Construction & Disbursement of Funds

Construction & Inspection

  • Division project manager will attend the preconstruction conference to review all requirements including inspections, change orders, conformance with plans and specifications, and environmental requirements.
  • The project engineer will make periodic inspections of funded projects to review construction aspects and conformance with federal loan conditions.
  • Results of inspections will be discussed at the job site upon completion and written inspection reports will be prepared if problems are found.
  • Change orders due to changes in costs, completion date, design alteration, or other changes from original contract terms and conditions are reviewed for eligibility.  Submit one copy of executed change orders and supporting documentation to the project engineer for determination.

Disbursement Procedures

  • Disbursement requests should be submitted following the procedures outlined here.
  • Claims for CDBG-I funded projects must have original signature of authorized representative.
  • Disbursement request forms must have original signature of authorized representative.
  • Include invoices for all work done and purchases made as detailed in the procedures.
  • For land acquisition and/or relocation, include a deed or receipt showing that grantee has deposited the fair market value of any acquired property.
  • The division will not disburse more than 95 percent of project costs until the items on the Project Closeout Checklist have been completed and submitted.  
  • The Division recommends that you request disbursement for the applicable administrative fee with the first disbursement request for programs that allow this to be included in the loan. You must pay the applicable administrative fee (the invoice transmitted with the Part B) before receiving a second disbursement.
  • The sales taxes collected as part of this project’s expenses are not reimbursable if they are to be reimbursed by the NC Department of Revenue. A certification was provided with the Award Offer that the owner shall provide by the first reimbursement request indicating if DOR reimbursement is being sought. You must submit a sales tax certificate covering the same time period as each prime contractor's partial payment request.
  • Until June 13, 2025 Submit your claims forms in the DWI LaserFiche Portal   .
  • From June 14 – July 1, 2025 DWI will not accept new claim submittals to process previously submitted claims and transition to the new system.
  • Beginning on July 1, 2025, Claims must be submitted using DWI EBS System.  Information on using DWI EBS System is provided below: 

Using the DWI EBS System

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External User Log-In for DWI EBS System (Link will be available on July, 1, 2025. 

To access the DWI EBS System, enter your NCID username and password when prompted on the DWI EBS login screen. 

All external users will use their NCID credentials to log into the DWI EBS System. To submit a claim for the disbursement of project funds, the submitter must be registered in the DWI EBS System before logging in. Please submit an DWI EBS Claims System External User Access Request Application  to register if needed. 

 

If you cannot access the DWI EBS System due to an “authentication error,” or if you have forgotten your NCID password, please try the following instructions. Do not skip any steps. 

  1. Close down all internet sessions. 

  1. Log onto your NCID account. 

  • If you have forgotten your user ID or password, click on the appropriate link and follow the prompts. 

  • If your account is locked, click on the appropriate link and follow the prompts. 

  • Otherwise, proceed with step 3. 

  1. On the "application" tab, click on "setup security questions." 

  • Verify your security questions are set up. If they are not, they must be established. 

  1. Close down all internet sessions. 

  1. Log onto the DWI EBS System. 

If you are still unable to logon to the DWI EBS System, repeat the instructions above. However, instead of clicking on the "setup security question" tile (step 3), click on "change my password" and create a new password for the account. Then continue with steps 4 and 5. 

Please note that NCID is self-service. You can reset your password on the NCID website. NCID passwords expire every 90 days, and you will receive an email directing you to change your password at those intervals. Failure to change your password on NCID’s website after 180 days will result in your NCID being disabled and loss of access to DWI EBS System. Please do not disregard these emails. If your NCID is disabled, you will need to contact NCID support to re-open your account. 

DWI fund recipients must be registered in DWI EBS System in order to log in and use the DWI EBS System. Separate access requests are required for each user. In addition, each user must have a unique email address and a unique ID. You cannot share an email address or ID with someone else from your agency. 

Step 1: To become a user, individuals must first have an NCID (If you already have an NCID, you do not need to create a new one and you can skip to Step 2).  

If you do not already have an NCID, you must register for one. Register for your NCID. Once you arrive on the page click on the “Register” link in the bottom right corner. Next, click on the "Individual" button to create an Individual ID. 

Step 2: Once you have an NCID, you should request access to the CFWYI Grants Management System.  

If you haven't yet registered for the DWI EBS System, or if you need to correct an error in a prior attempt to register, you will need to request access through the DWI EBS External Access Request Form.  

Only the Authorized Representative named by the fund recipient governing body’s resolution to Accept Funding will be approved to access the DWI EBS System.  Registration Form Fields with an Asterisk * are required to submit the request.  Description of some of the key items are as follows:  

  • Agency* must be “DEQ – Division of Water Infrastructure” from the drop-down menu at the top of the form.  

  • Valid NCID Username* is a required field and will be used as your login for the DWI-EBS claims system. Other information entered in this form must match the information associated with the NCID provided.  Instructions and links for requesting a NCID account are provided in the Access Request form.   

  • The Last Name*, First Name* that you use to register for the EBS Portal must match the information you used to register for your NCID. 

  • The Organization Name (Name Associated with Tax ID#)*, is the name of the fund recipient (e.g. County, Town, Local Government Unit) for which claims will be submitted.  The Organization Name must match the name associated with the Tax ID# provided.    

  • DBA (DBA or Individual Consulting Firm – If you are not the Authorized Representative of for the Organization you are requesting access, provide the name of your organization, consulting form, or roll within the organization.   

  • The Email (as found on NCID)* that you use to register for the EBS Portal must match the information you used to register for your NCID. 

  • Tax ID (Recipient Tax ID)* The Tax ID used to register for the EBS portal must match the Tax ID for organization name for which you are seeking access to submit claims (In most cases this is the Tax ID number provided in the funding application) Users must request access for each of the organizations Tax-ID# used for project funding (e.g. if a Town uses different Tax ID # for the different Utility Funds or for different water or sanitary districts, the Authorized Representative will need to submit separate registration requests for each Tax ID#.  

  • Comments:   If you are not the Authorized Representative of the Organization you are requesting access for, provide the name of your organization, consulting form, or role withing the organization if not provided in DBA (DBA or Individual Consulting Firm field above. 

  • Select Role(s) and/or Action(s) Select Appropriate Role. 

  • Create Claim (Not authorized to Submit) - Only individuals designated by the indicated Organization (and matching Federal Tax ID#) will be approved for access. Approved individuals will be able to: 

  •   Create, Edit, and Save claims within EBS (including attaching supporting documents) 

  •   Edit and Save Claims in Process or Returned to Submitter 

  •   View all Current & Historic Claims for all DWI funded projects awarded to the Organizations. 

  •   This Role will not be able to Submit Claim for review.      

  • Create & Submit Claim (Authorized Rep) - Only the Authorized Representative identifiable by name or position by Governing Board Resolution will be approved for access. Approved individuals will be able to: 

  • Submit Claims for review with EBS. 

  • Create, Edit, and Save claims within EBS (including attaching supporting documents) 

  • Edit and Save Claims in Process or Returned to Submitter 

  • View all Current and Historic Claims for all DWI funded projects awarded to the Organizations. 

    Once all required fields have been provided, the DWI EBS Claims System External User Access Request Application can be submitted. Select the Generate (Refresh) button to generate a code, enter the code into the appropriate box and Submit.   

 

  

Approval may take up to two weeks to process depending on number of access requests in the queue. Check your inbox for an email confirmation from NCDIT - Transportation EBS Support Services. 

 

Forms:

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Engineering Services Procurement for ARPA-funded Projects

Engineering Services Procurement Certification

Design-Build Procurement Certification

 

 

 

 

 

For use until June 13, 2025 - (These forms will no longer be available on the Website after June 13, 2025) 
 
For Use on and after July 1, 2025 
  • Disbursement Request Worksheet - Not required for Claims Submittal (Updated 7/1/2025) This worksheet matches the format used in the DWI EBS Claims Submittal system.  All values in the form are required as part of the DWI EBS Claims Submittal online form.   
  • AIA-MRF Disbursement Form Required for AIA and MRF Projects Only (Updated 7/1/2025)  
  • For CDBG-I Projects, please see the forms located on the CDBG-I Reports page under "Financials" (Required Document for Claims Submittal). This worksheet matches the format used in the DWI EBS Claims Submittal system.  All values in the form are required as part of the DWI EBS Claims Submittal online form.  Authorized Representative Signature is required on the CDBG-I Claims to meet CDBG-I programs requirements.  
 

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