Miss. Code. tit. 6, pt. 9, ch. 1, SMALL MUNICIPALITIES AND LIMITED POPULATION COUNTIES GRANT PROGRAM, Disbursement of Funds
SMLPC is a competitive program. All funds awarded must be spent for improvements within the scope of the original project description as stated in the grant application. Additionally, all funds will flow through the local sponsor or gas district.
MDA will release SMLPC program funds for services rendered, on a reimbursement basis, for approved eligible costs incurred for the project.
Recipients will have two (2) years from the date of the grant agreement to request reimbursement for SMLPC funds. Failure to implement and complete the project within that time frame may result in the agreement being voided and funds de-obligated.
Requests for Cash
SMLPC funds are requested on a reimbursement basis by using the Request for Cash and Consolidated Support Sheet. These forms can be found at www.mississippi.org/csd in the Forms Library as a single excel file titled "Request for Cash." The Request for Cash form provides the necessary information about the recipient, project and budget, along with the required signatures to authorize the request. The Consolidated Support Sheet allows for all the reported costs to be documented along with the amount of funds expended and remaining. The costs reported must be equal to the amount requested and disbursed including any matching funds. Signatures on both forms are required in order to process the request. In addition, adequate invoices and other certified documentation must be submitted with these forms and prior to approval of disbursement of funds.
An Authorized Signatory Letter must be sent prior to or no later than with the first Request for Cash and at any time there is a change in administration. The Authorized Signatory Letter will advise CSD of the authorized signatories for the SMLPC project.
Completed Requests for Cash must be submitted to:
The Mississippi Development Authority
Community Services Division
Post Office Box 849
Jackson, Mississippi 39205-0849
All forms submitted must be accurately completed or the request cannot be processed and will be returned to the recipient. Forms submitted with errors will delay the process and greatly impact the turnaround time for funds being released because all information must be verified and approved for payment prior to submission to the Department of Finance and Administration. According to State Statute, 45 days is allowed for the processing of cash requests. If after the 45th day payment has not been received, please contact the Program Manager to check on the status of your request.
Requests for Cash overlapping the State's fiscal year (June 30th) or the sub-recipient's fiscal year must be separated into two separate requests.
All requests for construction expenses must include an itemized invoice approved by the engineer/architect.
Matching funds must be expended and documented at a proportionate rate with SMLPC Funds unless approved by MDA.
Contract Modifications
The Community Services Division requires all SMLPC grant recipients to receive approval prior to making contract amendments, modifications or extensions. SMLPC grant recipients must submit correspondence and documentation associated with the request, signed under the original signature of the chief elected official or appointed executive officer, supporting the need for the change(s) or extension.
NOTE: CSD must approve any changes to the original budget prior to local action. Failure to have approval may result in an ineligible activity which may result in the repayment of grant funds to MDA.
No approved applicant will be allowed to use excess funds to pay for the project costs not accounted for in the original project description. Additionally, if the recipients complete their project for less than the amount awarded, the excess funds can be requested for additional project work as long as there is no change from the scope of the original project.
Miss. Code. tit. 6, pt. 9, ch. 1, SMALL MUNICIPALITIES AND LIMITED POPULATION COUNTIES GRANT PROGRAM, Disbursement of Funds