a) Officer's Responsibilities

1. 1) Each officer who believes he possesses the minimum credits required to qualify for the incentive pay shall complete the application form prescribed by the Board, identifying the pertinent educational institution, the courses completed which are considered as "related to law enforcement" under the established criteria, the credits earned, and the grades attained in each course. The completed application should then be submitted to the designated liaison officer of the governmental unit.
2. 2) It shall be the officer's responsibility to arrange for a certified copy of his transcript of credits to be mailed directly to the Board from the educational institution involved in order to officially validate the credits claimed. Any fees levied by the institution in connection with furnishing the certified transcript shall be borne by the officer.
3. 3) When an officer has less than one year of service at his present agency, but has prior employment with another agency, it shall be his responsibility to verify this employment to the Board.

b) Responsibilities of the County, Municipality or Township

1. 1) Each participating local governmental unit shall designate a responsible official to serve as liaison between the unit and the Board. He shall be employed in such a capacity that he can and shall attest to the length of employment of the officer and to the officer's rate of pay. The liaison officer, however, will have no authority to approve or disapprove the officer's application, but may assist the officer, if necessary, in preparing the application.

2. 2) A cover letter transmitting the applications shall be prepared and signed by the chief official of the governmental unit. This cover letter shall include:

   1. A) Names of all officer applicants, indicating whether new applicants or previous applicants, and also indicate any changes in status, rank and salary.
   2. B) The total dollar amount being applied for as perceived by the official.
   3. C) Assurances that when State funds are received, they shall be appropriately disbursed to eligible officers and evidence that such disbursement has taken place furnished the Board.
3. 3) All grant applications must be mailed together and with the cover letter in time to be received at the Springfield Office of the Board no later than April 21, 1975. All transcripts must have been received at the Board no later than May 2, 1975. By resolution to be adopted no later than December 15th each year thereafter, the Board shall establish future appropriate deadlines for such grant applications and transcripts to be received.
4. 4) Upon receipt of the State warrant issued in payment of a grant request, appropriate distribution to eligible officers shall be made by the governmental unit involved. The local agency shall furnish evidence that such distribution has actually taken place.

c) Responsibilities of the Board

1. 1) The Board shall prescribe the required application forms and shall furnish each participating local governmental unit with an adequate supply of such forms.
2. 2) The Board shall promptly acknowledge receipt of all grant applications.
3. 3) Should the total amount of approved grant requests exceed the funds available, payment shall be apportioned among the participating units of local government (Ill. Rev. Stat. 1981, ch. 85, par. 540).
4. 4) No more than 50% of any appropriation under this Act shall be spent in any municipality having a population of more than 500,000 (Ill. Rev. Stat. 1981, ch. 85, par. 540).
5. 5) Should the Board deny the application of any officer, the reasons for such denial shall be made known to both the officer and to the appropriate officials of the governmental unit.
6. 6) As soon as is reasonably practical after the deadline for receipt of applications has passed, the Board shall prepare the necessary vouchers from which State warrants, payable to the Treasurer of each eligible governmental unit, shall be issued in satisfaction of approved grant request.