Reimbursement Process Clause Samples
The Reimbursement Process clause outlines the procedures and requirements for one party to recover expenses incurred on behalf of another. Typically, it specifies the types of expenses eligible for reimbursement, the documentation required (such as receipts or invoices), and the timeframe within which claims must be submitted and paid. This clause ensures that parties have a clear, standardized method for handling reimbursements, reducing disputes and promoting timely repayment of legitimate costs.
Reimbursement Process. Upon successful completion of coursework with either a grade “C” or better or “Credit” for credit/non credit coursework, the member may submit for reimbursement up to the amounts listed under section A.3. The process is as follows:
a. A signed “Certificate of Expenses” form must be completed and signed by the member, listing the expenses related to the approved coursework requiring reimbursement. The form only needs to be signed by the member, not the immediate supervisor.
b. Grades (official transcripts or unofficial computer printouts from the educator’s website are acceptable) and receipts documenting all expenses to be reimbursed must be submitted with the Certificate of Expenses Form. A receipt may only be submitted one time for reimbursement, regardless as to whether the item is used for more than one growth plan.
c. Fees, books, supplies submitted for coursework that is dropped or not passed with a grade of “C” or better will not be reimbursed.
d. Staff Development will process the document for approval. The original documentation will be forwarded to Accounts Payable for processing, and a copy will be retained in the member’s Professional Growth file in the Staff Development Department. The log will be documented to reflect the balance remaining, if any, for future use. A communication will be sent to the member advising the member of the approval/denial of reimbursement and any remaining balance, pending fund availability.
e. The reimbursement will be processed by Accounts Payable and a pay warrant separate from the regular pay warrant will be processed and forwarded to their current site/department.
Reimbursement Process a. OEM shall reimburse Subrecipient’s actual, reasonable and necessary costs of developing the Project (the “Project Costs”) in an amount not to exceed the Grant Fund amount provided in Section 3. Project Costs do not include those costs that are excluded from reimbursement by either OEM or FEMA under this Agreement or as a result of a financial review or audit. Reimbursements shall be made by OEM within ninety (90) days of OEM’s receipt and approval of a Request for Reimbursement of Funds form (the “RfR”) and all supporting documentation (i.e., a complete packet) from Subrecipient. Subrecipient must pay its contractors, consultants and vendors before submitting RfRs to OEM for reimbursement.
b. No later than the end of each calendar quarter (March 31, June 30, September 30, and December 31), Subrecipient shall submit an RfR to OEM for review and approval. Each RfR shall include the appropriate Hazard Mitigation Assistance Project Number, FEMA Project Number, FEMA FIPS Number and UEI Number, as well as supporting invoices and other appropriate documentation evidencing the Project Costs for which reimbursement is sought, e.g., timesheets/work logs for labor hours and receipts and other proof of Subrecipient’s payment to vendors. RfRs must be based on actual expenses incurred and specify the percentage of Project completion. Subrecipient’s deadline to submit its final RfR is 30 days after the earlier of the Project Completion Date or the Expiration Date, whichever occurs first.
c. OEM will withhold reimbursements for Project Costs if Subrecipient fails to submit performance reports by the specified deadlines or if the performance reports submitted are incomplete.
d. Reimbursement rates for travel expenses shall not exceed those allowed by the State of Oregon, however, travel expenses must be a part of the approved budget for the project. Requests for reimbursement for travel must be supported with a detailed statement identifying the person who traveled, the purpose of the travel, the dates, times, and places of travel, and the actual expenses or authorized rates incurred.
e. Reimbursements will only be made for actual expenses incurred during the Grant Award Period provided in Section 1. Subrecipient agrees that no Grant Funds or, if applicable, match funds may be used for expenses incurred before or after the Grant Award Period.
Reimbursement Process. (a) Proposals shall be reviewed by the subcommittee composed of two bargaining unit members and two employer members, to be named by the Joint Committee;
(b) The procedures for applying, and the criteria governing the assessment of proposals shall be established and approved at Joint Committee;
(c) Any problems which are encountered in the administration of the fund may be referred to the Joint Committee for guidance/discussion/resolution.
Reimbursement Process. The Sponsor must comply with the OSC’s procedures cited above for reimbursements made electronically by New York State, as described in section 4.5.1 of this chapter, Federal Reimbursement Process. When a project using Marchiselli Program monies is to be state-administered (progressed by NYSDOT), a deposit is required. The deposit should be shown in Section C of the Schedule A attached to the State-Local Agreement (SLA). The reimbursement process for state-administered Marchiselli Program federal aid phases can begin only after a fully executed SLA and the required Marchiselli Deposit Transmittal (CP74) form are received and verified by NYSDOT. If a project using Marchiselli Program funds is locally (Sponsor) administered, no deposit is required.
Reimbursement Process. The proper reimbursement form must be submitted to Human Resources.
Reimbursement Process i. To receive reimbursement, Subrecipient must submit a signed Request for Reimbursement (RFR), using a form provided by OEM that includes supporting documentation for all grant expenditures. RFRs may be submitted monthly but no less frequently than quarterly during the term of this Agreement. At a minimum, RFRs must be submitted on or before 15 days following each subsequent calendar quarter (ending on March 31, June 30, September 30, and December 31). The final RFR must be submitted no later than 30 days following the end of the Grant Award Period (the “RFR Deadline”). OEM has no obligation to reimburse Subrecipient for any RFR submitted after the RFR Deadline.
ii. Reimbursements for expenses will be withheld if performance reports are not submitted by the specified dates or are incomplete.
iii. Reimbursement rates for travel expenses shall not exceed those allowed by the State of Oregon. Requests for reimbursement for travel must be supported with a detailed statement identifying the person who traveled, the purpose of the travel, the dates, times, and places of travel, and the actual expenses or authorized rates incurred.
iv. Reimbursements will only be made for actual expenses incurred during the Grant Award Period. Expenses incurred before or after the Grant Award Period are not eligible for reimbursement.
Reimbursement Process. (a) Beginning after the certificate of occupancy has been issued and redevelopment has been substantially completed in accordance with the approved site plan, including substantial compliance with the conditions of site plan approval, the Owner shall submit to the ELBRA a detailed written statement outlining the costs of Eligible Activities undertaken pursuant to the Plan. The lack of substantial compliance with the site plan or conditions of site plan approval shall not be a bar to a petition for reimbursement if it is due to some act beyond the control of Owner. The request for reimbursement shall be in the form reasonably designated by the administrative staff of the ELBRA and consistent with the budget set forth in the Plan (“Approved Budget”). The Petition shall identify the Eligible Activities consistent with the Plan. The Petition shall describe each individual activity claimed as an Eligible Activity and the associated costs of each individual activity. Documentation of the costs incurred shall be included with the Petition, including proof of payment (e.g., canceled checks or lien waivers) and detailed invoices for the costs incurred sufficient to determine whether the cost incurred were for Eligible Activities. The Petition shall be signed by a duly authorized representative of Owner and the representations, facts and documentation included therein shall be sworn to as accurate in the presence of a notary.
(b) Petitions shall be reviewed by the ELBRA within a reasonable time or as required under the ▇▇▇▇▇▇▇▇▇▇ Redevelopment Financing Act, but in no event later than 30 days after submission by Owner. Owner shall cooperate in the review by the ELBRA by providing information and documentation to supplement the Petition as reasonably deemed necessary by the ELBRA. The ELBRA shall reimburse those Eligible Expenses set forth in the Approved Budget or identify in writing to Owner any costs deemed ineligible for reimbursement and the basis for the determination. Owner shall be given 45 days in which to provide supplemental information or documents in support of a request for cost reimbursement deemed ineligible by the ELBRA. Any disputes relating to this matter that cannot be resolved within 30 days thereafter shall be submitted to binding arbitration in accordance with the rules of the American Arbitration Association and judgment on the award rendered by the arbitrator(s) may be entered in any court having jurisdiction thereof; provided, however, that ...
Reimbursement Process. The City reimburses employees upon successful completion of the course(s) (grade of C or better). After submitting required documents to HR, employees receive tuition reimbursement as a separate check enclosed with their paycheck for the following pay period. An employee must submit the following documents to HR within 45 days of the completion of an approved course: A. Copy or original request form (HR Form – 10).
Reimbursement Process. 1. Documentation of costs incurred for a new or renewed License, USMLE Step III exam, and/or COMLEX Part III exam must be submitted within thirty (30) calendar days of the incurred expense.
2. In no event shall any reimbursement be provided after separation from employment.
3. For the purpose of this Article, an academic year begins on July 1 and ends on June 30.
4. Reimbursements cannot be accrued or deferred to a following academic year.
Reimbursement Process. Upon receipt of the approved participant’s necessary documentation by each semester’s respective deadline, or by the last business day following the deadline if deadline is not a workday. The District will determine each approved participant’s proportionate share of reimbursement based upon the total amount of qualified requests. The District will process and reimburse all qualified requests for reimbursement for approved participants in the Upward Mobility Program within forty (40) working days after each term’s respective deadline. The District will distribute up to $12,500 each semester and $4,500 each winter and summer among all classified participants who qualify for reimbursement on a proportional basis. For example, if by February 15, the District receives total requests for qualified reimbursement in the amount of $25,000, the total amount available for reimbursement is $12,500. The District will provide each approved participant 50 percent of his or her request for reimbursement. The Upward Mobility Committee shall meet as needed. Reimbursement requests pertaining to course work fees may not exceed those currently in effect at Cal State University, San Bernardino, State of California resident rates or ▇▇▇▇▇▇ Valley College’s current tuition and fees if attending a California Community College at the time of enrollment. Approved participants must submit verification of course completion and all documents necessary for reimbursement to the Human Resources Offices by the following dates immediately following the term completed: Fall February 15 Winter April 15 Spring July 15 Summer October 15