Fund

How To


How to request the actual cost reimbursement (grant). This section is for those dry cleaning establishments and operators that:

  • are already approved to participate in the dry cleaning establishment remediation fund program, and 
  • have a fully-executed assistance agreement (contract) in place with the State of Connecticut DECD, and
  • are preparing to:
    • create an account with the State, and
    • submit request(s) for reimbursement--payment requisition--in order to receive grant.

 

Set-Up for Electronic Payment Transactions

Grant funds are disbursed on a reimbursement basis, electronically.

Special considerations could be made for advance payments (hard costs only).

An approved applicant may begin submitting requisitions for payment to DECD only after a fully-executed assistance agreement is approved by the State Attorney General’s office.

As part of the preparation for receiving any State electronic grant payments, DECD forwards these to applicants approved for funding:

The approved applicant company completes and returns the forms to the Accounts Payable Division of the Office State Comptroller. State vendor account is set up. The approved applicant confirms a successful “penny test” to ensure future smooth funds transfer.

Returning grantees (those who have received dry cleaning remediation funds previously) are encouraged to set up for electronic payments.

All eligible project-related costs must be submitted with verifiable proof of legitimate invoices to the DECD for review and approval.


Requesting Dry Cleaning Grant Payments

Grant funds are processed through a verified requisition process.

A current DECD-approved project financing plan and budget (with open budget end date) must be in place in order for DECD to process any requests for dry cleaning reimbursement.

As a project proceeds, it is important to retain related documentation to verify the project costs well-organized. These documents would include, but not be limited to, fully-executed agreements for Licensed Environmental Professional (LEP) services (with markup shall be clearly identified), assessment, remediation, subcontractor services, cover letter, daily field records, labor, equipment and/or materials, spreadsheets, all associated deliverables, regulatory filings, etc.

DECD provides the blank payment requisition form to be signed by the applicant and its licensed environmental professional (LEP). Requisitions for payments should be submitted with related copies of all contracts and invoices associated with the approved project to the DECD project manager.

Upon receipt, the DECD project manager reviews the documentation, and processes through the State’s payment procedures.

A cover letter is to be prepared and submitted with each payment request to include:

  • Identification of the contract/proposal for which the work has been authorized and the applicable task or line item that applies.
  • The timeframe for which the service associated with the payment request was rendered.
  • A brief but clear description, by task, of activities that were conducted during the billing cycle and invoiced.

Payment Timetable

  • DECD reviews and approves the payment. Payments are reviewed and approved by Program Manager (1–2 weeks).
  • DECD Finance office processes payment over to State Comptroller’s office via CoreCT (7–10 business days).
  • Funds are released electronically within 48 hours. Paper checks may take up to two weeks to process.
  • Dates of service are reviewed for all invoices. Invoices must be dated during the budget time frame set for the project. The eligible invoices must be submitted for dry cleaning-related expenses allowed under the grant.
  • The payment requisition form must match the budget line items set within the overall project Financial Plan & Budget for the project.

Forms & Documents

 

Compliance & Closeout

The applicant will comply with the requirements of the Assistance Agreement. It is a requirement of the program to submit annual status reports to DECD as an update to the project. The cost of generating an annual report is not a reimbursable expense. These reports are required until the grant funds are fully expended. The Annual Report may be submitted by the LEP or the consulting firm on behalf of the applicant.

  • Applicants must submit “approval letter” from DEEP or “verification letter” from the LEP to close out a contract.
  • The applicant will conduct a project audit specific to the project within 90 days of the project completion. The audit shall be in accordance with the DECD Audit Guide.

Additional Information