Request for disbursement
For a municipality to receive a payment from an Environmental Loans program, it must submit a complete Request for Disbursement. Invoices and supporting documentation for eligible costs are required before our specialists can approve the request for disbursement. The same requirements apply whether the disbursement request is submitted via mail, fax or email.
For a municipality to receive a disbursement from the Clean Water Fund Program (CWFP) or the Safe Drinking Water Loan Program (SDWLP), it must complete and submit a Request for Disbursement Form 8700-215 with supporting invoices and documentation.
The municipality must submit to DNR its first request for disbursement at least seven weeks prior to the loan closing date. The amount of the first disbursement request must be equal to or greater than 5% of the loan amount or $50,000, whichever is less. The Wisconsin Department of Administration (DOA) will wire the municipality's first disbursement of loan funds on the loan closing date. Any additional disbursement requests to be paid with the loan closing disbursement should be submitted at least three weeks before the loan closing date.
Refer to the budget sheet in the Financial Assistance Agreement when preparing subsequent Request for Disbursement Forms. The line item totals on the Request for Disbursement Form should not exceed the line item totals on the budget sheet that the municipality and the project manager agreed upon.
The EIF loan closing disbursement and all subsequent disbursements occur as wire transfers to a non-interest bearing account. Wire transfers are sent via the federal reserve wire system. Banks that are not members of the Federal Reserve System cannot receive wire transfers directly.
There is an extra line (Destination Bank) for municipalities whose local bank cannot receive wire transfers directly. Banks that are not members of the federal wire system must rely on a correspondent bank to receive the wire transfer and pass the funds on to the local bank.
The following is a sample of wire instructions for banks that are not a member:
- Intermediary Bank Name: Bankers' Bank, Madison
- ABA #: 075912479
- Acct.#: 06333
- Destination Bank: A&M Bank, Anytown
- Acct. Name: Bayboro Sanitary District
- Acct.#: 126987
- Acct. #: 4-007492
If a municipality is unsure of the wire information, it should call the bank to get the correct instructions. Note: If a municipality changes banks or its account number, the municipality should notify the EIF project manager immediately so future disbursements will be wired to the proper bank account.
Wire fees may be as low as $15 and up to $45, depending on the bank. Some banks do not charge a fee at all. If a municipality asks them to, some banks will waive the fees.
When setting up your account, verify with your bank whether there will be wire fees incurred. Ask if the fees will be applied against the loan as well as what the expenses will be when fully calculated.
Some disbursements may incur two wire fees if the municipality is receiving both loan dollars and principal forgiveness (PF) dollars. If your municipality has been awarded PF, you may receive more than one wire transfer depending on which program you were awarded PF.
- SDWLP projects currently only receive one wire transfer when funding is split between loan and PF dollars.
- CWFP projects may receive more than one wire transfer depending on where loan funds are being disbursed.
For example: A municipality that is refinancing with a CWFP loan and principal forgiveness will receive two separate wires for their original disbursement(s): one from the Trustee; and one from the Controller's Office.
Deadlines & payments
The EIF will be able to make payments within 14-16 days of receipt if the municipality submits the following information and meets the disbursement date deadlines:
- Form 8700-215 must include the signature of the authorized municipal representative, title, date and telephone number. Invoices must accompany all requested costs on each line on the Request for Disbursement form. Statements and canceled checks are not acceptable. Note: If the municipality has submitted invoices previously to the EIF project manager, it does not need to resubmit invoices with the Form 8700-215.
- Loan disbursements are wired to municipalities on the second and fourth Wednesdays of each month; adjustments may be made for holidays. Request for Disbursement forms are due at DNR two Fridays before the disbursement date (to allow sufficient processing time for DNR and DOA staff).
- If DNR receives Form 8700-215 by the Friday before the first Wednesday of the month, the municipality will receive disbursement on the second Wednesday of the month.
- If DNR receives Form 8700-215 by the Friday before the third Wednesday of the month, the municipality will receive disbursement on the fourth Wednesday of the month.
- In order to minimize administrative processing expenses, disbursements requested on Form 8700-215 should be for at least $10,000. If this is not feasible for the municipality, disbursement for a lesser amount will be accepted.
Visual aids for disbursement schedules
Download the disbursement schedule with a 12-month calendar for both Environmental Loans programs (CWFP and SDWLP).
Loan disbursement requirements
The Financial Assistance Agreement is a binding contract, so it is critical that the municipality understands the conditions set forth in the agreement. The following are issues that the DNR and DOA feel need further emphasis. These conditions need to be followed because of IRS requirements.
- The municipality must deposit all amounts received from the EIF into a NON-INTEREST bearing account.
- The municipality must expend all amounts received within three business days.
- The funds received from the EIF shall not be used in a manner that would cause the Bonds issued to the EIF to be "Arbitrage Bonds". Please reference Article V Sec. 5.09(c) of the Financial Assistance Agreement.
- Unless the municipality is using proceeds for reimbursement or refinancing purposes, all proceeds should be used to pay unpaid invoices for the project.
EIF staff will notify the Department of Administration to make disbursement of the municipality's payment request if the request form is complete and all the necessary invoice documentation to support the costs identified on the request are included. The following invoice documentation is needed to support costs submitted for:
- Force Account Certification Form on file with the EIF program.
- Documentation for all expenditures included in the account.
Below is an example of force account expenditures.
Payroll Related Costs:
- employee name
- employee hours (eligible and ineligible portions segregated)
- complete description of work performed
- employee rate of pay
- type of machine/equipment used
- hours of use
- hourly charges
- dates of use
- project function
Interim Financing Costs:
- copy of note or bond
- copy of bank statement showing interest accrued up to the loan closing date
- copy of bank statement or statement from institution where funds have been deposited, showing interest earned up to the loan closing date
- description of work performed, i.e., facility planning, plans and specs, inspection and other construction management
- cost of work performed to date
- amount of total payment due
Note: Standard practice for engineering firms is to provide an invoice number, date of invoice, period in which work was performed, staff performing work, hourly rate, hours worked, mileage, meals, and other direct expenses.
- a copy of the deed or title
- a copy of the canceled check, or
- for a wire transfer, a copy of the bank statement indicating the debit
- letter or documentation verifying the cost
- a copy of the cancelled check
- partial payment request form or a payment application form for all awarded contracts
- back-up documentation showing a description of work, quantity, unit price, amount, work completed to date, percent completed, etc.
- the period in which work was performed
- signatures from the owner, contractor and engineering firm
Miscellaneous purchases of equipment or eligible construction costs not completed by the awarded contractor must be supported with an invoice.
Note: Any interest on delayed payments by the municipality is ineligible for EIF payment. While such interest stipulations are common in agreements with engineering consultants, construction contractors and financial consultants, for EIF purposes these interest payments are ineligible.
- municipality's name and address
- invoice date and number
- description of work/equipment/supplies
Note: Those administrative costs incurred solely because of the project are eligible costs. Ineligible administrative costs include ordinary operating expenses of local government such as salaries and expenses of a mayor, city council members or city attorney.
- Bond Counsel and/or Financial Advisor name and address
- date the services were rendered
- how the service was connected to the EIF
- amount of time spent on each service
- hourly rate, if applicable
Note: If the DNR identifies a portion of a project as ineligible, the municipality must be sure that bid documents clearly distinguish between the eligible and ineligible portions of contracts. Similarly, contractors in preparing their bills or invoices need to distinguish between the charges for the eligible portion of the project and the charges for the ineligible portion. Also, where a portion of the engineering, legal, or other work is deemed ineligible, invoices and/or other supporting documentation must clearly distinguish between the costs of the eligible and ineligible work. Costs applicable to an ineligible portion of a project cannot be claimed for EIF financing.
The EIF will not accept invoices that are prepared on a memo note or scratch paper. Also, it is not necessary to send copies of the check register showing payment of the invoice. To save mailing expenses, invoices may be duplexed.
- Email address
- Email complete disbursement requests as PDFs to: firstname.lastname@example.org.
- For each email message, the maximum file size limit is 10MB.
- We do not accept stamped and electronic signatures as certification on the disbursement form.
Note: For email submittals, we suggest you sign the paper form, scan it to a computer, save it as a PDF, then email the completed submittal to the email account.
- Mailing address
- Mail complete disbursement requests to:
- Department of Natural Resources
Environmental Loans Section—CF/2
101 S. Webster Street
PO Box 7921
Madison WI 53707-7921
- FAX number
- Fax complete disbursement requests to: 608-267-0496
- Our fax machine is shared between several programs and has limited capacity. Limit each fax to 25 pages or less.
- Contact information
- For information on this topic, contact:
- Kim Leizinger, Disbursement specialist
Disclaimer of guidance: This document is intended solely as guidance and does not contain any mandatory requirements except where requirements found in statute or administrative rule are referenced. Any regulatory decisions made by the Department of Natural Resources in any matter addressed by this guidance will be made by applying the governing statutes and administrative rules to the relevant facts. Program implementation details are outlined in the governing administrative codes and statutes: §§ 281.58 and 281.59 and 281.61, Wis. Stat., and chs. NR 162 and 166, Wis. Adm. Code.