A.) When the Division finds essential information is missing, an evaluation will be made to determine whether the claim can be processed without the information and if so, what impact the missing information will have with respect to the amount approved for reimbursement. If the claim can be processed without the missing information then the Department may in its sole discretion process the claim "as is." If it is not possible to process the claim "as is," the Division will contact the claimant and attempt to resolve the deficiency(ies). If contacted, an applicant will have 14 days from the date of the call or letter to submit the information requested and cure any deficiencies. Extensions of the 14-day deadline will not be granted. An application which does not contain all of the required information after the 14 day time frame may be rejected or processed "as is", which can result in complete denial or a partial reimbursement. In rare cases, an application may have so many deficiencies, or defects, that it cannot be processed and is rejected immediately, with a written explanation of the defects and remedies needed.
B.) After receipt of an application for reimbursement of biosolids monitoring costs, the Division will evaluate it to determine whether:
a.) the invoiced costs are eligible for reimbursement;
b.) the application has been completed correctly, including all required signatures;
c.) all of the necessary forms and documentation have been submitted;
d.) there are any costs submitted for reimbursement that are not eligible;
C.) Upon completion of the reviews described above, the Division will render reimbursement decisions, as described in the Biosolids Fee Guidance Manual, based upon the information contained in the file. These reimbursement decisions will be documented and communicated to the applicant through a reimbursement decision letter.
D.) Only invoices pertaining to the monitoring activity claimed in the current application will be accepted. Costs omitted from previous claims are ineligible for reimbursement in subsequent claims. Likewise, invoices submitted in previous claims will not be eligible documentation for reimbursement of costs in subsequent claims. To reduce the risk of disqualification of costs, costs for different monitoring activities should be invoiced separately. If possible, invoices should be structured so that costs are grouped according to task or activity.