| Vehicle Reimbursement Instructions |
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| Terms and Conditions |
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Grant recipients are responsible for paying the vendor. All terms of payment should be clearly understood before entering into a contract , and one of the terms should include when the local matching funds will be paid to the vendor. Do not make any payments prior to completion of the post-delivery inspection and acceptance of the vehicle.
Grant recipients must either deduct or declare any rebates, discounts, or pricing deductions from the total costs submitted for reimbursement. If received after the vehicle is delivered and paid for, send ODOT the rebate check and your agency’s match portion will be returned.
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| Reimbursement Process |
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To request reimbursement for vehicles purchased with federal 5310 or 5311 funds, please complete and return the following:
1. Letter including all of the following information:
- Your agency name and contact information
- Number and type of vehicle(s)
- Total cost of all items submitted for reimbursement
- Declaration of whether or not any rebates are or will be given on price
- Identify if rebates have been deducted from total cost (above)
- 5-digit grant number associated with the reimbursement
- Date of acceptance of the vehicle(s)
- Source of matching funds
2. Copies of all invoices associated with total costs identified for reimbursement
3. Pre-Award and Post-Delivery certifications. These certifications are not required for vehicles purchased with state funds.
4. Be sure to keep copies of all documentation before mailing to:
ODOT Public Transit Division
Attn: Capital Programs Manager
555 13th St. NE Ste. 3
Salem, OR 97301-4179
Expect reimbursement within approximately one month of our receipt of all the above materials.
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| Related Links |
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| Questions? |
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Please contact Joni Bramlett, (503) 986-3416
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