WATER QUALITY PROGRAM

FY 2021 RECIPIENT TRAINING

Nonpoint ActivitiesJuly 2020

Eliza Keeley-Arnold

Torren Valdez

• Nonpoint PowerPoint Presentation

• Ecology WQ Contacts

• File Management Guidance

• EAGL Upload Guidance

• Managing EAGL Roles Guidance

• Mapping Tool Guidance

Handouts

• Agreement Development – Negotiation process & agreement layout

– Terms and conditions – action items

– Scope of Work, budget, schedule

• Eligible Expenses & Match

• EAGL Basics and Roles

• Document Management

• Cultural Resources Review –very quick overview (in depth 1pm-3pm)

• BMP Approval Process – Landowner Agreements, Site Plans, Permits, etc

• EAGL Payment Request/Progress Report (PRPR) – Who, When, How

– Backup Documentation

• Mapping and Metrics Reporting

• Amendments

• Closeout Process

Overview

SRF Loans

SFAP

Centennial

Grants

319

Grants

NEP

Centennial projects tagged as 319 match must

follow 319 federal reporting requirements.

Water Quality Integrated Funding

Agreement

Development

• Administrative Requirements for Recipients of Ecology Grants and Loans

– Referred to as the “Yellow Book”

https://fortress.wa.gov/ecy/publications/documents/1701004.pdf

• Funding Guidelines State Fiscal Year 2021: Water Quality Financial Assistance

– Referred to as the “Funding Guidelines”

https://fortress.wa.gov/ecy/publications/documents/1910032.pdf

• EAGL User Manual

– Accessible through EAGL -> My Training Materials -> “User Manual”

https://ecyeagl/IntelliGrants_BASE/Documentation/WAECOL/EAGLUserManual.pdf

Reference Documents

*Recipient’s roles are outlined in red.

Funded

Review Final Offer List for funded amount and footnotes, and

Evaluation Scorecard. (eligibility concerns).

Ecology Project Manager will contact

you.

Agreement Development and Internal

Ecology Review

Establish project teams.

Ecology will develop agreement first draft

(Word).

Review and edit draft agreement.

Negotiation

Negotiate agreement.

Finalize draft (Word).

Ecology EAGL Review and

Final Approval

Final draft (EAGL).

Ecology internal review and approval in EAGL.

Agreement Signing

Recipient signatures.

Ecology signatures.

Agreement Active

Agreement active.

Submit agreement deliverables and

Payment Requests/Progress

Reports.

Agreement Development

Recipient’s Role

Negotiate

agreement

Scope of work

Budget

Schedule

3. Recipient reviews the draft

using track changes and

comments.

4. Ecology responds to any

Recipient questions and

comments, and finalizes draft.

1. Ecology Project Manager (PM) will contact

you to start agreement development.

2. Ecology team develops a first draft of the

agreement in Word.

Agreement Development

3. Recipient submits additional forms.

– 319 funded: Upload Federal Funding Accountability and

Transparency Act (FFATA) (found at link below, with loan info)

– 319 OR Centennial match funded:• Section 319 Initial Data Reporting Form (in EAGL)

– Loan funding:

• Documents can be found on our website: https://ecology.wa.gov/About-us/How-

we-operate/Grants-loans/Find-a-grant-or-loan/Water-Quality-grants-and-loans/Facility-project-resources

4. Ecology transfers the agreement into EAGL and

submits for Ecology supervisor final review.

5. EAGL will automatically notify the Recipient

when the agreement is ready for signature(s).

Agreement Development

6. Recipient signature(s):

• Have the authorized signatories print, sign and date, and then scan the signed document to a PDF. The primary signatory then emails the PDF to the FM, stating:– “I APPROVE THE ATTACHED AGREEMENT WQC-2021-XXXXXX-00### FOR *RECIPIENT

ORGANIZATION*”

- OR -

• Have the signatories electronically sign and date the agreement document. Then have the primary signatory email the signed document to the FM, stating:

– “’I APPROVE THE ATTACHED AGREEMENT WQC-2021-XXXXXX-00### FOR *RECIPIENT ORGANIZATION*.’ THIS ELECTRONIC SIGNATURE(S) IS AUTHORIZED BY THE GOVERNING BODY.”

Agreement SigningTemporary Process (COVID-19)

Until further notice

* The email must come from your Primary Signatory to be accepted!

6. Recipient prints and signs two copies of the

agreement and mails them to the Ecology Financial

Manager. (Under normal circumstances…for

reference only)

7. Ecology Financial Manager routes the

agreement for Water Quality Program Manager’s

signature.

8. Ecology Financial Manager sends one fully-

signed original agreement back to the Recipient.

Agreement Signing

• Title Page

• Short Description

• Long Description

• Recipient/Ecology Contact Information

• Signature Page

• Scope of Work (Task 1, Task 2, Task 3…)– Task Cost = Total Eligible Cost (grant + match).

– Task Description = The work to be done.

– Task Goal = Purpose of the task.

– Task Outcome = Results of the task, quantitative and measurable change.

– Deliverables = The tangible item or evidence of a BMP that will be completed and submitted in a task.

• Funding Distributions

Overview of the GROAN

• PROJECT SPECIFIC TERMS AND CONDITIONS (rare)

• SPECIAL TERMS AND CONDTIONS

– Section 1: Definitions

– Section 2: Water Quality Combined conditions (A-L)

– Section 3: 319 and Centennial Match conditions (A-C)

– Section 4: 319 Grant and SRF Loan conditions (A-H)

– Section 5: SRF Loan conditions(A-R)

• GENERAL FEDERAL CONDTIONS (1-2)

– Debarment and Suspension

– FFATA

• GENERAL TERMS AND CONDITIONS (1-29)

– Agency wide conditions

Overview of the GROAN

* Available in FY21 Funding Guidelines, Appendix F!

9. Ecology’s Fiscal Office changes the agreement

status to “Agreement Active.”

Agreement Active

Agreement

Development:

Scope of Work

• Effective Date = First date that eligible project costs

can be reimbursed.– Actual start of project.

– Agreements must be signed within 7 months of the offer list date

and activity must commence within 3 months of the effective

date.

• Expiration Date = Last date that eligible project

costs can be reimbursed.– End of project and final due date for all deliverables.

– Have 30 days after expiration to submit final reports and

payment request.

– Cannot exceed 36 months past effective date.

Agreement Development:

Project Dates

• Boilerplate task - same on all agreements.

• Items to be charged to Task 1:

– Meetings with Ecology for the agreement itself (ex.,

negotiation).

– Time spent on payment requests/progress reports.

– Time spent on Closeout Report/Project Outcome Summary

Report.

– Overall grant/loan administration.

• Cannot be more than 15% of the Total Eligible Cost.

Task 1: Grant and Loan

Administration

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• Task Cost = Total Eligible Cost (grant + match).

– Should be supported by the itemized budget spreadsheet.

• Task Description = The work to be done.

– Identify sites (if known), or how sites will be identified.

– Specific BMPs, summarize total acres/quantity.

– Specific standard requirements (provided in template).

• Task Goal = Purpose of the task.

• Task Outcome = Results of the task, quantitative and

measurable change.

– For example: Restore 2.5 miles of 100’ riparian buffer along the

Chehalis River.

– Install 6 temperature data loggers in Stoney Creek.

– Complete 5 conservation plans in the Lower Deschutes Watershed.

Agreement Development:

Scope of Work

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2.5Complete a Riparian Planting Plan for each project site and upload an approved, signed copy to

EAGL prior to project installation.

2.6

Complete and submit a BMP Approval Form for each implementation site with associated site

plans , maps, and supporting documentation to the ECOLOGY Project Manager for review. Upload

an approved, signed copy to EAGL prior to BMP installation.

2.7Include locations, number of acres, and number of landowners/producers enrolled in the direct

seed program in the Recipient Closeout Report OR GIS shapefile.

2.8Complete a Vegetation Maintenance Plan for each project site and upload an approved copy to

EAGL.

2.9

Remove invasive and install native plants along 2,000 linear feet of [RIVER] to form a 75-foot

riparian buffer. Provide details in Planting Plan, report progress in PRPRs, and report results in the

Recipient Closeout Report.

• Deliverables– Be specific.

– Include how work will be documented and submitted.

– Include timeframes, not actual dates, in the description.

Agreement Development:

Scope of Work

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• Load Reduction reporting

– See slide 26 for details

• Landowner agreement or conservation easement

–Required for BMP implementation on private

property.

–Must meet requirements found on pg 29-30 of the

FY21 funding guidelines.

• Cultural resource review

• BMP Approval

– See slide 67-71 and Pg. 28 of the

FY21 Funding Guidelines

Items to

include…

Agreement Development:

Scope of Work

21

• Light Refreshments

– Non-alcoholic beverages and snacks.

– Meals are not eligible.

• Equipment Purchase

– Negotiate what equipment can be purchased and set spending limit.

– Should be based on application and be specific to the project.

– Any equipment not in the scope of work must be pre-approved by Ecology to be eligible for reimbursement.

– Additional form for equipment over $5,000.

• Training

– Must be necessary to complete the scope of work.

– Negotiate specific trainings and total amount to be spent.

– Any training not in the scope of work must be pre-approved by Ecology to be eligible for reimbursement.

Items to

include…

Agreement Development:

Scope of Work

22

Must be

approved

by Ecology

prior to

monitoring!

~2-3 Months

• QAPP required if the project…

– generates new environmental data

OR

– interprets or analyzes existing

environmental (including GIS) data

OR

– uses models to simulate or predict

environmental conditions.

• Quality Assurance Project Plan (QAPP)

– Required for WQ monitoring.

– Ensures quality data.

– Start early, allow 2-3 months for approval.– https://ecology.wa.gov/About-us/How-we-operate/Scientific-services/Quality-assurance/Quality-

assurance-for-NEP-grantees

Agreement Development:

Scope of Work

23

• EIM Data Entry Templates

– Hint: Consider this template when developing

data collection forms to make data entry

easier: https://apps.ecology.wa.gov/eim/help/HelpDocuments

• Submit data through Ecology’s Environmental

Information Management (EIM) system. https://ecology.wa.gov/Research-Data/Data-resources/Environmental-Information-Management-

database/EIM-submit-data

Monitoring Templates

• QAPP template will be provided by

your Project Manager

Please do not use template from website

(that is for NEP grants only).

New Template

for FY2020!

QAPP

Additional training on August 26, 2020

24

• Task Amounts– Based on Total Eligible Cost (TEC).

75% grant + 25% match

– Make sure detailed budget is up-to-date and supports task costs.

• Indirect Rate– A percentage of salaries and benefits can be billed to project,

but the rules have changed.• Currently 27.4% maximum for federally funded projects (319 and

matching Centennial).

• 30% maximum for state funded projects (Centennial).

– Documentation of your rate is required.• No specific form to fill out, can be whatever documentation your

organization uses.

• Needed before agreement is signed, as the rate will be indicated in your agreement.

– See pages 34-36 in the “Yellow Book” for more on indirect rate.

Budget

25

Image of a snip of funding distribution by task. This also includes the total eligible cost of the projects

with the Department of Ecology’s share and the Recipients share also detailed.

• Broken out by funding source.

• Linked with tasks and expenditures on payment

requests.

• Buffer Incentive (if applies) will have its own.

Funding Distribution (Budget)

26

• Federal Reporting Requirements

– FFATA (only if funded by 319) https://fortress.wa.gov/ecy/publications/documents/ecy070395.pdf

– 319 Initial Data Reporting Form (if funded by 319 or

Centennial match)

– Annual 319 Load Reduction Reporting Form (if funded by

319 or Centennial match)

• Demonstrate improvements to water quality by reporting on nonpoint

source pollutant load reductions to Congress.

• Complete in EAGL by January 15 every year and at project closeout.

• Training Slides: https://ecology.wa.gov/About-us/How-we-

operate/Grants-loans/Find-a-grant-or-loan/Water-Quality-grants-and-

loans/Nonpoint-source-activity-projects/Nonpoint-source-project-

resources

Terms & Conditions

Action Items During Negotiation

27

• Goods, Services and Contractors• Procurement:

http://des.wa.gov/services/ContractingPurchasing/PoliciesTraining/Pages/default.aspx

• Contracting: Certification Regarding Suspension & Debarment (Executive Order 12549)

– Run a search in the System for Award Management database (SAM) www.sam.gov prior to contracting.

– Keep proof that all contractors have not been suspended or debarred.

– Instructions available in EAGL payment request.

– Upload as a separate backup document with payment requests.

Terms & Conditions

Action Items During Negotiation

Must follow state procurement laws when

purchasing goods and services.

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SAM Search

29

• Funding Recognition

– Provide recognition of funding source on documents and other

products produced during the project.

– Appropriate signage must appear at project sites that are

accessible to the public.

– Ecology logos are available upon request.

– EPA recognition required for 319 projects.

Terms & Conditions

Action Items

30

• Minority and Women’s Business Participation– Include qualified minority and women's businesses on solicitation lists.

– Contract awards or rejections cannot be made based on MBE or

WBE participation.

– Track payments to all contractors on Form D with each payment

request (In EAGL).

• Education and Outreach – The messaging of your ed & outreach activities must reach your target

audience - Don’t let language be a barrier.

– Identify which communities in the project area have more than

five percent or 1,000 people that speak English less than very

well.

– Translation services are eligible expenses.

– The scope of work template has links to helpful tools

Terms & Conditions

Action Items

31

Eligible Expenses & Match

32

• Before buying, be sure the good or service is:

– Within the project area

– Purchased or provided during grant time frame

– Necessary to accomplish the scope of work written in the

agreement.

– Eligible for reimbursement.

See FY2021 Guidelines (Section 2.5, pg 25-41) and

Administrative Requirements- Yellow Book (pg 26-36)

for eligible/ineligible activities.

Eligibility Determination

33

• Travel related to approved training or scope of

work activity. – State travel policies and per diem apply.

– Vehicle mileage ($0.575/mi as of 1/1/20).

– Vehicle rental eligible for reimbursement.

• Equipment– Use fee or rental of equipment allowed if a cost effective

alternative to purchasing.

– Requires completion of Equipment Purchase Report in EAGL if

$5,000 (single item) or over.

Not Sure? Ask your Financial Manager.

Eligible Expenses

34

• 25% match is required for all nonpoint projects.

• Types of match expenditures:– In-Kind Other

– In-Kind Interlocal

– Cash

• Identify sources of match, and task on the detailed budget spreadsheet during negotiation.

• Indicate the type when you enter expenditures in EAGL.

• Match activities/expenses must:– Be eligible under our guidelines and the Yellow Book.

– Occur during the time frame of the grant.

– Relate directly to the activities outlined by the grant agreement.

– Benefit the same area (watershed, stream, river, etc) addressed by the project.

– Be documented (upload with payment)!

Match

35

• Conservation Commission grants

–Also regional engineers’ salaries.

• Federal funds

–Federal grants (other than EPA source) are interlocal contributions.

–Farm Bill funds.

• CREP, CRP, EQIP, etc.

• Indirect/overhead, if not billing for reimbursement.

Not sure? Ask your Financial Manager!

Eligible Match

36

• Items or services not eligible for Ecology

reimbursement.

• Activities not included in the scope of work.

• Match from same grant or fund source.

–Centennial: Ecology managed and used to

match 319.

–EPA funds not eligible.

• Match used for another fund source

elsewhere.

–Check with funding agency.

Ineligible Match

37

• Cash:

–Project cost paid by recipient (not reimbursed by

the grant) or paid by another source.

–100% cash match required for Ecology grants

over $250,000.

–Ecology will reimburse 75% until match has been

met.

• This percentage will change from payment request to

payment request if using In-kind match.

Cash Match

38

• Interlocal:

–Goods and services provided by a third-party

governmental entity.

–A signed agreement required, following RCW

39.34 Interlocal Cooperation Act.

–Can be used to satisfy a cash match

requirement if provided directly through the

government’s accounts.

In-Kind Interlocal Match

39

• In-kind Other:

–Contributed to the project by a third party

without direct monetary compensation.

–Ex: Volunteer events, landowner maintenance

of installed BMPs, tools/material donated

toward the project, donated employee

services.

In-Kind Other Match

• Types of volunteer hours eligible as match:– Third party donates the services of an employee to a

project at no charge to the recipient.

– Voluntary labor or services from an adult.

– Voluntary labor from a minor.

• Volunteer labor must be documented using a time record signed by a volunteer coordinator and approved by the recipient.

• See hourly rates per volunteer type on pg 39-40 of the Yellow Book.

Volunteer Hours as Match

41

Expense belongs in cash column

Is the expense paid by the recipient?

Cash Match

Yes

No

Yes

No

Yes

In-Kind: Other Match

In-Kind: InterlocalMatch

EligibleExpenditure

Is the expense/service/itempaid for/provided by a

third party govenmental entity with a written

agreement to provide work or expenses

without reimbursement?

Is the expense/service/itempaid for/provided by another third party(including volunteer

work) without reimbursement?

What kind of match do I have?

42

Cash, In-Kind Interlocal or In-Kind Other?

Cash Match

In-Kind Other

Match

Interlocal

Match

Interlocal Match

In-Kind Other

Match

Cash Match

In-Kind Other

Match

Cash Match

Plants purchased by recipient

Volunteer hours for riparian planting

Landowner equipment use

Staff time from local government partner

Recipient travel reimbursement

Recipient monitoring

Use of existing recipient equipment

Salmon Recovery Fund Board grant work that

aligns with project

What kind of match do I have?

43

EAGL

44

Tip: Internet Explorer is the most EAGL-friendly browser.

Link to EAGL through

Secure Access Washington (SAW)

http://secureaccess.wa.gov/ecy/eagl/

Accessing EAGL

45

Access your Application/Agreement

• User Manual– Can be found under “My Training Materials” at top of page.

• EAGL Grants & Loans Webpage– Videos and tip sheets.

– Link to webpage at end of presentation.

EAGL Resources

EAGL ROLES

48

3. Subdocument

2. Document- “Parent Document”

1. Organization

Recipient

contacts are

assigned roles at

the organization

level.

Roles are

inherited by new

documents. Roles

can change.

EAGL Levels

What is your role?

• A role gives you certain powers within EAGL.

• Roles are different than contacts – see next

slide.

• You decide who is in each role.

• Every “contact” person and anyone with a

“role” needs to have a SAW account and

EAGL access.

Agreement Roles vs. Recipient Contacts

50

Agreement Roles

Authorized Official (role)-

the only person authorized to

change role assignments.

Authorized Signatory (contact)-

the person authorized to sign an

agreement.

Permission Levels

51

Assign 2+

Authorized

Officials.

Assign

contractor a

Writer role.

This table

found in

EAGL User

Manual.

Add/Edit Roles

52

53

DOCUMENT MANAGEMENT

AND UPLOADING GUIDANCE

Uploading Documents

There are four places in EAGL

• General Uploads: – Grant deliverables

• Payment Request Uploads: – Payment request backup documentation

• Progress Report Uploads:– Progress report backup documentation

• Recipient Close Out Report Uploads:– Project Summary Outcome Report (two-page summary)

55

• Upload from bottom.

• Use descriptive file names and avoid spaces

and symbols. – Agency name and EAGL number not needed.

• Start description name with task and

deliverable number.

• Notify Ecology when deliverables are

uploaded.

• Don’t overwrite previous uploads.

• Don’t delete uploads.

General Upload Guidance

56

General Uploads

57

This image is a screen shot illustrates the offset between the portal to open the uploaded documents and their respective title.

General Uploads

CULTURAL

RESOURCES REVIEW

Cultural Resources

• All funded projects will have a

cultural resources review.

• ALWAYS prepare an

Inadvertent Discovery Plan

(IDP).

No ground disturbing work

can be done before a final

determination is made.

~2 Month for review

Other delays and costs are possible

Cultural Resources• All work required by Ecology is grant eligible.

• Plan and budget ahead: give at least 2 months to finish

and budget for any recommendations.

• Complete the 05-05/106 form and submit to Ecology’s

Project Manager. This will require research on your part!

https://fortress.wa.gov/ecy/publications/SummaryPages/ECY070537.html

• Ecology acts as the liaison to the tribes, other

organizations, and DAHP, and considers their

comments and recommendations.

Cultural Resources Deliverables

• Ecology 05-05/106 Form–Complete and submit to Ecology Project

Manager for review. Do NOT upload to EAGL!

• Ecology Final Determination Letter

• Inadvertent Discovery Plan (IDP)– There must always be AT LEAST one IDP on the

project site!

–Make sure that all workers on-site are aware of the IDP and the procedures to follow if there is a discovery!

Ecology 05-05/106 Form

Area of Potential Effect (APE)/Project

Activities

Acceptable (legend included just cut off)

Not acceptable

Ecology Inadvertent Discovery Plan (IDP)

Non-point Cultural Resource Contacts (CRCs)

Liz EllisCultural and Environmental Review Coordinator,

CWA Section 319 and State Revolving Funds

CRC

Liz.Ellis@ecy.wa.gov

(360) 407-6429

Seth ElsenCentennial Clean Water Program and Regional

Loan Program CRC

Seth.Elsen@ecy.wa.gov

(360) 407-6703

For specific Cultural Resource questions, here are the Non-

point Cultural Resource Contacts:

BMP Approval Process

&

QAPP Review Process

BMP Approval Process (Summary

or Checklist)• Provides assurance to you and the landowner that

expenses will be reimbursed, by ensuring eligibility criteria are being met.

• BMP Approval Form is a helpful tool to track accomplishments and measurable outcomes.

– BMP metrics (length of fence, acres of buffers, etc).

– Helps with required reporting: progress reports, load reduction.

• Level of detail and timeframes will vary based on the complexity of the project. Talk with your Ecology team early and often, they are here to help.

Allow 1-3 months for review and approval PRIOR to

implementation or those expenses will not be

reimbursed!

BMP Approval Form

https://ecology.wa.gov/Asset-Collections/Doc-Assets/Water-quality/Grants-and-Loans/Gen-Resources/BMP-Approval-Form

BMP Approval ProcessSite Planning

1. Initiate cultural resource review (as soon as possible!) ~2 Months

2. Prepare site planning documents. ~2 weeks – 3 months

– Landowner agreement

• Get Ecology PM approval on draft before getting a signature from the landowner

– Permits

– Site plans, design report, preliminary/90%/final designs

• Discuss with PM to determine what level of detail is required for your project

– Maps

– Any other supporting documents

3. Complete BMP Approval Form and email to Project Manager, along with all documents from step 2.

Cultural resource review approval is also required before implementation!

70

71

Ecology Review

4. Project Manager reviews to ensure the project meets our funding eligibility criteria. May request changes. ~1-3 Months

• Review time varies based on project complexity and timing.

• You may submit multiple forms at different times as appropriate.

• Communicate with your PM! Especially if you have sensitive timeframes.

5. Project Manager completes the Internal Use portion of the BMP Approval Form, then signs and dates upon approval.

6. Project Manager notifies you of approval and uploads the completed form into EAGL.

BMP Approval Process

Payment Requests/

Progress Reports

73

• Who: Recipient Project Manager or Financial Manager can initiate and submit, however each has to fill in a form.

• When to submit a PRPR

– Required quarterly, but may submit up to monthly.

– Due 30 days after the end of the quarter.

– First PRPR should cover the effective date of the agreement.

– Agreement and previous PRPR must be in “Active” status prior to submitting new

PRPR.

• Tips:

– Each timeframe is available during that quarter and through the following

quarter (6 months), and can be used multiple times.

– After quarter title disappears, the title of PRPR will not correlate with billing

timeframe, and this is ok.

– Can submit a progress report without expenditures, but cannot submit

expenditures without a progress report.

Initiate a Payment

Request/Progress Report

Initiate a Payment

Request/Progress ReportApplication Menu Examine Related Items Initiate

a (quarter) Payment Request/Progress Report

74

75

Similar menu as the main agreement. Check the

top of screen - shows both the subdocument

(PRPR) and parent document (agreement).

Payment Request/Progress Report

76

PRPR Forms

77

• Payment Request:

– Backup documentation (receipts, invoices, sign-in sheets, etc).

– Upload with expenditures in payment request.

• Progress Report:

– Detailed report of work performed.

– Can upload photos, etc. (Not deliverables!).

• Form D: Contractor Participation Report:

– Form in PRPR, instructions included as a PDF.

– Include all private contractors or subcontractors regardless of their MBE/WBE/DBE participation.

• 319 and Matching Centennial Projects:

– SAM search results for contractors.

– Upload with backup documentation.

What Is Required With Payment?

78

• Recipient PM completes the Progress Report form.

Please include:– Details of activity performed in each task. Make sure this aligns

with the expenditures. This is important and will result in faster

processing of your payment.

– Reasons for delay or other issues.

– Quantitative info, if applicable and upload associated files.

Progress Report Content

Loan Requirement:

• Please include verification statement in general

comments.– “We verify that we are in compliance with all the requirements as

outlined in our funding agreement(s) with the Department of

Ecology. This includes but is not limited to:

• The Davis-Bacon Act, 29 CFR (if applicable)

• Washington State Prevailing Wage Rate, Chapter 39.12 RCW

(Pertaining to all recipients).

• The Disadvantaged Business Enterprise (DBE), 40 CFR, Part 33

(Pertaining to recipient that had a signed funding agreement(s)

with Ecology on or after August 26, 2010)”.

Progress Report Content

80

• On the Expenditures Form, answer the required *

questions.

• Click “SAVE” and expenditure table will appear.

Payment Request

81

• Recipient enters expenditure details:– Funding Distribution (budget)

– Task Title

– Item Category and Description

• Let us know what we are reimbursing for.

– Payee – person/entity that was paid for the item/service

– Invoice # (optional)

– Start and End Dates of cost incurred or service rendered

– Amount

– Expenditure Type (Cash, match, etc.)

Payment Request

82

• Match

– Bill as you get it.

– Indicate the type in “Expenditure Type” Column.

– No separate type for Cash match.

Payment Request

Payment Request Uploads

83

• Backup documentation:– Upload in order of listed expenditures.

– Name document for easy identification.

– Be readable and easy to understand.

– Support all expenses on the payment request.

– Call attention to grant-eligible items.

84

• Receipt/invoice for expenses should include the

following:

– Date(s) of purchase or date(s) service was provided.

– Description of item including how many purchased/hours

worked, etc.

– Place of purchase/name of service provider.

– Price of item.

• No credit card statements or copies of

warrants/checks.

– Not sufficient to document items purchased. Also

remember, your file is public information.

• Time accounting must show each staff person,

hourly rate, and number of hours worked per day

by task.

Backup Documentation

85

• Form E: Monthly Time Sheet Template

• Form F: Record of Meeting Attendance

• Form H: Conversion to Composite Hourly Billing Rate for

Employee

• Form I: Valuation of Donated Property

These forms can be found under “Backup Documentation” on:

https://fortress.wa.gov/ecy/publications/UIPages/PublicationList.aspx?IndexTypeN

ame=Topic&NameValue=Grants+and+Loans&DocumentTypeName=Form

Other Useful Forms

86

• Payment Request Expenditures Uploads Form

– Backup documentation.

– SAM search results for contractors (for 319 and

matching Centennial).

• Progress Report Form

– Photos, maps, or other similar items (not deliverables).

• “Uploads” Form (parent document menu)

– Deliverables stated in scope of work.

– Reports and all other documents related to

agreement.

Reminder: Where do I upload

documents?

87

Itemize each contractor listed on the payment

request form and backup documents.

Form D

88

• Payment History Form– Must view this form before submitting or will get error.

– Shows totals from previous payment requests and the

disbursement amounts.

– Will not be updated with current payment request until

approved by ECY.

Payment History

89

• From PRPR Menu:

– View Status Options, click “Apply Status” under Payment

Request/Progress Report Submitted.

• Be sure you are within the PRPR and not in the

main document, or you will request an

amendment.

• Ecology Project Manager and Financial

Manager will both be automatically notified

through EAGL.

Submit PRPR

90

• If changes are needed:

– ECY can send the PRPR back for modifications.

– EAGL will send a notification email.

– ECY will provide comments about any issues in the

“Payment Request Progress Report Modification

Comments” Form.

– Make edits and resubmit, following same directions as

the initial submittal.

PRPR Modifications

91

• Verify member roles for correct access.

– See EAGL User Manual or Roles Guidance for help.

• Agreement must be in “Active” status to submit PRPR.

• Can’t initiate a new PRPR if the previous one has not

yet been approved by ECY.

• Check Global Errors before submitting.

• Change the status to submit your PRPR.

– Make sure you are in PRPR and not in parent agreement!

• ECY has 30 days to provide payment.

• Electronic payment is handled through OFM

– https://ofm.wa.gov/

• SAVE often!

• Multiple sessions can be opened – very handy

More EAGL PRPR TIPS

Mapping Tool

• New mapping tool is now public-facing.

• For Nonpoint projects, the HUC-12 will be used as the

project location.

• Recipients should verify the accuracy of locations when

they submit the first PRPR.

• Form can be found in the main forms menu and in

progress reporting form.

EAGL Mapping

• Edit the map as needed through the projects

lifetime as it cannot be edited once the Close-Out

Report has been accepted!

• Recipient can modify the map when completing

the application and on PRPR (scroll to bottom of

the Progress Report page).

• The map will be checked out until you hit the save

button so BE SURE TO SAVE AFTER RETURNING TO

EAGL!!!!

• Ecology Project Managers and Financial Managers

can modify maps at any time.

EAGL Mapping

Search the HUC-12

Add and Check Boundary

View different layers

Select a Predefined Area-County

Calculating….

Auto Fill!

Click SAVE to Check Map in!

102

Amendments

103

• Formal amendments needed for:

– Changes in project scope of work.

– Extensions: Can request up to 12 months. Submit request

at least 3 months prior to expiration date.

• Section 319 funding may limit time allowed.

– Reduction/increase in funding amount.

– Change in deliverable due dates.

– Exceeding task budget by 10% of Total Eligible Cost or

more.

When is an amendment necessary?

104

• Formal process– Similar to agreement development.

– Requires Ecology and recipient signatures.

• Only Authorized Official or ECY can request.– Change status to “Amendment Requested.”

– Enter reason on Amendment Request Form.

– Provide updated schedule and budget.

• Can’t request if a PRPR is not “active” or “approved.”

*Contact your Project Manager and

Financial Manager first!!

Amendments

105

• Be sure to clearly

describe the type

and reason for the

amendment

immediately after you change the

status to

“Amendment

Requested”.

Amendments

106

*Recipient’s roles outlined in red.

Amendment Requested (denied or approved)

Amendment Initiated

Amendment in Review

Amendment Requires Signature

Amendment Executed

EAGL Amendment Workflow Statuses

107Closeout

108

Submit FinalPRPR

Submit Final Documents/ Deliverables

Submit Close Out

Documents

“Agreement Closed”

status

EAGL Close Out Process

and Status Flow

109

• Ecology can withhold up to 10% of the grant

amount or the final payment until all

deliverables are submitted and approved.

• Final payment requests are due no later than

30 days after the expiration date.

– 319 projects could forfeit final payment if not

submitted on time.

• Ecology Project Manager will coordinate a

Final Site Visit.

Project Closeout

110

• Last PR/PR needs to be marked as final.

• Final Deliverables– Upload to general uploads form.

• Recipient Closeout Report (RCOR)– Form in EAGL.

– Initiate and submit same way as a PRPR.

– Submit prior to expiration to allow time for ECY review and

finalization.

• Project Outcome Summary Report– This is a two page Executive Summary (template provided).

– Upload in RCOR.

Project Closeout

• Template and guidance

documents available.

• Accuracy & quality.

• Clear project photos.

• Email draft to Ecology

Project Manager for review,

before uploading to the

Recipient Close Out Report.

Two-Page Outcome Summary

• EAGL https://secureaccess.wa.gov/ecy/eagl

• Water Quality Funding Guidelines & Forms https://ecology.wa.gov/About-us/How-we-operate/Grants-loans/Find-a-grant-or-loan/Water-Quality-grants-and-loans/General-resources

• Administrative Requirements (Yellow Book) & PRPR Trainingshttps://ecology.wa.gov/About-us/How-we-operate/Grants-loans/Grant-loan-guidance

• EAGL Grant & Loan Webpagehttps://ecology.wa.gov/About-us/How-we-operate/Grants-loans

112

Ecology Resources

113

Torren Valdez

torren.valdez@ecy.wa.gov

Office: (360) 407-6424

Eliza Keeley-Arnold

eliza.keeley-arnold@ecy.wa.gov

Office: (360) 407-6509

Cell: (564) 999-1269

QUESTIONS OR COMMENTS?

THANK YOU!