Section 301.750  Reimbursement Procedures

a)         Reimbursement for eligible expenses is available to grantees up to the amount of the grantee's annual EMA grant amount determined in accordance with Section 301.740 of this Part.  However, reimbursements under the EMA grant program shall not exceed 50 percent of the dollar amount spent on the requested reimbursement by the grantee's political subdivision.  Prior approval from IEMA is required for requested reimbursement expenses not included in the political subdivision budget submitted in the grantee's original EMA application pursuant to Section 301.730.

b)         Eligible expenses for reimbursement are reasonable expenses in the categories listed on the Eligible Expenses form prescribed by IEMA as eligible expenses and any other reasonable expenses approved by IEMA through the application and allocation process of this Subpart. However, none of the ineligible expenses on the Ineligible Expense form prescribed by IEMA are reimbursable.

c)         Grantees who have a signed EMA grant agreement with IEMA may apply to IEMA for reimbursement of eligible expenses on a quarterly basis by submitting to IEMA, no later that 30 calendar days after the last day of the preceding quarter, the following:

1)         A list and documentation of incurred expenses for which reimbursement is being requested in a format prescribed or authorized by IEMA.  IEMA may request additional documentation to validate the claim.

2)         A narrative quarterly report describing the ESDA's specific actions accomplished during the quarter for which reimbursement is being requested.

d)         IEMA may deny a reimbursement request if the grantee fails to comply with any of the requirements of this Subpart.  If denying a reimbursement request, IEMA shall issue a denial letter within 15 days after receipt of the reimbursement request.