1. (a) The Grantee shall submit an Expenditure Workbook (new 2019) and Payment Request DPR 364 (Rev. 1/25) (refer to Appendix, incorporated by reference) marked “FINAL” to the Department within one hundred twenty (120) calendar days after the completion of the Project, or the Project end date as specified in the Project Agreement, whichever comes first. The Grantee shall include the following documentation with the final payment request:

   1. (1) A Project Accomplishment Report (refer to Appendix, incorporated by reference),
   2. (2) All documents supporting the Project expenditures claimed under the payment request,
   3. (3) An electronic copy of all reports as indicated in the Project Agreement for any Project that requires a report or reports as part of its Project Description. Monitoring results shall be reported to the OHMVR Division at the end of the Project,
   4. (4) For all sub-contracted work, a Notice of Completion,
   5. (5) Photos of Equipment, Heavy Equipment, and Trailers purchased through the Project displaying an approved version of the OHMVR Division “OHV Trust Funds at Work” logo and Vehicle Identification Number, and
   6. (6) Photos of completed Projects, as applicable.
2. (b) Final payment requests cannot be processed until the Department has received all supporting documentation to support Project expenditures claimed, including documentation that the Grantee has fulfilled its match commitment. An amount equal to any unmet match commitment will be withheld from the final payment.
3. (c) Any request for final payment received after one hundred twenty (120) calendar days after the completion of the Project, or the Project end date as specified in the Project Agreement may be ineligible for payment or result in suspension of future payments and reimbursement to the State of any advances or other payments made. The OHMVR Division may also deem the Project closed and forward the Project file to the Department's Audits Office for an Audit.
4. (d) When the Department determines there is a refund due to the State, the Grantee shall remit the refund due within ninety (90) calendar days from the written notification to the Grantee by the Department.

Note: Authority cited: Sections 5001.5 and 5003, Public Resources Code. Reference: Sections 5090.32 and 5090.50, Public Resources Code.

History

1. Renumbering of former section 4970.24 to new section 4970.24.1, including amendment of section heading and section, filed 12-20-2011; operative 1-9-2012 pursuant to Government Code section 11343.4 (Register 2011, No. 51).

2. New subsection (d) and new Note filed 12-15-2015; operative 1-11-2016 pursuant to Government Code section 11343.4(b)(3) (Register 2015, No. 51).

3. Amendment filed 12-14-2018; operative 1-1-2019 pursuant to Government Code section 11343.4(b)(3) (Register 2018, No. 50).

4. Amendment filed 12-22-2020; operative 12-22-2020 pursuant to Government Code section 11343.4(b)(3) (Register 2020, No. 52). Filing deadline specified in Government Code section 11349.3(a) extended 60 calendar days pursuant to Executive Order N-40-20.

5. Amendment of subsection (a)(5) filed 12-27-2021; operative 1-1-2022 pursuant to Government Code section 11343.4(b)(3) (Register 2021, No. 53). Filing deadline specified in Government Code section 11349.3(a) extended 60 calendar days pursuant to Executive Order N-40-20 and an additional 60 calendar days pursuant to Executive Order N-71-20.

6. Amendment of subsections (a), (a)(3), (a)(5) and (d) filed 1-10-2025; operative 1-10-2025 pursuant to Government Code section 11343.4(b)(3) (Register 2025, No. 2).