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Natural Resources Building
P.O. Box 42560
1111 Washington ST SE
Olympia, WA 98504-2560
Phone: (360) 902-1800

Reimbursement Form

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PLEASE NOTE

This page only applies to participating farms that have already submitted their eligibility application and signed their grant agreement.
Visit the Eligibility Application page

Reimbursement Form

Reimbursements are processed and distributed in the order they are received for purchases made within the fiscal year (July 1 – June 30) a farm applies. Eligible farms may receive reimbursement for up to 50% of costs related to purchasing and spreading compost, not to exceed the amount on each participant's grant agreement contract. Reimbursement forms must be submitted to WSDA by June 1st through the online grant portal (see “How to Submit a Reimbursement Form” below). If there are concerns with meeting this deadline, please contact the program immediately at (360) 974-9797.

The following steps must be completed prior to submitting a reimbursement form:

  • Be approved for the program, sign, and return the grant agreement contract.
  • The required soil samples have been collected and shipped to the lab. You do not need to have received your soil data yet to apply for reimbursement.
  • The Crop & Field Survey has been completed.
  • Have all invoices, receipts, or other proof of expenses.

How to Submit A Reimbursement Form


The reimbursement form is accessed through the online grant portal using the same login used for submitting an eligibility application. Prior to submitting a reimbursement form, a farm must have invoices and related documentation for all costs that they are seeking reimbursement for (see “Documentation Requirements” section below).

After the reimbursement form has been submitted, it will be processed by WSDA. Once processed, WSDA will notify the farm of the amount they are eligible to receive through an invoice (see Example). To receive payment, a farm must sign and return the invoice to WSDA before June 30th of the fiscal year.

 

Documentation Requirements

All reimbursable costs must be accompanied by adequate documentation and a description of what that purchase was used for. Any costs that do not have or have insufficient documentation will not qualify for reimbursement.

Adequate purchase documentation must include the following:

  • The name of the company or entity name the purchase was made from.
  • Indication that the purchase was for you or your farm specifically.
  • Date of purchase.
  • Clear itemization of each item purchased.
  • Proof that the purchase was paid or completed. This can include but is not limited to, a payment receipt, a scan of a stamped check, an invoice from the business indicating a $0 balance, etc.

Adequate labor documentation must include the following:

  • For Payrolled Employees:
    • Timesheet information showing total hours worked associated with the program.
    • Dates associated with work completed.
    • Brief description of work completed.
    • Proof of payment in the form of paystubs or scans of checks.
    • Please omit any sensitive information including employee name, contact information and/or tax information.
  • For Outside or Contract Work:
    • A breakdown of work completed in the form of an invoice to your farm.
    • Date when work was completed.
    • Proof that the purchase was paid or completed. This can include but is not limited to, a payment receipt, a scan of a stamped check, an invoice from the business indicating a $0 balance, etc.

Reimbursable and Non-Reimbursable Expenses


Please see the grant agreement contract for the full list of reimbursable and non-reimbursable costs. All costs must be associated with compost products purchased to be eligible. All costs for which reimbursement is being sought must be accompanied by appropriate documentation.

The following expenses are reimbursable through this program:

  • Compost purchased from a Washington facility with a solid waste handling permit or a permit-exempt facility. View a map of eligible facilities.
  • Costs related to the transport of compost
    • Fuel costs
  • Transportation and Spreading equipment related costs
    • Purchase of spreading equipment
    • Fuel costs for transportation and spreading compost
    • Maintenance costs of equipment
  • Labor costs related to transporting and applying the compost
The following expenses are not reimbursable through this program:
  • Compost purchases not made directly from a Washington compost facility with a solid waste handling permit or one that is permit exempt (purchases from a 3rd party vendor or retailer).
  • Any expense that exceeds the usual and customary market rate for similar goods or services.
  • Any expense paid before the grant agreement contract was signed.
  • Any expense after the Reimbursement Form has been submitted.
  • Any expense associated with compost products produced by the farm or compost products that it has transferred, or intends to transfer, to another farm.
  • Any expense covered by other federal, state, or local governmental funding or insurance payment.
  • Any expense reimbursed by any other grant, program, or other means.
  • Any expense that has not been paid, or cost that was not directly incurred by the farm.
For specific questions regarding reimbursable costs, please contact Compost@agr.wa.gov.

Limitations on Reimbursement

  • A farm may only submit one reimbursement form per fiscal year for purchases made and usage costs incurred during the fiscal year (July 1 – June 30). Reimbursement forms must be submitted to WSDA by June 1st. If there are concerns with meeting this deadline, please contact the program immediately at (360) 974-9797.
  • A farm cannot receive reimbursement for more than 50% of the reimbursable expenses it incurs each fiscal year.
  • A farm cannot receive more than the amount listed on their grant agreement contract.

For general grant and eligibility questions, email Compost@agr.wa.gov.

Grant awards are taxable and will be reported by WSDA to the IRS. All program records and data are subject to public disclosure.

The WSDA Compost Reimbursement Program is supported with funding from Washington’s Climate Commitment Act. The CCA supports Washington’s climate action efforts by putting cap-and-invest dollars to work reducing climate pollution, creating jobs, and improving public health. Information about the CCA is available at www.climate.wa.gov.