R661-4-401. Disbursement of Funds

  (1) The sponsoring Chapter or entity shall provide UNTF with a complete copy of any and all executed contracts for UNTF funded projects. UNTF will not disburse any payments until it receives a copy of the written and executed contract.

  (2) UNTF match-funding disbursements

  (a) UNTF will make arrangements with co-funding agencies regarding payment requests and drawdown procedures.

  (b) If the funding sources agree, a payment request procedure that complies with the State of Utah's accounting process will be used.

  (c) The Chapter must submit payment request documents with appropriate signatures.

  (3) All payments will be sent directly to the contractor or servicing organization.

  (a) UNTF payments must be requested through the standard State of Utah accounting process. Payments shall only be made according to the terms of contract and UNTF procedures.

  (b) Chapters requesting reimbursements must provide copies of canceled checks, front and back, and any and all receipts which support the claim request.

  (4) The Chapter or sponsoring organization shall:

  (a) Provide UNTF with a monthly written activity update on the first day of each month. Reports shall include at a minimum:

  (i) a financial update on how funds are being used; and,

  (ii) a progress report, including photos, of the project.

  (b) Provide UNTF with a Construction Schedule and Schedule of Values for the project.

  (i) The Construction Schedule shall be updated monthly to indicate percentage of completion of the Project.

  (ii) The Schedule of Values is a breakdown of the different phases of the total project and dollar value of each phase of the project.

  (c) Provide a close-out report to UNTF when project funds have been fully expended or the Project is complete, whichever occurs first.

  (5) Use of UNTF funds:

  (a) Allowed expenditures include:

  (i) Project labor, material purchases, equipment rental, professional and technical assistance (for architects, engineers, contractors, surveyors, etc.) or other items needed to complete a project.

  (ii) Office equipment is an allowable expenditure in accordance with the UNTF Office Equipment Purchase and Repair Program in the UNTF policies.

  (iii) The Blue Mountain Dine' Community (BMDC) may use a portion of their Chapter Project allocation for selective administrative expenses as provided by BMDC policies.

  (b) Non-allowed expenditures include administrative expenses such as: Chapter salaries, per diem and travel and/or mileage, utilities, insurance, food, cleaning supplies and office expenses, etc.