Financial
Forms, Manuals, Guidelines and Policy Documents

​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. IMD Procurement Approval Letter
   
6. Lettering/logo invoice (if applicable)​