Reimbursement FAQ

• 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.
• Completed Exhibit C - Grant Payment/Match Request Form:
  • Shows the amount that the Grantee is seeking reimbursement for in Payment Package.
• 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:

• 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.

• 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.

• 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 Pumpout Operational Plan and/or Sample Vessel 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.

  • View our Pumpout Signage Requirements 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.