Reimbursement Process and Requirements Clause Samples

Reimbursement Process and Requirements. Quality supporting documentation is key to smooth and prompt reimbursement process. Jurisdictions participating in a Project STAR mobilization should compile and submit a complete finance packet with the following to MSPOA: • A copy of the Project STAR Resource Order from the wildland dispatch center. • MSPOA Incident Timesheet or similar with supporting documentation to include: o Hours worked and assignment o Officers Regular and Overtime Rates and a brief explanation of standard work schedule (for billing at overtime rates) A Sheriff’s letterhead or Cooperative Agreement Personnel Billing Rate Form detailing this information is acceptable. o Backfill expenses as appropriate. o Vehicle Use Information (Shift tickets, mileage logs, fuel receipts, or other expenses documentations) o Meals and or other Per Diem • Approved replacement equipment costs (S# or other agency approval documentation) The DNRC Local Government Billing Invoice Template can be a helpful tool for compiling all mobilization expenses. MSPOA will serve as the primary collection point and submitter for supporting payment documentation for Project STAR mobilizations. Law enforcement jurisdictions should submit all documentation to MSPOA who will aggregate the information into a complete financial package and submit to DNRC. All invoices must include the ordering agency’s resource order number and request number if applicable and must be itemized by incident and by reference to the provisions of this Agreement. Invoices must be submitted to the billing addresses listed in Appendix F DNRC will process the financial package and remit payment directly to the applicable City or County treasurer. Per Montana Code Annotated (MCA 17-8-311(2)(a)), “All payments made by a state agency to any city, town, county, or local government entity must be payable to the Finance Officer of the appropriate city, town, or county.” MSMA/MSPOA administrative staff and/or other staff coordinating operations or compiling billing packages may be reimbursed at an hourly rate plus actual expense agreed upon by the DNRC Fire Finance Officer, Fire Protection Bureau, and MSPOA.