Reimbursement: Steps to Follow to Receive Your Grant Money

Reimbursement: Steps to Follow to Receive Your Grant Money August 2008 1

I Just Received a Grant Now What? TCEQ publication RG-464A 2 August 2008

TCEQ publication RG-464A How Do I Get the Grant Money? How Do I Get the Grant Money? Reimbursement in 7 Easy Steps Note: The grant money can only go to you if you pay, out of your own pocket, an amount equal to your grant amount. If you do not pay cash for the equipment, then the grant program allows you to send your grant check to the dealership or finance company. This is called an assignment. Step 1: Receive the signed contract. Note: With the Emission Reduction Incentive Grant (ERIG), you will receive a Notice to Proceed letter that indicates you may begin your grant activity. Step 2: Go shopping. Find the equipment you want to purchase. Note: You need to purchase equipment similar to what your contract specifies. Step 3: If the equipment you want to purchase is different from the equipment in your application or contract, then contact your grant manager (listed on the letter you received with your contract) before you buy the equipment. If not, then go to step 4. Note: The different equipment may cause your grant amount to change or may not work for your grant. Your grant manager can be contacted at 800-919-TERP (8377). Step 4: Fill out the request for reimbursement forms. The forms, including reimbursement forms, are in a package sent with your contract and this workbook. Forms needed: If you are sending your payment to a dealership or finance company (assignment), then fill out: (1) Form 1: Request for Reimbursement (2) Form AP-152 Form (Texas Application for Payee Identification Number) (3) Form 2a: Replacement Detailed Expense Summary If you paid the costs with your own funds (without financing), then fill out: (1) Form 1: Request for Reimbursement (2) Form 2a: Replacement Detailed Expense Summary August 2008 3

I Just Received a Grant Now What? TCEQ publication RG-464A Step 5: Mail the reimbursement forms in with a copy of the invoice and payment papers (finance agreement, copy of cashier check, copy of canceled check or wire transfer). Mailing address for express delivery (i.e. UPS, FedEx, DHL) TERP Reimbursement Implementation Grants Section, MC 204 Air Quality Division Texas Commission on Environmental Quality 12100 Park 35 Circle Austin, TX 78753 Mailing Address for standard mail TERP Reimbursement Implementation Grants Section, MC 204 Air Quality Division Texas Commission on Environmental Quality P.O. Box 1387 Austin, TX 78711-3087 Step 6: The TCEQ will review the forms and contact you if any additional information is needed. Checks are mailed in 30 to 45 days from the date that all reimbursement forms and documentation are sent in and completed to the satisfaction of the TERP program. Step 7: When the check is mailed, you move to the equipment disposition process (destroying the old equipment). Note: Please read the chapter in this workbook called Disposition for the next steps after reimbursement. 4 August 2008

TCEQ publication RG-464A How Do I Get the Grant Money? Reimbursement: Common Issues Forms Where do I get the reimbursement forms? The reimbursement forms are mailed out with a copy of the contract. You can also get the forms online at <www.terpgrants.org>. Which forms do I complete if I am assigning payment? Form 1: Request for Reimbursement Form AP-152 (Texas Application for Payee Identification Number) Form 2a: Replacement Detailed Expense Summary Which forms do I complete to receive reimbursement directly? Form 1: Request for Reimbursement Form 2a: Replacement Detailed Expense Summary Can I fax or e-mail in my request for reimbursement forms? No. The TERP program needs the original signed copies of the reimbursement forms; therefore, all reimbursement requests must be mailed in or hand delivered. Who signs Form AP-152 (Texas Application for Payee Identification Number). The grantee. Do I complete reimbursement Form 2a using the numbers found in my contract? No. The numbers used on the form should be the actual costs of the equipment you are buying. How is the service date determined on Form 2a? This is the date that you started using the new equipment. If you are not currently using the equipment, then put down the date you expect to start using the equipment. If I am installing a GPS system on my truck, then where do I record the cost? The installation costs only should be listed under Other GPS on the incremental cost calculation found on Form 2a. August 2008 5

I Just Received a Grant Now What? TCEQ publication RG-464A Payment When can I receive payment directly? When you have paid the equipment costs with your own funds. Do I have to assign my payment to the dealership or finance company? If you did not pay cash for the costs to be reimbursed with grant funds, then you must assign payment to the company that paid the equipment cost. How do I assign my payment to the dealership or finance company? By completing the assignment information found on Form 1: Request for Reimbursement and Form AP-152 (Texas Application for Payee Identification Number). Purchases Do I have to purchase the same equipment that is in my contract? In some cases you may purchase a different make or model; however, it is important to make sure the equipment you want to purchase will work for your grant. The new engine will need to have a NO x -emissions level the same as, or better than, that of the equipment you were approved to buy in your grant. Contact your grant manager to verify that the equipment is okay for your grant before purchasing. Do I have to purchase the equipment from the dealer that I received the quote from? You can purchase the truck from someone else, but you must be sure that the equipment works for your grant. If I purchase a cheaper truck, then will I get the same grant amount? The grant program will reimburse no more than 80 percent of the truck costs. Fill out Reimbursement Form 2a to find out how much you will be paid. If I purchase a piece of equipment that costs more, can I get a higher grant amount? No. The grant amount awarded is the maximum amount you can receive. If I purchase a newer piece of equipment than listed in my contract, can I get a higher grant amount? No. The grant amount awarded is the maximum amount you can receive. 6 August 2008

TCEQ publication RG-464A How Do I Get the Grant Money? I have multiple activities on my contract. Do I have to do all the activities at the same time? No. You can purchase one activity and submit a request for reimbursement for it. At a later time, you can purchase the equipment for the other activities and submit reimbursement for those activities. Please be aware of your contract end date. Are document fees an eligible cost? Any document fees related to financing are not reimbursable costs. However, any document fees related to the dealership and purchasing the equipment are reimbursable costs. What documents are acceptable as proof of payment? Copy of cashier s check Copy of canceled check Copy of wire transfer Copy of finance agreement Bank reconciliation statements Other forms are acceptable; please call 800-919-TERP and speak with a person in the finance department if you have questions. Does the financing have to be finalized before I can get reimbursed? The financing for the balance owed needs to be in place before the TERP program will provide reimbursement. Where do I mail my reimbursement forms? For express mail (overnight), mail the forms to: TERP Reimbursement Implementation Grants Section, MC 204 Air Quality Division Texas Commission on Environmental Quality 12100 Park 35 Circle Austin, TX 78753 For standard mail (regular), mail the forms to: TERP Reimbursement Implementation Grants Section, MC 204 Air Quality Division Texas Commission on Environmental Quality P.O. Box 13087 Austin, TX 78711-3087 August 2008 7

I Just Received a Grant Now What? TCEQ publication RG-464A How long does it take for a check to be mailed once I send my reimbursement forms? Allow 30 to 45 days from the date a complete reimbursement request and all documentation is received. How do I find out if my grant check has been mailed? You can call the TERP hotline at 800-919-TERP (8377) and ask to check the status on your reimbursement check. Are the reimbursement checks mailed by standard mail or overnight mail? All reimbursement checks are mailed using standard mail and not by express mail. What type of supporting documentation must I submit? An invoice, bill of sale, or purchase order. Payment documentation, for example: copies of cashier s checks, canceled checks, executed loan or lease agreements or copies of wire transfers. Why does the TERP program need copies of the payment documentation? The program must ensure that all equipment costs have been paid in full before reimbursement can be made. What is a copy of the canceled check? A copy of the canceled check is a front and back copy of the check once it has cleared the bank. Do I have to dispose of my old equipment before I can receive reimbursement? No. The TERP program gives you 90 days from the date the check is mailed to dispose of the old equipment and send in the disposition form and photos. What is the TERP program s 80 percent rule? On replacement activities, the TERP program will not reimburse more than 80 percent of the equipment s total cost minus any scrappage value. Does the 80 percent rule apply on all replacement activities? Yes. The TERP program will not pay more than 80 percent of the equipment costs on replacement activities. Does the 80 percent rule apply on repower activities? No. Repower activities may be reimbursable up to 100 percent of the repower cost. 8 August 2008

TCEQ publication RG-464A How Do I Get the Grant Money? Engine Family Code What is the engine family code or engine test group? The engine family code number is a 12-digit alphanumeric code that tells the grant program the engine s NO x emission level. Where is the engine family code found? The engine family code is generally found on the engine serial plate. What format is the engine family code in? The format for the engine family code is: One number or letter represents the engine s manufacture year Three letters represents the manufacturer code per the EPA One letter represents the engine family type Four numbers represents the engine displacement in liters Three numbers and/or letters represents the code assigned by the engine manufacturer. (An example of an engine family code: 7CEXH0912XAM) August 2008 9

I Just Received a Grant Now What? TCEQ publication RG-464A 10 August 2008