Submitting Your Expense Claim

Once the project is complete, and all of the project expenses have been documented by your company, you are ready to use the online Expense Claim Form to report these expenses to CME for reimbursement. The Expense Claim Form will look like the budget you submitted as part of your original application, and you will need to explain any significant variations (up or down) in actual expenses – and identify any major vendors in each cost category. You can claim expenses that have not been paid yet, but you must be able to document everything that you submit. Note that when you submit your expense claim, you may be selected on a random basis to supply us with physical copies of your expense documentation.

Expense Reimbursement

After review by both CME and your Reference, and possible adjustment of any ineligible costs, your expense claim will be approved. If your approved expenses end up being less than originally proposed, the award amount will be adjusted accordingly.

For example, assume you proposed a $100,000 project and received an award of $50,000 – 50% of the project costs. Once the project was completed, actual expenditures were only $90,000, so the award amount would be reduced to $45,000, and payments would be adjusted accordingly.

Based on the revised award amount, you will receive a second payment that, combined with your initial payment, brings you up to 80% of the award amount.

Continuing the example above, you would have received $15,000 as an initial payment (30% of $50,000). After reducing the award amount to $45,000, you will receive a second check calculated as follows:

2nd Payment = (80% of $45,000) less initial $15,000 payment = $21,000

After the 2nd payment, you would have received a total of $36,000.

If your actual expenses are higher than originally budgeted, we will not be able to increase the award amount, so be sure to keep close control on your spending during the project.

RELATED LINKS

• Frequently Asked Questions (FAQ)
• Project Progress Reporting
• Expense Claims and Reimbursement
• Project Payments
• Reporting Results and Receiving Final Payment

LATEST NEWS

Application Intake Now Closed
Jul 01, 2010
The application intake closed on June 30, 2010. All applications are currently being reviewed and applicants should expect to receive a status update by August 16, 2010.

SMART II Program Extended to March 31, 2011
Jun 14, 2010
SMART accepting NEW applications until 4PM EST - June 30, 2010.