R151-5-6. Grants to Providers -- Procedures for Reimbursement

(1) Only approved grants with an associated executed grant agreement are eligible for expense reimbursement or upfront funding requests. (2) A provider shall submit reimbursement or upfront funding requests on forms provided by the ombudsman for that purpose. Forms not fully completed will be returned to the applicant for revision and resubmittal. (3) For any upfront funding included within an executed agreement, a provider shall submit both: (a) a request for upfront funding disbursement aligning with the approved amount and activities noted within the grant agreement; and (b) receipts, invoices, and other supporting documentation requested by the ombudsman or the executive director to validate use of the funds disbursed in accordance with the agreement period identified in the associated executed grant agreement. (4) For reimbursements, a provider shall include receipts, invoices, and supporting documentation of expenditures, including proof of payment if requested by the ombudsman or the executive director. (5) A provider shall submit the complete reimbursement request in accordance with Sections R151-5-7 through Sections R151-5-10, and the agreement period identified within the associated executed grant agreement following the approved event, class, seminar, or resource release date. (6) The failure to submit a complete reimbursement request and all associated required documentation within the grant agreement period identified within the associated executed grant agreement shall result in the denial of reimbursement, or demand that any or all upfront funding amounts disbursed be returned. (7) Reimbursement and upfront funding requests accepted by the ombudsman for review shall be reviewed by the ombudsman, the fund manager, and the executive director or their designees, and may be approved, approved with conditions, or denied. (8) Reimbursement and upfront funding funds may be paid only: (a) for eligible expenditures executed in good faith with the intent to ensure the best reasonable value; and (b) pursuant to a reimbursement or upfront funding request form that has been signed and approved by the ombudsman, the fund manager, and the executive director, or their designees.