• Finance

    ​Enterprise Business Services (EBS) Grants management system is designed to streamline and manage the entire grant lifecycle for NCDOT from grant application submission to award management, claims and change request submissions, approvals, financial tracking, reporting, and closeout.

    Finance converts the approved applications to Agreements and the subrecipients submits claims in EBS workflow to draw down those funds. Claim submission requires several mandatory documents that must be included with each reimbursement claim to NCDOT. You can locate these documents along with the claim checklist under supplemental documents below.

    Claim requirements:

    1. Claim cover sheet
    2. Claim cover letter on agency letterhead
    3. DBE vendor payment form
    4. Progress report
    5. Supporting docu​mentation to support expenses*​
      *Note: If a capital item or contracted service amount exceeds $10K, then you must attach an executed ‘Procurement Approval Letter’ as part of the supporting documentation.

    Vehicle Claim Requirements:

    1. ​MVR-1 title application with NCDOT as the 1st lienholder
    2. Final vendor invoice
    3. Original order form
    4. Copy of check or advance payment form
    5. Lettering/logo invoice (if applicable)​

  • Timeline

    ​Dates
    ​Task/Events
    ​May 1, 2025
    ​State Contract sent to subrecipients
    ​July 1, 2025
    ​Grant fiscal year start
    ​July 15, 2025
    ​Program Income report due
    ​July 30, 2025
    ​All final claims are due
    ​August 2025 - December 2025
    ​Project closeout
    ​September 2025
    ​*Federal contracts pending FTA award
    October 15, 2025
    ​Program Income report due
    October 30, 2025
    ​1st qtr claims are due
    ​December 2025 -January 2026
    ​Budget Revisions due
    ​January 15, 2026
    Program Income report due
    ​January 30, 2026
    ​2nd qtr claims are due
    ​April 15, 2026
    ​Program Income report due
    ​April 30, 2026
    ​3rd qtr claims are due
    ​June 2026
    ​Final budget revision due; Period of performance ends



    ​Monthly claims are due by the 30th of each month
  • Contacts

    Kenetta Spence​
    ​Deputy Director of Finance and Grant Administration 
    ​Integrated Mobility Division
    North Carolina Department of Transportation
    (919) 707-4673 (Office)
    ​kmspence1@ncdot.gov

    Myra Freeman
    Finance Manager
    Integrated Mobility Division
    North Carolina Department of Transportation
    (919) 707-4672 (Office)
    msfreeman1@ncdot.gov

    Contact your assigned Regional Grant Specialist here:

    Regional Grant Administration Contacts

Was this page helpful?