Cash Flow Guidelines for Gas Tax Contribution Agreements by lI3t1Y

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									         Guidelines for Gas Tax Contribution Agreements,
                 Schedule E - Progress Payments:


Schedule E is required for each Gas Tax Contribution Agreement. It becomes your
Schedule of Progress Payments for the project indicated in the contribution agreement
with Yukon.

The purpose of the Schedule E is to:

       Determine the initial advance
       Indicate the number of phases within the project timeline (depending on total
        project cost and anticipated duration of project)
       Show in detail project milestones and evidence for each milestone
       Identify the amounts per phase for each progress payment
       Determine the total project cost

               There are 4 steps to creating a Schedule E



       Step 1: Select                                          Step 2:
        Appropriate                                            Divide
           Project                                           Project into
          Payment                                              Phases
           Terms




                             SCHEDULE E

          Step 3:                                               Step 4:
        Determine                                               Develop
          Project                                             Schedule of
       Milestones or                                           Progress
       Deliverables                                            Payments




                     Gas Tax Fund Manager, Community Affairs Branch,
                           Tel: 867.667.5306 Fax: 867.393.6258
                               Email:paula.nugent@gov.yk.ca
Step 1: Select Appropriate Project Payment Terms

Use the estimated duration of the project and the total value of the project to determine
which of the following Project Payment Terms applies.


PROJECT DURATION:                            LESS than 4 Months
Total Value of Funding       Initial Advance              Subsequent Progress
                                                          Payments
$0 to $10,000                Up to 100%                   Balance payable upon
                                                          completion of project and
                                                          submission of final
                                                          reporting
$10,001to $100,000 Up to 75%                              Balance payable upon
                                                          completion of project and
                                                          submission of final
                                                          reporting
$100,000+                    Up to 50%                    Balance payable upon
                                                          completion of project and
                                                          submission of final
                                                          reporting


PROJECT DURATION:                             MORE than 4 Months
Total Value of Funding       Initial Advance             Subsequent Progress
                                                         Payments
$0 to $10,000                Up to 90%                   Balance payable upon
                                                         completion of project and
                                                         submission of final
                                                         reporting
$10,001to $100,000           Estimated cash flow         Every 4 months based on
                             requirement for the first 4 estimated cash flow
                             months and signed           requirement for the
                             contribution agreement.     following 4 months and
                                                         submission of progress
                                                         report.
$100,000+                    Estimated cash flow         Every 4 months based on
                             requirement for the first 4 estimated cash flow
                             months and signed           requirement for the
                             contribution agreement.     following 4 months and
                                                         submission of progress
                                                         report.

                      Gas Tax Fund Manager, Community Affairs Branch,
                            Tel: 867.667.5306 Fax: 867.393.6258
                                Email:paula.nugent@gov.yk.ca
Step 2: Divide Project into Phases

       Each phase will last 4 months
       Each project above $10,000 and likely to be over four months in duration should
        have a minimum of two phases
       Use the timelines in Step 1 to determine the number of phases your project will
        have.


Step 3: Determine Project Milestones or Deliverables

       Each phase of a project should list the project milestones to be achieved or
        deliverables to accomplish within the each 4 month timeframe

       Examples of project milestones/deliverables include:

           1. Select contractor and sign agreement
           2. Substantial completion of project work (describe what this entails)
           3. Complete final report and compile outcome indicator results.


Step 4: Develop Schedule of Progress Payments (Schedule E) for Each Project

You will need the following to create a Schedule E:

       Specific milestones
       Clear description of evidence of milestone achievement
       Amount required per phase based on estimated cash flow every four months
       Clear indication of when the project is complete and a Final Report will be
        submitted

Note: A portion of the entire allocation will be only given out with the submission of the
final report and all invoices for the project

                         See Schedule E Example provided Below




.
                      Gas Tax Fund Manager, Community Affairs Branch,
                            Tel: 867.667.5306 Fax: 867.393.6258
                                Email:paula.nugent@gov.yk.ca
                    SCHEDULE E
             Progress Payment Milestones
 Project 2010-006: Village of Mira Rec Centre Retrofit
Phase            Milestone             Evidence/Report              Amount that will
                                                                    be advanced per
                                                                    phase
Contribution     Signed Contribution   Cash Flow Estimate for                 $20,000
Phase            Agreement             next Four Months
Jan 2011
                                       Eligible Project
                                       Proposal
Phase 1          Contract awarded      Progress Report First                  $40,000
Feb 2011 – May   for Project           Four Months (see
2011                                   Schedule C)
                 Equipment
                 Purchased for         Invoices
                 Project
                                       Photo Evidence
                 Construction begins
Phase 2          Substantial           Progress Report Phase 1                $20,000
June 2011-Oct    Completion of         (see Schedule C)
2011             Project
                                       Invoices

                                       Photo Evidence
Final Phase      Project Complete      Progress Report Phase 2                $10,000
Nov 2011                               (see Schedule C)
                 Final Report
                 Prepared
                                       Final Report (see
                                       Schedule D)

                                       Invoices for whole
                                       project

                                       Proof of Outcome
                                       Indicators




                  Gas Tax Fund Manager, Community Affairs Branch,
                        Tel: 867.667.5306 Fax: 867.393.6258
                            Email:paula.nugent@gov.yk.ca

								
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