1. (1) Upon Commission approval, the Department may issue a work authorization letter to a Grantee authorizing the Grantee to commence project work and begin incurring expenses on a specified date that is before a fully executed agreement with the Department. To be eligible for reimbursement of expenses incurred before entering into an agreement with the Department, a Grantee shall meet the following conditions:

   1. (a) Enter into an agreement with the Department for a project funded by the PFA Fund;
   2. (b) Complete any reporting requirements outlined in these rules,
   3. (c) Acknowledge and agree that any expenses incurred, or actions taken, prior to the execution of an agreement between the Department and the Grantee, are at the Grantee’s own risk and expense.
2. (2) The Department may award advanced payments at its discretion as specified in a fully executed agreement. The Department shall not make advanced payments unless the agreement explicitly provides for it.
3. (3) The Department may retain a minimum of 10 percent of project funds until it receives the required close of project report and evaluates the project for completion and compliance with the agreement.
4. (4) If all the parties has not fully executed the agreement according to the timeline in an approved proposal, the Department may terminate funding, unless the applicant requests, and the Department approves, an extension.
5. (5) Following project completion, equipment purchased with project funds with a value above five-thousand dollars shall adhere to any additional post-project requirements stipulated by the Department, and equipment with a value of five-thousand or less shall remain with the Grantee or another approved entity.
6. (6) The Commission may award Grantee post-project monitoring and maintenance funding.
7. (7) All agreements between the Grantee and the Department shall have a project expiration date.
8. (8) The Department shall have the authority to distribute to Grantee additional funds not to exceed 10 percent of the approved budget to provide for administrative corrections that the Department determines necessary.
9. (9) The Department may consider approval of project modifications or amendments, including expansion of funded projects, with moneys remaining from the original project allocation if the purpose and intent of the amendment remains the same as the original project and the proposed activity is within the same watershed.
10. (10) The Grantee must complete all required report elements described in the grant agreement.
11. (11) The Grantee will allow the PFA Advisory Committee, Department members, or designated representatives access to the project area at a mutually agreeable time to monitor and evaluate the project.

Statutory/Other Authority

ORS 496.012, 496.138, 496.146 & Oregon Laws 2022, Chapter 33, Sections 30-32

Statutes/Other Implemented

ORS 496.012 & Oregon Laws 2022, Chapter 33, Sections 30-32

History

DFW 74-2025, amend filed 08/20/2025, effective 08/20/2025
DFW 80-2023, adopt filed 08/10/2023, effective 08/10/2023