Section 455.80  Reimbursement Process

a)         The Division shall reimburse the Regional Center for actual costs incurred that are necessary to administer the Program as specified in the Program contract.  All actual costs must be considered eligible expenses as predetermined by the contract. 

b)         Actual costs to be claimed shall be documented on the Regional Center's Claim Form for Reimbursable Costs.  The Claim Form must identify the:

1)         Vendor;

2)         Amount Paid;

3)         Transaction Date; and

4)         Budget Line Item for Each Cost.

c)         Receipts (original or copies) that document Program costs listed in subsection (b) shall either be attached to the Claim Form and submitted to the Division at the address provided in Section 455.50(b)(1)(A)(i) or maintained at the Regional Center for at least three years after the final reimbursement claim for a contract year has been paid.  Receipts maintained at the Regional Center must be available for inspection by the Division during normal business hours.

d)         If a Regional Center has not complied with all provisions of this Section, the Department may require a Regional Center to submit all future receipts with its Claim Form. 

e)         Actual costs for monthly expenditures shall be claimed within 60 calendar days after the month the course was completed.  A final claim that documents any costs that were unresolved or pending in 2011 must be submitted to the Division within 135 days after the "riding season" (i.e., expiration of the annual contract).  A final claim that documents any costs that were unresolved or pending in 2012 or later must be submitted to the Division within 90 days after the riding season.

(Source:  Amended at 35 Ill. Reg. 15457, effective September 7, 2011)