CREATE Tip of the Week - Reimbursement

Required Supporting Documentation for Reimbursement Submittal

You received a CREATE grant, completed your course and now you’re ready to submit for reimbursement. To ensure that your reimbursement is granted and the process is smooth, be sure to include the required supporting documentation in addition to the CREATE Reimbursement Forms.

Your reimbursement will not be processed without the appropriate, required documentation. The required documentation includes:

• Receipts for all expenses. The CREATE grant does not pay off of invoices or verbal agreements. The receipt must have a date, list a balance and show that the balance was paid off.
• Maps from Google or MapQuest that show mileage. The mileage shown on the maps is used as the basis for mileage reimbursed. Without the map CREATE cannot grant reimbursement for mileage.
• Accommodations (Housing/Hotels) Be sure to include the hotel receipt in your documentation, NOT the hotel invoice. Your receipt must include the dates of your stay and show that you paid off the balance.

As stated in the Grant Guidelines, you cannot make purchases before you receive confirmation of the approval of your grant. Your reimbursement will be denied. This includes, but is not limited to, the purchasing of books, class supplies, paying any deposits (accommodations, car and equipment rental, etc.).

The best way to ensure a speedy and smooth reimbursement process is to start collecting the supporting documentation that you received for the course and additional expenses associated with the course from the day your CREATE grant is approved. By collecting these documents from the beginning, you can avoid a last minute scramble to recover them.

If there are questions about supporting documents, or if an entity needs assistance in supplying replacement documents, please contact Lakesha Jones, Grant Manger, at lj@couralhealth.org. For more information on CREATE, visit our web page at http://coruralhealth.org/programs/create/.