Reimbursement may be requested upon completion of the approved project, or at monthly increments for extensive projects.
Reimbursement requests must be accompanied by a summary sheet, outlining each invoice contained in the request, as well as a letter specifying the amount of reimbursement expected from the invoices submitted. All reimbursement requests must contain complete supporting documentation to demonstrate proper use of the required brand identity, as well as proof of payment of submitted invoices.
Supporting documentation and proof of payment includes:
- Copies of paid invoices and corresponding cancelled checks or bank statements. See Proof of Payment Options for more information.
- Media invoices (i.e., radio, television, internet or publication invoices) and appropriate broadcast affidavits, screen captures, or tear sheets).
- Copies of all partner checks are required at final reimbursement.
The state reserves the right to review/audit an applicant's and/or partner's records, including financial statements and supporting records, relating to the project. Records, including financial statements and supporting records, must be retained by the applicant and all partners for a minimum of three years after the close of the project.
Upon discovery of any violation of the terms of the agreement, these rules, or state or federal law by the applicant or by any partner to the approved application, the state may terminate any project agreement and/or reject any future applications from such applicant or any partner to the application.
Approved award recipients shall provide to the Division final written evaluations, as determined by the Commission at the time of approval, of the advertising program supported by the application.
Questions regarding Invoice, Reimbursement and Audit Process?
Loarie Butcher, Director of Administration 304.957.9314 loarie.h.butcher@wv.gov
Eric Ayersman, Internal Auditor 304.957.9386 eric.j.ayersman@wv.gov
Connie Rosenbaum, Large Applications ($10,000+) 304.957.9322 connie.l.rosenbaum@wv.gov
Denise Allen, Small Applications (Up to $7,500 and Fair & Festivals) 304.957.9354 denise.a.allen@wv.gov
Fax: 304.746.0010
Note: To save the files, right-click the link (Windows) or Option-click (Mac) and choose Save target as.
43 - Reimbursement Summary Instructions
44 - Reimbursement Summary Sheet
15 - Audit checklist for $10,000+ Award Level - (Microsoft Word document)
45 - Audit checklist for $5,000 Fair & Festival and Up to $ 7,500 Award Levels - (Microsoft Word document)
42 - Reimbursement Letter Example - (Microsoft Word document)
AUDIT REQUIREMENT
In the 2005 Legislative Session, certain requirements were made of entities that receive state funds. The requirements are retroactive to July 1, 2003. Entities receiving less than $ 50,000 in a state fiscal year (July 1 – June 30) can complete a Sworn Statement of Expenditures themselves, while entities that receive more than this amount in a state fiscal year will have to contact an independent CPA to have a more involved “Report” prepared, for the state funds they have received. For more information regarding the requirements of Senate Bill 4006, please click on the link below. Also, a Sworn Statement of Expenditures Form can be accessed by clicking on the link below.
Senate Bill No. 4006 12-4-14 Audit Bill
Senate Bill No. 4006 12-4-14 Presentation
Sworn Statement of Expenditures Form 4006 and Instructions