18.13.407    TERMS AND CONDITIONS OF SUCCESSFUL APPLICANTS

(1) Successful applicants will receive approved monies after the start of the appropriate fiscal year for which the money was approved.

(2) All grant or loan offers will expire and all grant or loan payments must be disbursed by the end of the fiscal year for which they were approved, unless the Montana Aeronautics Board has approved an extension for the offer. All requests for extension shall be submitted to the Montana Aeronautics Division to be received or postmarked no later than the third Friday in May. This deadline may be subject to change by the Aeronautics Division after official notification of any change in deadlines is posted on the Department of Transportation’s web site and sent to all affected grant or loan offer recipients.

(3) The Aeronautics Division must be in receipt of the appropriate documents listed below, or any combination as requested by the board in its grant or loan application approval, prior to disbursing payment for approved grants or loans. The Aeronautics Division will accept copies of an appropriate federal aid agreement directly from the Federal Aviation Administration. Other listed documents must be received directly from the grant or loan recipient before payment will be made by the Aeronautics Division. The Aeronautics Division will make payment upon receipt of all necessary documents.

(4) A grant for a nonfederally aided project must include:

(a) signed approval of sponsor's attorney; and

(b) official notice to proceed.

(5) A loan for a nonfederally aided project must include:

(a) signed approval of sponsor's attorney;

(b) signed loan repayment resolution; and

(c) official notice to proceed.

(6) A grant for a federally aided project must include:

(a) signed approval of sponsor's attorney; and

(b) copy of federal aid agreement.

(7) A loan for a federally aided project must include:

(a) signed approval of sponsor's attorney;

(b) signed loan repayment resolution; and

(c) copy of federal aid agreement.

(8) If an applicant fails to submit required documentation necessary for disbursement, or requests an extension for disbursement but does not receive disbursement within the fiscal year for which the grant or loan was awarded, grants and loans will revert back to the same special aeronautics grant or loan account in the state special revenue fund from which they were originally appropriated. The reverted funds may then be awarded in the future to any successful applicant.

(9) Grants and loans awarded by the board for a fiscal year, but not disbursed to the applicant within that fiscal year, will revert to the same special aeronautics grant or loan account in the state special revenue fund from which they were originally appropriated to be used for future grant or loan awards to any applicant.

(10) Each grant or loan recipient must submit a close-out report, on a form provided by the board, within 30 days after closure of the project or board-approved category of work, or within one year after fund disbursement, whichever occurs earliest. If the project is not completed within one year following fund disbursement, the grant or loan recipient must provide a status report detailing the reason the project has not been closed, and projected closure date upon which the close-out report will be filed.

(11) The close-out report must include information on amount requested, amount awarded by the board, and amount actually spent on board-approved project work. The grant or loan recipient must adequately account for expenditures in a manner acceptable to the board.

(12) The board may request reimbursement from the grant or loan recipient of awarded and disbursed funds not actually spent on board-approved project work.

(13) The board may pay any additional amount not previously disbursed, which may be due to the grant or loan recipient for board-approved work, up to the total amount awarded by the board. The board will not request reimbursement nor make additional disbursement for any amounts under $500.

(14) Any grant or loan recipient which fails to provide the close-out form, status report, or any requested reimbursement is not eligible for future grant or loan awards until the deficiency is remedied.

History: 67-2-102, MCA; IMP, 67-1-301, 67-1-304, 67-1-307, MCA; NEW, 2006 MAR p. 81, Eff. 1/13/06; AMD, 2014 MAR p. 2458, Eff. 10/10/14.