Ohio Water Development Authority - Serving Ohio Since 1968

Disbursements

 

DISBURSEMENT PROCEDURES

These procedures are applicable for all loans administered by OWDA.

One single pdf of the payment request should be emailed to disbursements@owda.org. The first page of the disbursement request should be a completed and signed Fund Payment Request form. The subject line of the email should include the 4 or 5 digit account number.

Alternatively, one hard copy of the payment request can be mailed to:

          OWDA
          480 South High Street
          Columbus, OH 43215

For Contractor line item pay requests, the following must be completed and included:

  1. OWDA Fund Payment Request form: completed online at https://loans.owda.org/ , printed and signed by the Preparer and the Borrower’s Authorized Representative
  2. OWDA Contractor's Estimate form
  3. Itemized schedule of values that clearly shows an overall contract value for Total Completed and Stored to Date

 

For Technical Service line item pay requests, the following must be completed and included:

  1. OWDA Fund Payment Request form: completed online at https://loans.owda.org/ , printed and signed by the Preparer and the Borrower’s Authorized Representative
  2. A copy of each invoice listed



Detailed instructions for completing the Fund Payment Request form can be found HERE.


The following documents should not be included with disbursement requests:

  1. Cover letter: Additional information included on a cover letter submitted with a pay request is likely to be overlooked. Any items outside of the pay request should be submitted separately.
  2. Copies of checks
  3. Purchase orders
  4. Statements of account
  5. Quotes or estimates
  6. Previous disbursement requests
  7. Contractor affidavits


Reimbursement requests are processed in the order they are received. Payments are processed for weekly disbursements.

 

 Questions relating to disbursements can be emailed to Christine Okonak.


CHANGE ORDER PROCEDURES


For OWDA loans:

  • Change orders will be reviewed in numerical order. Submission of change orders out of order will result in delays to review and approval.
  • Change orders should include one copy of a completed OWDA Change Order form and any relevant supporting documentation.
  • Change orders may not be billed against until after OWDA approval.
  • Approved change orders will be emailed to the original sender.
  • Change orders can be submitted electronically via email to changeorder@owda.org or via mail to:

          OWDA
          480 South High Street
          Columbus, OH 43215


For Water Pollution Control Loan Fund (WPCLF) loans:

  • Change orders will be reviewed in numerical order. Submission of change orders out of order will result in delays to review and approval.
  • A WPCLF Change Order form must be used.
  • Change orders may not be billed against until after DEFA approval.
  • Once approved, DEFA will transmit approved change orders to OWDA for further processing.
  • OWDA will return one copy of fully executed change orders to the LGA.
  • For additional information, you may visit the DEFA Office of Financial Assistance website or contact your DEFA project engineer.

 

For Drinking Water Assistance Fund (DWAF) loans:

  • Change orders will be reviewed in numerical order. Submission of change orders out of order will result in delays to review and approval.
  • A DWAF Change Order form must be used.
  • Change orders may not be billed against until after DEFA approval.
  • Once approved, DEFA will transmit approved change orders to OWDA for further processing.
  • OWDA will return one copy of fully executed change orders to the LGA.
  • For additional information, you may visit the DEFA Office of Financial Assistance website or contact your DEFA project engineer.


RELEASE OF RETAINER FUNDS

Once a contract has exceeded 50% completion, contractor retainage funds may be released to the LGA by completing and emailing a Release of Retainer Funds form to Christine Okonak.


CONTRACT COMPLETION CERTIFICATE

A Contract Completion Certificate is only required when an LGA wishes to transfer leftover funds from a contractor line item to another line item. The completed form can be emailed to Christine Okonak.

LOAN CLOSURE

OWDA loan accounts may be closed by having the LGA’s Authorized Representative send an email to Stephanie Galford.  The following information should be included:
  • Project name
  • OWDA account #
  • A statement that all contract work is complete, all project-related invoices have been paid in full or accounted for otherwise, and no further requests for disbursement of funds will be made.

For WPCLF and DWAF loans, please contact Ohio EPA – DEFA regarding loan closure procedures.

 

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