A.) Claimants may submit a written response indicating why costs denied on the reimbursement decision should be paid.
B.) If the claimant disagrees with the decision in the reimbursement payment package, a Notice of Intent (NOI) to object and a Reconsideration Claim Form must be submitted to the Division within the filing deadlines specified in the Reconsideration Procedure Package. If filing deadlines are not met, the decision in the reimbursement payment package is final. This written objection is to be in the format specified in the Reconsideration Procedure Package and explain the reasons for disagreement with the decisions in the reimbursement payment letter, and supply any additional supporting documentation. Upon receipt of this information and at the claimant's request, the Division may schedule a reconsideration meeting to re-evaluate the denied costs.
C.) Claimants will be given an opportunity to contest the reimbursement decisions in accordance with the Administrative Process Act. Within the filing deadline, the claimant must submit a written summary of the issues that will be contested using the Reconsideration Claim Form.
D.) The reconsideration procedures provide the Division the opportunity to correct certain errors. The following types of errors can be corrected:
1.) Failure of the Reviewer to verify an Invoice Form which was received prior to completing the verification package for the Reimbursement.
2.) Errors the Reviewer makes in verifying an Invoice Form.
3.) Failure of the claimant to submit all invoices.
E.) Notwithstanding the above, some types of errors cannot be corrected. It is the responsibility of the claimant and/or consultant to ensure that all application forms (Invoice Forms, and sampling and testing verification) are completely and accurately filled out. Failure to exercise proper care in preparing an application may result in a denial of costs, which cannot be corrected through the reconsideration process, including:
1.) Items omitted from the Invoice Form will not be eligible for reimbursement
2.) Unverified sampling and testing results will not be eligible for reimbursement.
3.) No additions or revisions to the Invoice Forms will be accepted from the claimant after the Reviewer forwards the verification package to the Division.
4.) Using one invoice in multiple claims. Invoices submitted in an application cannot be used as documentation for reimbursement of costs in subsequent claims.
5.) The following are types of errors that cannot be corrected:
a.) Failure to claim performed work on the Invoice.
b.) Failure to claim sampling and testing costs as authorized
c.) Failure to claim all costs in a submitted invoice
d.) Failure to submit to the Reviewer all supporting documentation to demonstrate the necessity of work performed which exceeds expected activities Such documentation must be submitted before the Reviewer forwards the verification package to the Division.