Current through Bulletin 2024-06, March 15, 2024
(1) A responding jurisdiction that seeks
reimbursement shall provide notice to the requesting jurisdiction within 30
days of the termination of statewide mutual aid assistance.
(a) The notice of intent should include the
following:
(i) Form 110;
(ii) a brief summary of the services provided
by the responding jurisdiction; and
(iii) contact information for the designated
person or financial representative responsible for the request.
(b) The responding jurisdiction
shall reference the assigned mission number when seeking reimbursement from a
requesting jurisdiction.
(c) In
addition to the notice of intent to seek reimbursement, the responding
jurisdiction shall provide the requesting jurisdiction and the SMAA
coordinator, if the state was involved, with a copy of all documents related to
deployment and reimbursement, including:
(i)
Form 101 and any amendments or supplements;
(ii) Form 110;
(iii) Form 113;
(iv) Form 115;
(v) any notices of dispute; and
(vi) any payments made by the requesting
jurisdiction in response to the responding jurisdiction's request.
(2) The requesting
jurisdiction shall acknowledge receipt, in writing, of the notice of intent to
seek reimbursement from the responding jurisdiction.
(3) The SMAA coordinator shall record all
documents related to deployment and reimbursement from the requesting
jurisdiction personnel acting as an agent of the state.
(a) The SMAA coordinator shall coordinate
with both jurisdictions to encourage and facilitate proper reimbursement, if
needed.
(b) The SMAA coordinator
may provide reminder notices in anticipation of due dates including the
notifications required under Subsections (3) and (4).
(c) The division may designate a financial
representative to monitor and provide guidance to participating jurisdictions
concerning reimbursement.
(4) When the notification requirements of
Subsection (3) have been met, the responding jurisdiction may submit a request
for reimbursement to the requesting jurisdiction within 60 days of the
termination of statewide mutual aid assistance.
(a) The request for reimbursement shall
include a cover letter that summarizes the assistance provided under Form
101.
(b) The request for
reimbursement shall also include the following:
(i) a comprehensive invoice listing resources
provided with the total cost;
(ii)
Form 110;
(iii) Form 115;
and
(iv) supporting documentation
including copies of individual invoices, travel claims, vouchers, and other
similar items.
(c) The
request for reimbursement shall also include a copy of any amendments or
supplements to the original Form 101 and accompanied by the itemized costs and
respective supporting documents.
(5) The requesting jurisdiction shall
reimburse the responding jurisdiction no later than 30 days from the date of
receiving the request under Subsection (4) unless:
(a) either jurisdiction provides written
notice to the other jurisdiction that disputes the reimbursement costs, or
alleges noncompliance with the applicable procedures and criteria; or
(b) the jurisdictions agree to an extension
for reimbursement.
(6)
Disputes regarding reimbursement shall first be addressed between the
responding jurisdictions and requesting jurisdiction within 30 days after
either party provides notice of the dispute.
(a) The jurisdictions shall make a reasonable
effort to resolve the dispute during the 30 day period.
(7) If a dispute cannot be resolved by the
jurisdictions within 90 days after the notice of dispute, either party may
submit the dispute to the committee.
(a)
Requests to the committee must be made no later than 30 days after the end of
90-day period described in Subsection (7).
(b) The requesting jurisdiction shall submit
the following documents to the committee for review:
(i) Form 110;
(ii) a concise narrative explaining the
dispute; and
(iii) the documents
listed in Subsections (4)(a) through (c).
(c) The requesting and responding
jurisdictions may submit other supporting evidence that is relevant to the
dispute.
(d) The committee has 30
days to schedule the matter for a hearing.
(e) The committee chairperson shall select a
quorum of seven committee members to participate in the hearing.
(f) Hearings are designated as informal
adjudications pursuant to Utah Code Ann. Section
63G-4-202.
(g) The committee, by majority vote, shall
issue a final written decision within 30 days of the hearing that includes
findings of fact and its reasons for its decision.
