Requests for Disbursement

For a municipality to receive a payment/disbursement from the Clean Water Fund Program (CWFP) or the Safe Drinking Water Loan Program (SDWLP), it must submit a complete request for disbursement. Invoices and supporting documentation for eligible costs are required before a DNR loan project manager can approve the disbursement request. The same requirements apply whether the disbursement request is submitted via mail or email.

• Processing Payments
• Electronic Transfer Options
• Deadlines and Payments
• Visual Aid for Disbursement Schedule
• Loan Disbursement Requirements
• Invoice Documentation
• Segregate Eligible and Ineligible Portions
• Environmental Improvement Fund Reports
• Email Address
• Mailing Address
• Contact information

PROCESSING PAYMENTS

For a municipality to receive a payment/disbursement from the CWFP or SDWLP, it must complete and submit a disbursement request form with supporting invoices and documentation.

• Request for Disbursement (Form 8700-215)
• Request for Disbursement for LSL Financial Assistance Program (Form 8700-366)

If you have trouble opening a fillable form or PDF, read the DNR Site Requirements and PDF Help webpages for assistance.

WET SIGNATURES ONLY

We do not accept stamped, digital nor electronic signatures as certification on the disbursement request form. This form must be wet ink signed by the municipal representative. For email submittals, we suggest scanning the signed paper form to a computer, saving it as a PDF, then emailing the complete request.

FIRST DISBURSEMENT REQUEST

The municipality must submit to DNR its first request for disbursement at least eight 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 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.

SUBSEQUENT DISBURSEMENT REQUESTS

Refer to the budget sheet in the financial assistance agreement (FAA, AKA loan) when preparing subsequent disbursement request forms. The line item totals on the disbursement request form should not exceed the line item totals on the budget sheet that the municipality and the DNR loan project manager agreed upon.

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Electronic Transfer Options

The municipality's bank account information is now handled exclusively by the DOA. For new FAAs (loans), the DOA staff will call the municipal contact to verify the bank information.

If a municipality changes banks or its account number, the municipality must notify the DOA immediately so future disbursements will be transferred to the proper bank account. If your municipal bank account information changes, notify the DOA staff at DOAEIF@wisconsin.gov.

WIRE TRANSFER REQUIRED FOR THE FIRST DISBURSEMENT

The loan closing disbursement occurs as a wire transfer to a non-interest-bearing account. If a municipality is unsure of the wire information, contact the bank to get the correct instructions.

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. These banks must rely on an intermediary bank to receive the wire transfer and pass the funds on to the local bank. Direct intermediary bank questions to DOAEIF@wisconsin.gov.

WIRE FEES

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. The municipality should inquire if the bank (and/or intermediary bank) charges a fee and if so, ask for a waiver.

When setting up your account, verify with your bank whether there will be wire fees incurred. Wire fees are an eligible loan cost. Discuss with your DNR loan project manager if including wire fees in your loan are desired. Direct wire fee questions to DOAEIF@wisconsin.gov.

ACH TRANSFER OPTION FOR SUBSEQUENT DISBURSEMENTS

After the loan closing, the municipality can choose to set up automated clearing house (ACH) transfers for subsequent disbursements requests. Disbursements occurring on the loan closing day must be a wire transfer. This action ensures that the funds are deposited to the municipality's bank account on the loan closing day, which is required for a successful loan closing.

Any subsequent disbursement can be processed via ACH. The drawback of an ACH is that it can sometimes take up to three (3) business days to be deposited into the receiving bank account. Many municipalities have switched to ACH to avoid bank wire fees. Please contact the DOA at DOAEIF@wisconsin.gov if you are interested in this option.

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DEADLINES AND PAYMENTS

The Environmental Improvement Fund (EIF) will be able to make payments within 14-16 days of receipt if the municipality submits the following information and meets the request for disbursement (RFD) submittal deadline:

1. The RFD form must include the signature of the municipal representative, title, date and telephone number. Invoices must accompany all requested costs for each entry on the RFD form. Note: If the municipality has submitted invoices previously to the DNR loan project manager, it does not need to resubmit invoices with the RFD form.
    
2. Loan disbursements are electronically transferred to municipalities on the second and fourth Wednesdays of each month; adjustments may be made for holidays, etc. The RFD forms with supporting invoices and documentation are due to DNR by noon two (2) Fridays before the payment/disbursement date.
   • If DNR receives the RFD 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 the RFD form by the Friday before the third Wednesday of the month, the municipality will receive disbursement on the fourth Wednesday of the month.
      
3. 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, requests for disbursement for a lesser amount will be accepted.

VISUAL AID FOR DISBURSEMENT SCHEDULES

Download the disbursement schedule with a 12-month calendar for both the Clean Water Fund Program and the Safe Drinking Water Loan Program.

• 2025 Disbursement Schedule with 12-Month Calendar (PUB-CF-061a)

LOAN DISBURSEMENT REQUIREMENTS

The financial assistance agreement is a binding contract; hence it is critical that the municipality understands the conditions set forth in the agreement.

The IRS requires the following conditions to be met: 

• The municipality must deposit all amounts received from the Environmental Improvement Fund into a NON-Interest-bearing account.
• The municipality must expend all amounts received within three (3) business days or reimburse the municipality's internal account from which eligible project costs were paid.
• 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". See Article V Sec. 5.09(c) of the FAA.
• Unless the municipality is using the proceeds for reimbursement or refinancing purposes, all proceeds should be used to pay the unpaid invoices for the project.

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Invoice Documentation

When the DNR has determined the disbursement request form is complete and all the supporting documentation has been included, the EIF staff will notify the DOA to authorize the payment/disbursement. 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.

The following invoice documentation is needed to support costs submitted for:

FORCE ACCOUNT:

Force account refers to a municipality using its own employees, equipment or both for work on its CWFP/SDWLP project.

• Force Account Certification (Form 8700-245) on file with the CWFP/SDWLP.
• Documentation for all expenditures included in the account.

The following are examples of force account expenditures.

Payroll Related Costs:

• Employee name.
• Employee hours (eligible and ineligible portions segregated).
• Complete description of work performed.
• Date(s) the work was performed.
• Employee rate of pay.

Machine/Equipment Usage:

• Type of machine/equipment used*.
• Hours of use.
• Hourly charges*.
• Date(s) of use.
• Project function.

* Eligible equipment costs are based on the year the equipment was used and the hourly rates published in the Wisconsin Department of Transportation's Highway Maintenance Manual, Chapter 2, Section 25, Subject 50 "Classified Equipment Rates."

INTERIM DEBT 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.

Engineering Services:

• Description of work performed (i.e. facility planning, plans and specifications, 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.

LAND ACQUISITION:

• Copy of the deed or title.
• Copy of the canceled check, or for a wire/ACH transfer, a copy of the bank statement indicating the debit.

EASEMENT(S):

• Letter or documentation verifying the cost.
• Copy of the canceled check.

CONSTRUCTION WORK:

• Application and certification for payment for all awarded contracts.
• Back-up documentation showing a description of work, quantity, unit price, amount, work completed to date and percent completed (e.g. continuation sheets).
• Period in which work was performed.
• Signatures from both the 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.

MISCELLANEOUS/ADMINISTRATIVE COSTS:

• 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.

CLOSING COSTS:

• Bond counsel and/or municipal advisor name and address.
• Date the services were rendered.
• How the service was connected to the EIF project/loan.
• Amount of time spent on each service.
• Hourly rate, if applicable.

Note: A municipal advisor is a firm or person registered with the Municipal Securities Rulemaking Board (MSRB) as a municipal advisor. They can advise a municipality on the debt issuance. A municipal advisor is not an accountant, auditor or engineer.

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SEGREGATE ELIGIBLE AND INELIGIBLE PORTIONS

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.

Note: Any interest on delayed payments by the municipality is ineligible for EIF financing. While such interest stipulations are common in agreements with engineering consultants, construction contractors and financial consultants, for EIF purposes these interest payments are ineligible.

ENVIRONMENTAL IMPROVEMENT FUND REPORTS

The following EIF reports are available on the Capital Finance Office website.

Municipality Reports:

• Loan Account History - shows loan disbursements, principal repaid and balance.
• Loan Payment Schedule - shows the payment schedule based on date you select.
• Payment History - shows principal and interest payments made.
• Disbursement History - shows both loan and grant disbursements.

Auditor Reports:

• Auditor Verification Report - for year-end financial audits.

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EMAIL ADDRESS

Email complete disbursement requests as PDFs to:

dnrcfeldisbursements@wisconsin.gov

• For each email message, the maximum file size limit is 10MB.
• This email account is only for disbursement requests.

Reminder: We do not accept stamped, digital nor electronic signatures as certification on the disbursement request form. This form must be wet ink signed by the municipal representative. For email submittals, we suggest scanning the signed paper form to a computer, saving it as a PDF, then emailing the complete request.

MAILING ADDRESS

We encourage you to submit your complete disbursement requests via email, however, you may submit your complete disbursement requests via mail. Please note that any response to mail may be slow because most staff are teleworking a couple of days during the week.

For United States Postal Service (USPS):

WISCONSIN DEPARTMENT OF NATURAL RESOURCES
ENVIRONMENTAL LOANS SECTION CF/2
101 S WEBSTER ST
PO BOX 7921
MADISON WI  53707-7921

For all other carriers:

WI DEPT OF NATURAL RESOURCES
ATTN ENVIRONMENTAL LOANS SECTION CF/2
2421 DARWIN RD
MADISON WI  53704

CONTACT INFORMATION

Direct general questions about the request for disbursement (RFD) process to:

Kim Leizinger, Environmental Loans Section disbursement specialist

Direct project specific questions to the assigned DNR loan project manager.

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