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(a) To request a refund of SEP fees and charges, an original letter signed by the applicant must be submitted to the Development Services Group Leader and include the following items (emails, faxes and phone calls will not be accepted):

(1) SEP project number.

(2) Project name and, if applicable, part number corresponding to the most recently approved hydraulic planning analysis letter of findings or amended letter of findings.

(3) Nature of the request (i.e., what the refund is for).

(4) Reason/justification for the request.

(5) Amount of the refund request and the method (calculations) used to determine the refund amount.

(6) A listing of all applicant SEP projects that are dependent on the job, if any.

(7) Whether the request is to (a) cancel the SEP project in total (all parts of the project) or (b) cancel a specific part of the SEP project and associated dependent projects.

(8) A request to terminate any associated system development charge credit reimbursement agreement(s) for the SEP project(s) to be canceled.

(9) If applicable, whether a release of bonds is requested.

(b) The Development Services Group will perform the following responsibilities:

(1) Determine current project status and services provided to date.

(2) Verify fees and charges received to date with the Accounting Group.

(3) Determine the appropriate fees and charges which qualify for refund.

(4) Verify project dependencies and research/notify other applicants who will be affected by project cancellations.

(5) Cancel applicable SEP projects and terminate any associated system development charge credit reimbursement agreements.

(6) If a release of bonds is requested in conjunction with a refund request and the preconstruction meeting has not occurred, the Development Services Group will notify the Technical Services Group that the SEP project is canceled or expired and that the bonds may be released.

(7) If the preconstruction meeting has not occurred for the project, notify the Systems Inspection Group that the SEP project is canceled or expired.

(8) Prepare the refund request for the Development Services Group Leader’s approval.

(9) Upon approval of refund, forward the original payment request form and copies of the applicant’s request to the Accounting Group for processing.

(10) Document the refund. (ENG 09-03 § 3)