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Reimbursement FAQ

When should I submit a Reimbursement Package?

What is a Deliverable?

What is a Partial Reimbursement Package?

What is a Final Reimbursement Package?

What is the difference between a Partial Reimbursement Package and a Final Reimbursement Package?

Where do I send a Reimbursement Package?

How long does it take to process a Reimbursement Package?

Who should I contact if I have more questions?


When should I submit a Reimbursement Package?

A Reimbursement Package can be submitted at anytime during the Grant Award Period. Most Equipment projects will submit one final invoice when the project has been completed. In Operations projects, an invoice is submitted each quarter during the Grant Award Period.

What is a Deliverable?

A deliverable is the evidence that we require to show a task has been performed according to plan. Deliverables for each task in the project are outlined in the Agreement's Attachment 3 - Scope of Work.

What is a Partial Reimbursement Package?

A Partial Reimbursement Package is submitted when the entire project is not complete, but the Grantee is seeking reimbursement on the project for the deliverables of the tasks that are complete.

What is a Final Reimbursement Package?

A Final Reimbursement Package is submitted when the entire project is complete and the Grantee will no longer seek reimbursement on the Grant Award. This Package is usually submitted upon completion of the project.

What is the difference between a Partial Reimbursement Package and a Final Reimbursement Package?

See the CVA Reimbursement Package Checklist for a printable list of items needed to assemble a Reimbursement Package.

A Partial Reimbursement Package Includes: A Final Reimbursement Package Includes:
  • An invoice on facility's letterhead
    • Must be clearly labeled as an invoice
    • Must be dated and signed
    • Must include project and agreement numbers
    • Must include a valid remittance address
  • A Completed Exhibit C - Grant Payment/Match Request Form
    • Shows the amount that the Grantee is seeking reimbursement for in Payment Package
  • A Completed and Current Quarter Exhibit A - Progress Report Form
    • This should state the stage in which the project is at for the current quarter
  • Approved Deliverable for each task
    • Deliverables can be found under each approved task on the Grantee's Attachment A of the Agreement
    • If the Reimbursement Package includes Equipment Purchase - a completed Exhibit B - Property Reporting Form will need to be submitted along with the package.
  • Vendor Invoices
    • If payment is requesting reimbursement for goods/services that were provided by an outside vendor, include all invoices that were paid pertaining to the project.
  • In-house Labor Documents
    • If payment is requesting reimbursement for the hourly salary of their employees for the time they spent working on the task stated in Exhibit C.
    • On facility letterhead, include a list of employees, hourly rate of pay, number of hours seeking reimbursement, and the dates the work was performed.
  • Proof of Payment
    • For vendor invoices, the following can be considered as proof of payment:
      • A front and back copy of a canceled (cashed) check
      • A copy of cash register receipts for cash and/or credit expenditures
      • A copy of the bank statement or transaction detail from the financial institution showing the item deducted from the facility's account
    • For in-house labor, the following can be considered as proof of payment:
      • A front and back copy of each employee's canceled (cashed) check
      • A copy of the facility's payroll register
      • A copy of the facility's bank statement, or transaction detail showing the payment deducted from the facility's account

 Everything that is included in a Partial Reimbursement Package (to the left), along with the following:

  • A signed Certificate of Completion Form

    • This form asserts that the Grantee has completed the project as approved by the Clean Vessel Act Office and will no longer seek reimbursement on the current Agreement.

  • A Pumpout Log Sheet

    • This is a copy of the log sheet that the facility will use to record daily pumpout activity.

    • The sheet should include the date, gallons pumped, if the vessel is in state or out of state, and the fee collected, if any.

    • Each quarter following the Final Payment Package, the facility will use this log to complete the 5 Year Quarterly Pumpout Gallon Reporting Form.

    • The facility may use the Pumpout Log Sheet we have created or can create its own sheet.

  • The Facility's Operational Plan of the Pumpout System

    • This plan outlines how the facility will operate and maintain the pumpout equipment. 

    • It should include the hours of operation, equipment maintenance schedule, contact name and phone number, emergency name and phone number, pumpout operating directions, cleaning instructions, and VHF channel(s) monitored.

    • Download the Sample Operational Plan for further guidance.

  • Proof of Pumpout Signage

    • Photos of the required signs, if they have not been included in past Payment Packages

      • A photo of the international pumpout symbol sign that is posted visible to boaters from the waterway.

      • A photo of the informational pumpout sign that is posted adjacent to or visible to public near the pumpout unit.

    • See our Pumpout Signage Requirements Page for more details.

  • Proof of Project Completion

    • The photos will verify project completion but also can be used to feature the project on our website to highlight the facility.

Where do I send a Reimbursement Package?

Reimbursement Packages should be submitted via the DEP Grantee Portal.  If you have questions, Contact Us.

How long does it take to process a Reimbursement Package?

When a complete Reimbursement Package is submitted, it will take the grant manager up to five business days to process and submit. Once approved, it takes two to three weeks for a check to be cut and mailed to the remittance address found on the Invoice submitted with the package.

Who should I contact if I have more questions?

Contact your grant manager if you have questions regarding the reimbursement process. See our Contact Us page for the email and phone number of your grant manager.


 
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Last Modified:
June 21, 2018 - 11:57am

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