Disbursement Procedures

Disbursement Procedures. MDA will make disbursements on Highway Projects according to the following procedures: A. Construction by the Department of Transportation: (i). No cost incurred will be considered an eligible cost until the Highway Project is approved by MDA. (ii). Committed funds, in the form of cash expenditures by the Local Entity, will be injected before EDH Funds are used (if applicable). All local funds, whether in the form of cash expenditures or other injections, must be supported by written documentation and approved by MDOT. Written documentation will be forwarded to MDA for approval and filing. (iii) MDOT will submit all requests for payments to MDA for approval and reimbursement. (iv). MDA will process all payments on a monthly basis. (v). Payment will be paid directly to MDOT. B. Construction by a Local Entity: (i). No cost incurred will be considered an eligible cost until the Highway Project is approved by MDA. (ii). Committed funds in the form of cash expenditures by the Local Entity will be injected before EDH Funds are used. All local funds, whether in the form of cash expenditures or other injections, must be supported by written documentation and approved by State Aid. (iii). The project engineer will verify all invoices and project costs and submit these documents (engineering estimates) to a designated county or city official (chancery clerk, city clerk, purchasing clerk, etc.) who has been authorized by the local governing authority to certify and request disbursement of EDH funds. The appropriate documentation will then be forwarded to State Aid for payment approval. (iv). MDA will process all payments on a monthly basis and pay the project engineer or the Local Entity.