Submitting Outlay Reports Final - Texas Water Development Board

ARRA Funded CWSRF and DWSRF Projects
Texas Water Development Board

Congratulations on the
funding of your project!
Now that you have received your commitment and are ready
to begin construction, the TWDB wants to share the process
for submitting your Monthly Outlay Reports.
This presentation is intended to provide you with our
contact information, explain the required paperwork to be
submitted, and provide you with the overall process of
submitting Outlays.

Contract Administration
Payments Personnel
The TWDB has staff ready to assist you with any and
all of your questions regarding the Outlay Process
throughout the life of your project.
Staff members are:
Jo Dawn
Bomar
Shelli Coe-
Mackie
Deirdre
Harden
Sharon
Moore
Karen
Short

Monthly Outlay Reporting
The term “Outlay Report” refers to the documentation
that you must provide to the TWDB on a monthly basis
throughout the life of your ARRA project.
It is also the mechanism that you will use to request your
disbursements.
If you have a month with no expenditures, you will still
be required to submit an Outlay Report with a zero
dollar amount in the Requested Disbursement Field.

Outlay Reporting Forms
Prior to closing your Loan or Grant, you will
receive an Excel workbook from the Contract
Administration Payments Team.
This workbook will contain three spreadsheet tabs:
1. Information and Certification
2. Invoice Ledger
3. Budget Dropdown Selections

Information and Certification
The Information and Certification tab of your workbook is required to be
submitted on a monthly basis (even if you are not requesting funds to be
disbursed).
This tab is your certification of costs incurred on your project during a
given time period and must be signed by an authorized representative.
It contains the general information about your Project, Amount of
Funding, your Entity’s Address, Primary Project Contact, and Outlay
Contact. Most Primary Project Contacts are Engineering related and the
Outlay Contact needs to be the Accounting individual that will be keeping
track of the expenses on your project.
If at any time the contact information changes, the TWDB requests that
you update the information on this tab. Having the right contact
information is critical if the TWDB needs additional information to
complete your disbursement of funds requests.

Invoice Ledger
The Invoice Ledger tab of your workbook is a ledger
containing all of the invoice expenses for your project.
•Outlay Request #
•Loan/Grant#
•Date of Invoice
•Vendor Name
•Invoice #
•Invoice Amount
•Requested Reimbursement Amount
•Approved Amount (to be completed by TWDB)
•Budget Category
•Budget Description (if required)

Budget Dropdown Selections
The Budget Dropdown Selections tab is the list created to
allow you to select from the approved list of Budget Categories
instead of typing them in for each invoice line.
This list is a set list from the TWDB and cannot be changed or
altered. It assures continuity in reporting for all projects,
regardless of entity or funding source.
Your approved budget is a part of your Grant/Loan Agreement
and cannot be changed or altered in any way without written
approval from your TWDB Project Review Engineer.
NOTE: Not all Budget Categories will be utilized on every project.

The Outlay Process
Now that you know what the Outlay Reporting Forms
contain, let’s walk through the process.
The Outlay process has three “stages”:
1. Closing Process
2. Monthly Outlay Reporting
3. Requesting Reimbursement

Closing Process
Some costs on your project may have been incurred prior to
Closing. In order for funds to be disbursed at Closing to
cover these expenses, you must complete your first Outlay.
You will complete the Information and Certification Page and
the Invoice Ledger. Invoices for each expense listed on the
Ledger must be provided as back-up documentation.
(If your Loan contains a TWDB Origination Fee, the Closing Memorandum will serve as invoice back-up for this expense.)
Your TWDB Financial Analyst will work with you through
each step of the Closing Process to ensure that all required
documentation is in your closing file.

Monthly Outlay Reporting
After the closing of your Loan/Grant, you will be required to submit
Monthly Outlay Reports (even if you are not requesting funds be
disbursed).
These reports will be due each month on the day that you initially closed
your Loan/Grant.
If your Closing Date was 12/01/09
your next Outlay Report is due 01/01/10
These reports should be submitted electronically to:
Outlays@twdb.state.tx.us
If you are unable to submit them electronically, please contact someone
from the Contract Administration Payments Team for alternate
submission instructions.

Requesting Reimbursement
Your Monthly Outlay Reporting is the mechanism that you
will use to request reimbursement for project costs incurred.
You will complete the:
•Information and Certification form
•The Information and Certification form must be signed by an
authorized representative and should be submitted in .pdf format
and the
•Invoice Ledger
•The Invoice Ledger should be submitted in the Excel format in which
it was provided
Copies of all invoices listed on the Invoice Ledger must be
submitted as back-up documentation.

Outlay Report Notification
Once your Outlay Report has been received, reviewed,
and approved you will receive an Outlay Form
notification from the TWDB.
This form will contain your Loan/Grant:
•Budget Amounts by Category
•Available Installment Ceiling Amounts
•Current Requested Disbursement Approval Amounts
•Prior Requested Disbursement Approval Amounts
•Total Requested Disbursement Amounts to Date
•Available Amount Balances

Thank You!
That completes the general overview of Submitting Outlay
Reports for ARRA projects to the Texas Water Development
Board.
For a completed example of the Excel forms, please click the
link below.
OutlayExample
Thank you for coming to the Texas Water Development
Board to assist in providing quality water resource structures
for the great State of Texas.

Contact Information
If at any time you have questions or concerns pertaining to your
Outlay Reports please do not hesitate to contact a member of
the Contract Administration Payments Team.
Jo Dawn Bomar (512)463-7912
jodawn.bomar@twdb.state.tx.us
Shelli Coe-Mackie (512)463-5070
shelli.coe-mackie@twdb.state.tx.us
Deirdre Harden (512)463-9198
deirdre.harden@twdb.state.tx.us
Sharon Moore (512)463-1793
sharon.moore@twdb.state.tx.us
Karen Short (512)475-1725
karen.short@twdb.state.tx.us