Applying for Reimbursement

(1) Form of Claims for Response Action. (a) Any Claims for Response Actions after July 1, 1994 shall be made on the Application for Reimbursement. Such Claims shall include all required documents. For electronic submission permission and requirements, see the DOR UST Program website. All Claims shall be accompanied by Proof of Payment, copies of all invoices and all backup documentation necessary to support the invoices. (b) A Claimant may file multiple Claims for Reimbursement in connection with a Response Action after the Board approves the Application for Eligibility. Claims may be filed while a Response Action is occurring. Claims are subject to the following requirements: 1. All Claims must be submitted no later than 365 days from the date of payment. In the case of retainer payments, all claims must be submitted within 365 days from the date of service. 2. The Board shall determine the minimum claimed amount that can be submitted per claim per month. 3. No more than one Claim per month may be submitted regardless of amount; 4. When submitting a Claim, submit all expenditures to date not previously submitted. The Board shall not approve a Claim to the extent it includes costs, expenses and obligations paid more than 365 days before the submission of the Application for Eligibility. (c) Within 45 days of presenting a Claim for Reimbursement to the Board or within 45 days of presenting supplemental information requested by the Board, DOR shall notify the Claimant in writing of the Board's determination as to the Claim for Reimbursement. For purposes of administering the program, a Claim shall be considered received upon its submission to DOR, its review by DOR, and presentation to the Board. (2) Supplementing Claims. (a) Before presenting a Claim to the Board for a vote, the DOR shall forward to the Claimant a claim review worksheet. The claim review worksheet shall list the DOR's recommendation for payment. The Claimant shall have 21 days to respond to DOR's recommendation and submit supplemental information as needed to substantiate the Claim. (b) If DOR receives supplemental information within 21 days, DOR shall review the Claim. The recommendation for payment may be adjusted upon receipt of such supplemental information. 2.09: continued (2) After filing an Application for Eligibility, the Applicant shall furnish the Board with such additional information as the Board deems necessary within 30 days of the request to determine that the Release and the Applicant meet the requirements set forth in 503 CMR 2.00 and M.G.L. C. 21J. (3) An Application for Eligibility shall not be accompanied by Claims, receipted bills or other indicia of amounts paid. (4) An Application for Eligibility shall be considered complete upon its receipt and review by the Board. (5) No Claim shall be submitted to the Board until the Board makes a favorable determination on the Application for Eligibility. (6) For an application of Eligibility to be approved by the Board, the following additional criteria must be met: (a) Delivery and Annual Tank Fees have been paid in full, (b) Facility must meet the requirements of a Dispensing Facility (c) Facility must be in Full Compliance at the time of the Release (d) The release must have originated from the UST System. If the source of the Release is unknown, the Petroleum Product shall be presumed to have been released from the existing or last UST System.