1. Can I file my Claim For reimbursement prior to receiving a Board Approved Application of Eligibility and a UST Release #?
    No. Per 503 CMR 2.08, a claim for reimbursement must be filed by an Eligible Claimant. In summary, to be an Eligible Claimant you shall have an approved Application for Eligibility and be assigned a UST Release #.

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  2. What costs will be considered timely for my first Claim for Reimbursement?
    For your FIRST submittal only, you shall submit costs within 90 days of the date of the Eligibility Approval letter for those costs paid no greater than 180 days from the date you filed your Application for Eligibility.

    For example, your Eligibility Approval letter date is April 1, 2001. The UST Board received your Application for Eligibility on January 1, 2001. By July 1, 2001, (90 days from April 1, 2001), the

    UST Board must receive those costs paid after August 1, 2000 (180 days prior to January 1, 2001, the date you filed your Application of Eligibility). Remember this applies solely to the first claim for reimbursement.

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  3. What about those costs that are paid less than 180 days from the date I plan to submit my first Claim for Reimbursement?
    Those costs shall be submitted no later than 180 days from the date they were paid.

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  4. When is it appropriate to use the Labor Codes (Codes designated under 1.0) found in Appendix 3 Fee Schedule?
    Generally, the labor codes can be used if the labor hours cannot be assigned to response actions assigned to other task codes in the Appendix 3 Fee Schedule. For example, Emergency Response Actions costs and DEP Tier IA classified sites may require a technician or project manager to monitor activities for 24-hours. In this scenario, labor codes may be used to claim technicians or project managers labor hours because the oversight task codes solely cover 8 or 10-hour workdays.

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  5. How do I organize my claim for Reimbursement?
    The UST Board recommends that all claims be filed accurately and completely in a manner that will facilitate processing. For example, place the Appendix 4- Claim for Reimbursement on the top of your package. Follow it by the completed Appendix 4A-Worksheet with the Invoices as they are listed on the Appendix 4A-Worksheet. Behind each invoice place the proof of payment and the backup documentation for all costs reported on that invoice. NOTE: Be sure to place task codes on each invoice with clear notation as to the costs that the codes correlate to. If your are claiming a report, include a copy of the report as supporting documentation. If the report is not completed, write a note indicating the report is in progress and will be supplied in your next submittal. If your are claiming chemical analysis costs, include the Chain of Custody and copies of chemical analysis reports as supporting documentation.

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  6. What if my costs do not have a task code?
    Pursuant to 503 CMR 2.11 (3), you may obtain three bids from contractors who provided that identical service. The bids shall be reported on Appendix 5.

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  7. How do I complete the Appendix 5? And what if the contractor I select is not the lowest bidder?
    Enter each bid on the Appendix 5. Attach a copy of each bid to the Appendix 5. Enter "Appendix 5" in the Invoice column of the Appendix 4A worksheet and complete the Appendix 4A worksheet as usual. If the bid you select is not the lowest bidder, you must provide an explanation as to why the selection of that bidder was made. You must demonstrate that your choice is the most cost-effective, reasonable and necessary selection.

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  8. How many days do I have to file a Request For Reconsideration?
    A Request for Reconsideration must be filed within 60 days from the Board Claim Approval Letter date.

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  9. What must the Reconsideration contain?
    Reconsideration's shall be clear, concise written statements of the reasons you believe the costs denied should have been approved for reimbursement. The claimant shall present in exact detail those costs sought. We recommend a spreadsheet format be used. Provide the invoice #, task codes, amounts and the reason why those costs should be reimbursed. Place all new evidence and documentation not reasonably available during claims processing in the order they are stated. Provide a copy of Claim For Reimbursement Worksheet and the Board Approval letter provided to your by Sedgwick James of New England.

    Clearly explain and support the costs which you are seeking reconsideration. The Board cannot evaluate the merits of statements only. New evidence and supporting documentation is also required.

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  10. What address do I send an Overnight package to?
    Please refer to the UST Contact Information page.

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