Requisition Information

​Below are some frequently asked questions with regards to School Building Authority Requisitions: 

How do county grant holders get reimbursed for expenditures? HVS.jpg
The county can submit requisitions for payment at any time. During the months of June and July, the SBA incurs processing deadlines form the WV State Auditior's Office (WVSAO) due to Fiscal Year closeouts and 13th month Fiscal Year closeout. For the month of June, we ask that Counties attempt to submit MIP Project Requisitions by June 20th of each year. For the month of July, we ask that Counties attempt to submit NEEDS, MCS, and Emergency Requisitions by July 20th of each year. Due to the above processing deadlines, it is possible that some payments may be delayed during these times as preference is given at the stat level to certain funding types during each closeout. We also ask that Counties submit documentation for services through June 30th (or as close as possible) by the dates above to ensure that services are accounted for within the correct Fiscal Year's budget.
 
Can a requisition for payment be submitted by fax?
No. At this time, only original documentation can be submitted by mail or hand-delivery.
 
Do invoices need to be provided with the requisition?
Yes, invoices must be submitted with each requisition and must support the work being done. In addition, the Schedule of Values must be included with the Contractor's Application for Payment (AIA Document 703).
 
What constitutes a requisition packet?
The requisition packet must include the SBA Exhibit A Requisition Form and the SBA Requisition Reconciliation Summary sheet. We ask that Counties submit multiple invoices (when possible) within the same Requisition Form. Each separate invoice will need to be listed on the SBA Requisition Reconciliation Summary sheet and totaled at the bottom. Then, all Vendor and contractor invoices must also be included (behind the SBA documents), alond with AIA Documents G702 adn G703. 
 
What are some typical reasons for a requisition rejection?
When requisitions packets are submitted, they must be approved by the SBA staff and the WVSAO before processing reimbursements. Rejections may occur at any level that may cause processing delays. The most common reasons for rejection are:
  • ​Personally Identifiable Information on backup documents (Account Numbers, Banking information, check numbers, FEIN, etc.)
  • Incorrect Dates of Service
    • ​Ensure that Rquisition Dates of Service match the periods of time (i.e. a PayApp from a Contractor stating "through August 31st" should most likely be a period from August 1 to August 31, not just the date of August 31st on the Requisition. 
  • Information inconsistencies between Reconciliation Summary and Backup documents. Watch when using descriptions in Additional Information fields without reconciling the amounts.
  • Reimbursement requests outside of Grant Award Period.
  • Not providing Grant Award Numbers in correspondence​

​H​​​​ow ​​do court orders affect a requisition for payment?
​​I​f a school or county has court orders/pending litigation then the SBA will withhold requisition funds until it is resolved.

Will the SBA pay lawsuit fees filed against the County Board of Education?
No. These fees are not allowable as a part fo SBA reimbursements.
 
Are time extensions granted on school projects?
Time extensions may be granted for extenuating circumstances. However, time extension requests must be accompanied by an explanation of the need for the extension and must be submitted prior to the expiration of the Grant Award. These requests must be submitted to the Authority for review and consideration. 
 
What is required for a final project closeout?
The final payment packet required for project closeout will include all forms associated with SBA Form 500-Construction Closeout Procedures and the SBA Form 500B-Final Square Foot Cost Analysis Report of the project. 
Financial Project (Grant Award) Closeout Procedures (which may, at times, occur prior to the Final completion of the project require email notification to the SBA Assistant Director fo Architecture that the last submitted requistion will be the Final submission against the Grant Award/Project. Once notified, the SBA Assistant Director of Architecture will notify SBA Finance staff. SBA Finance staff will send SBA Form 502-Grant Closeout to the County for signature.

 

For specific questions regarding SBA Requisitions, please contact Lisa Wilkinson of the SBA Staff at 304-558-2541 or via email at Lisa.M.Wilkinson@wv.gov​.

Image above: Hacker Valley PK-8 Media Center, courtesy of ZMM Architects & Engineers