Common use of Requesting Reimbursement Clause in Contracts

Requesting Reimbursement. Accomplishment reports and maps of completed work will be submitted with all requests for reimbursement. • Partial payment form along with invoices and proof of payment for grant-funded purchases, Cash Match form along with proof of payment, and In-Kind Match form, if applicable • Partial payments may be submitted as needed, following the above reporting date schedule, and must include all up-to-date required documents and accomplishment reports • Accomplishment reports will include grant contract deliverables and their impacts • Photo documentation of the project’s progress at appropriate phases, and illustrations, diagrams, charts, graphs, and maps to show results • Maps will: o Identify the location of ash that have been removed o Identify the location of ash stumps that have been ground o Identify the location and species of trees that have been planted o Identify the location of ash trees that have been treated • All trees removed, treated, and planted will be mapped and submitted as shapefiles if possible, with the planted trees identified by species and size, to obtain grand fund reimbursement. If your community does not have access to shapefile-generating software, please notify your DNR Urban and Community Forestry Team Member, and they will work to assist you. Following the submission of invoices and accomplishment reports, a compliance check will be conducted by Minnesota Department of Natural Resources staff. Staff will do a site evaluation ensuring that tree species submitted on maps are correctly identified and planted in accordance with the standards set in the Minnesota Department of Natural Resources Pocket Guide to Planting Trees. Staff will also ensure that the project adheres to the 20-10-5 guideline which means that following planting, a community has no more than 20% of their trees within a single family, no more than 10% of their trees within a single genus, and no more than 5% of their trees within a single species. Staff will confirm that planted tree stock is ¾”-2” caliper bareroot or a container class size #20 or smaller. Ineligible project expenses include, but are not limited to: • Costs incurred prior to the start date on the fully executed grant agreement • Purchase of trees listed on the Minnesota Invasive Terrestrial Plants and Minnesota Noxious Weed lists, including Amur cork tree, Amur maple, autumn olive, black locust, buckthorn, ▇▇▇▇▇▇▇ pear, Norway maple, Russian olive, Siberian elm, ▇▇▇▇▇▇▇▇ maple, and tree of heaven • Purchase of balled and burlapped trees, containerized trees larger than #20, and bareroot trees greater than 2” caliper diameter • Purchase of tree species that already make up 10% or more of the community’s public trees, or whose family makes up 20% or more of the public trees • Purchase of plants such as shrubs, living ground covers, sod, grass seed, and flowers • Purchase of land or easements • Major soil and grade changes or construction • Equipment purchases equal to or exceeding $5,000 • Purchase of meals or snacks for volunteers • Experimental practices not approved by DNR

Requesting Reimbursement. Accomplishment reports and maps of completed work will be submitted with all requests for reimbursement. • Partial payment form along with invoices and proof of payment for grant-funded purchases, Cash Match form along with proof of payment, and In-Kind Match form, if applicable form • Partial payments may be submitted as needed, following the above reporting date schedule, needed and must include all up-to-date required documents and accomplishment reports • Accomplishment reports will include grant contract deliverables and their impacts • Photo documentation of the project’s progress at appropriate phases, and illustrations, diagrams, charts, graphs, and maps to show results • Maps will: o Identify the location of ash that have been removed o Identify the location ash stumps have been ground o Identify the location and Diameter at Breast Height (DBH) of ash stumps that have been ground treated o Identify the location and species of trees that have been planted o Identify the location of ash trees that have been treated • All trees removed, treated, and planted will be mapped and submitted as shapefiles if possibleshapefiles, with the planted trees identified by species and sizespecies, to obtain grand fund reimbursement. If your community does not have access to shapefile-generating software, please notify your DNR Urban and Community Forestry Team Member, and they will work to assist you. Following the submission of invoices and accomplishment reports, a compliance check will be conducted by Minnesota Department of Natural Resources staff. Staff will do a site evaluation ensuring that tree species submitted on maps are correctly identified and planted in accordance with the standards set in the Minnesota Department of Natural Resources Pocket Guide to Planting Trees. Staff will also ensure that the project adheres to the 20-10-5 guideline which means that following planting, a community has no more than 20% of their trees within a single family, no more than 10% of their trees within a single genus, and no more than 5% of their trees within a single species. Staff will confirm that planted tree stock is ¾”-21-2” caliper bareroot or a container class size #20 15 or smaller. Ineligible project expenses includeThe Minnesota Department of Natural Resources needs to be acknowledged in publications, but are not limited to: audiovisuals, and electronic media developed as a result of this award. • Costs incurred prior Including any publications or outreach materials related to the start date on the fully executed this grant agreement • Purchase or agreement, a statement of trees listed on affiliation with Minnesota Department of Natural Resources, e.g., “This publication made possible through a grant from the Minnesota Invasive Terrestrial Plants Department of Natural Resources.” OR “This project was conducted in cooperation with the Minnesota Department of Natural Resources.” • Logo is permitted for use and Minnesota Noxious Weed lists, including Amur cork tree, Amur maple, autumn olive, black locust, buckthorn, can be obtained by contacting an Urban and Community Forestry Team Member Personnel and Owned Equipment $1,500.00 $1,500.00 Eligible Expenses $100,000.00 $50,000.00 $150,000.00 Page 13 City of Brooklyn Park ▇▇▇-▇▇▇-▇▇▇▇ Email: ▇▇▇▇.▇▇▇ pear, Norway maple, Russian olive, Siberian elm, ▇▇@▇▇▇▇▇▇▇▇▇▇▇▇.▇▇▇ maple# of Trees to be Planted: 160 Size (caliper for deciduous, and tree of heaven • Purchase of balled and burlapped treesheight for conifers):1"-1.5", containerized trees larger than #20, and bareroot trees greater than 2” caliper diameter • Purchase of tree species that already make up 10% or more of the community’s public trees, or whose family makes up 20% or more of the public trees • Purchase of plants such as shrubs, living ground covers, sod, grass seed, and flowers • Purchase of land or easements • Major soil and grade changes or construction • Equipment purchases equal to or exceeding $5,000 • Purchase of meals or snacks for volunteers • Experimental practices not approved by DNR-3'

Requesting Reimbursement. Accomplishment reports and maps of completed work will be submitted with all requests for reimbursement. • Partial payment form along with invoices and proof of payment for grant-funded purchases, Cash Match form along with proof of payment, and In-Kind Match form, if applicable • form Partial payments may be submitted as needed, following the above reporting date schedule, needed and must include all up-to-date required documents and accomplishment reports • Accomplishment reports will include grant contract deliverables and their impacts • Photo documentation of the project’s progress at appropriate phases, and illustrations, diagrams, charts, graphs, and maps to show results • Maps will: o Identify the location and Diameter at Breast Height (DBH) of ash trees that have been removed o Identify the location of ash stumps that have been ground o Identify the location and Diameter at Breast Height (DBH) of trees that have been treated o Identify the location and species of trees that have been planted o Identify the location of ash trees that have been treated • All trees removed, treated, and planted will be mapped and submitted as shapefiles if possibleshapefiles, with the planted trees identified by species and sizespecies, to obtain grand fund reimbursement. If your community does not have access to shapefile-shapefile- generating software, please notify your DNR Urban and Community Forestry Team Member, and they will work to assist you. Following the submission of invoices and accomplishment reports, a compliance check will be conducted by Minnesota Department of Natural Resources staff. Staff will do a site evaluation ensuring that tree species submitted on maps are correctly identified and planted in accordance with the standards set in the Minnesota Department of Natural Resources Pocket Guide to Planting Trees. Staff will also ensure that the project adheres to the 20-10-5 guideline which means that following planting, a community has no more than 20% of their trees within a single family, no more than 10% of their trees within a single genus, and no more than 5% of their trees within a single species. Staff will confirm that planted tree stock is ¾”-21-2” caliper bareroot or a container class size #20 or smaller. Ineligible project expenses include, but are not limited to: • Costs incurred prior to the start date on the fully executed grant agreement • Purchase of trees listed on the Minnesota Invasive Terrestrial Plants and Minnesota Noxious Weed lists, including Amur cork tree, Amur maple, autumn olive, black locust, buckthorn, ▇▇▇▇▇▇▇ pear, Norway maple, Russian olive, Siberian elm, ▇▇▇▇▇▇▇▇ maple, and tree of heaven • Purchase of balled and burlapped trees, containerized trees larger than #20, and bareroot trees greater than 2” caliper diameter • Purchase of tree species that already make up 10% or more of the community’s public trees, or whose family makes up 20% or more of the public trees • Purchase of plants such as shrubs, living ground covers, sod, grass seed, and flowers • Purchase of land or easements • Major soil and grade changes or construction • Equipment purchases equal to or exceeding $5,000 • Purchase of meals or snacks for volunteers • Experimental practices not approved by DNR.