Ohio Water Development Authority - Serving Ohio Since 1968

Disbursements



PAYMENT INSTRUCTIONS

Complete payment instructions must be received before funds can be disbursed from a loan account.

Separate payment instruction forms are required for each loan. 

LGA Payment Instruction Forms are emailed to the LGA after OWDA receives a loan application.

In order for contractors to be paid directly by OWDA, the LGA must authorize this on the project's Payment Instruction Form, and a Contractor Payment Instruction Form must be completed by the contractor and submitted to OWDA.

Any change to any of the information on a Payment Instruction Form will require submission of a new Payment Instruction Form completed in its entirety. Please contact Stephanie Galford for a new LGA Payment Instruction Form should you need to make changes.

All payment instruction forms should be submitted electronically to Stephanie Galford.

 



DISBURSEMENT PROCEDURES

These procedures are applicable for all loans administered by OWDA.

One hard copy of payment requests should 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 mailed out with a cover letter and one copy of the change order form.
  • Change orders can be submitted electronically via email to Dan Gill 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 Dan Gill.  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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