Question 1

How often should I submit a claim?

Accepted Answer

At a minimum of 30 days (monthly); at a maximum of once per quarterIn any case, claims can be submitted more often than monthly with permission from your program manager.

Question 2

How quickly will my claim be paid out after it is submitted?

Accepted Answer

If there are no issues with the claim, the payment will be remitted to the grantee no more than 30 calendar days after submission of the claim. DRPT finance reviews the claim first, then the Program Manager receives the claim for final approval. All approvals should occur within the 30 day timeline.If the claim is negotiated back to the grantee for revisions, the claim will be paid out within 30 calendar days of the claim being resubmitted.

Question 3

What expenses are eligible to submit for reimbursement?

Accepted Answer

The eligibility of your expense depends on the type of grant you have been awarded.Branching logic –What program are you submitting for reimbursement against?5310 and CAP: Please reference your line-item budget in your contract. See XXX for further details.TRIPSpecialWorkforce developmentDemo and technical assistanceRTAP (see RTAP hub)Small Urban Training (same)

Question 4

My grant period is ending - when should I submit my final claim?

Accepted Answer

The eligibility of your expense depends on the type of grant you have been awarded.Branching logic –What program are you submitting for reimbursement against?5310 and CAP: Please reference your line-item budget in your contract. See XXX for further details.TRIPSpecialWorkforce developmentDemo and technical assistanceRTAP (see RTAP hub)Small Urban Training (same)

Question 5

If my final claim is for more than my remaining grant amount, do I need to submit for the exact dollar amount of the remaining grant?

Accepted Answer

No. You can submit the claim for all of your expenses for the time period and DRPT will only reimburse you for the exact remaining dollar amount.

Question 6

When can I start incurring expenses against the grant?

Accepted Answer

At the start date of the project contract, which is often July 1.5310 exception: All project start dates for 5310 are October 1.

Question 7

What type of supporting documentation do I need to include with my claim?

Accepted Answer

Every claim needs clear, legible documentation that justifies each expense. Required attachments include, but aren’t limited to:A Summary Sheet listing invoice dates, numbers, vendors, amounts charged, expense categories, and brief descriptions.Paid vendor/contractor invoices with detailed descriptions of items or work performed.Payroll or financial system reports showing staff time and fringe benefits charged.Reports on actual work performed (meetings, events, deliverables).Indirect cost calculations and approval letters if exceeding the 15 percent de minimis rate.For consultant work, copies of sub-contracts and invoices.Copies or images of marketing materials, meeting agendas, or project deliverables.**Examples of ridership costs, operating costs, examples of claim supporting documentation as attachmentsCreate sample invoices/supporting documents based on real examples

Question 8

What would cause my claim to be rejected?

Accepted Answer

Requested amount does not tie to summary sheet/supporting documentationSubmission of ineligible expensesClaims for expenses incurred outside of the project periodDouble billing for the same expenses

Question 9

What could cause my claim to be negotiated back for corrections?

Accepted Answer

Missing supporting documentation for the claimIllegible writing or calculationsMissing calculations to show how requested amounts were reachedIneligible activity on the grant (could also lead to the claim being rejected)

Question 10

Do I need to show backup documentation for any indirect costs incurred?

Accepted Answer

No

Question 11

Do I have to request reimbursement for the maximum indirect cost rate?

Accepted Answer

You can request reimbursement for any amount up to your approved indirect cost rate.Example: My organization’s indirect cost rate is 20%. I can request reimbursement for anywhere from 0-20% on any claim.

Question 12

Do I need to remove local match before I submit a claim?

Accepted Answer

No, submit your claim for the total expense, including local match. You will be paid according to the terms of your contract, with any local match subtracted from the reimbursement.Example: My organization submitted a claim for $10,000. The local match for my organization is 10%. I will be reimbursed for $9,000.

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