Non-Priority List Grant Process – Step 8: Construction Completion and Final Payment Request
Once construction is complete, the district must:
- Formally accept the project as complete, and
- Submit a final payment request with DAS.
Acceptance
The local or regional board of education, or other applicable governing body, must formally accept the project as complete, typically after confirmation that all contracted work has been completed, verification that the project meets approved plans and specifications, and resolution of outstanding construction items.
You will need to file a copy of the meeting minutes in which the board of education or governing body accepted the project as complete with the Final Payment Request.
Final Payment Request
The district must submit a final payment request within one year of the date of formal acceptance.* The Commissioner may withhold 10% of the state reimbursement for the project if the final payment request is not submitted within this timeframe.
*Note: For projects that require a certificate of occupancy (CO), the final payment request must be filed within the earlier of one year from the date of formal acceptance or one year from the date the CO was issued. If the final payment request is not filed within a year from the date the CO was issued, the Commissioner must deem the project complete and proceed to Step 9.
See Closure & Audit Procedures for detailed information on submitting the final payment request.
Record Retention
Districts should retain all final project documentation, including:
- Certificate of Substantial Completion
- Certificate of Occupancy
- Final inspection approvals
- Acceptance documentation
- Final contracts and change orders
- Financial records related to the project
These records may be required for audit or grant reconciliation purposes.
