For DBIA Grant Recipients:

• Awardees are required to submit a current W9 to WCMA staff.
• Awardees are required to complete a six-month and 12-month project survey.
• Awardees are expected to maintain reasonable communication with WCMA and CDR staff. This may include requests for success stories, photos, and updates to provide to USDA.

Reimbursement requests that do not follow the instructions will not be processed.

1. Your award timeline is one year.
2. Grant awardees are allowed to submit up to four reimbursements for the grant cycle.
3. Grant awardees are allowed up to one amendment per grant cycle.
4. Reimbursements will be processed twice a month, around the 1^st and 15^th.
5. All reimbursement requests should be sent to Danica Nilsestuen, Grants and Business Programs Director at dnilsestuen@wischeesemakers.org.
6. The total award amount cannot be increased, and the original intent of the project cannot be altered.
7. Equipment must be purchased from either a dairy supplier or an industrial/commercial supplier of food-grade equipment.
8. Proof of payment is required when requesting reimbursement, including staff wages*.

Documents needed for reimbursement submission:

1. Budget worksheet
2. Electronic copies of receipts or paid invoices, numbered and saved with vendor name (for example, ‘invoice1_cheesestore’).

Your Budget Worksheet:

Tab 1 (Approved Budget): lists approved expenses for the grant cycle, the approved dollar amount for the expenses (pulled from your application budget), the amount remaining for each item, the total amount of your award, total amount reimbursed to-date and the amount remaining. We have added a line at the bottom for ‘underspent / overspent’. There may be times throughout the grant period you spend more or less on an item(s). This is where we will track that difference.

Please do not make changes to this tab.

Tabs 2-5 (request 1-4): tabs for each of up to four reimbursement requests.

Steps for Completion:

1. On your budget worksheet, use the tab associated with the request you are submitting. For example, if this is your first request for the cycle, use ‘request 1’ tab.

• Multiple items can be requested for reimbursement in one request.
• Partial reimbursements can be requested for approved expenses (for example, a down payment and final payment, or multiple orders for supplies).

2. Enter the exact dollar amount from each expense receipt* into the associated ‘Request Amount’ column on the same request tab (it can be more or less than the amount listed as ‘approved’)

*Documentation showing proof of payment (in U.S. dollars) is required.

3. Enter in the attachment number (each attached receipt or paid invoice should be numbered) from each expense receipt into the associated ‘Attachment/Receipt Number” column on the same request tab.

4. Enter in the date the request is being submitted via email to WCMA. This should be the same date for any item requested on the same request tab.

5. Make sure you save your updated Budget Worksheet and prepare to send in the email request.

6. Email submission requirements:

1. SUBJECT LINE: All reimbursement request emails should indicate company name, grant cycle and request number.
   1. Business Builder: “Company Name, DBIA 4, December 2023 (8) Reimbursement Request 1”
   2. Industry Impact: “Company Name, DBIA 4, December 2023 (9) Reimbursement Request 1”

1. Attach relevant invoices/receipts (numbered accordingly) AND the updated Budget Worksheet.

*If we require any additional information or clarification, Danica will be in touch with that request. When a request has been approved, Danica will send you a notification for your records.

• Awardees will receive checks mailed to the address shown on the required W9 submitted to WCMA.
• Reimbursements will be made via ACH payments. An invitation to set up a bill.com account will be emailed to the designated point of contact.

While not common, there are occasional extenuating circumstances that require new items be added to grant budgets. If an awardee has an extenuating circumstance, a formal amendment request must be submitted to add new items to the approved budget.

An amendment should not be used for shifts in prices. This will be covered in more detail on the reimbursement webinar.

Amendments must be approved PRIOR to purchase and should include quotes.

You are asked to enter your grant cycle on the Amendment Request form. Depending on your grant award date, your grant cycle is either:

DBIA-4, December 2023 (8)

DBIA-4, December 2023 (9)

DBIA SP, May 2024 (10)

DBIA-5, December 2024 (11)

DBIA-5, December 2024 (12)

Please complete the form below and email it to Danica at dnilsestuen@wischeesemakers.org to request an amendment. Please indicate that you are requesting an amendment AND include your grant cycle (See above) in the email subject line.

AMENDMENT REQUEST FORM- DOWNLOAD HERE

DBIA expects that most grant projects will be completed within one year of approved funding. However, should you require an extension, you may apply for up to 6 months of additional time. There is no cost for an extension. You may use either an electronic or ink signature on the request form.

You are asked to enter your grant cycle on the Extension Request form. Depending on your grant award date, your grant cycle is either:

DBIA-4, December 2023 (8)

DBIA-4, December 2023 (9)

DBIA SP, May 2024 (10)

DBIA-5, December 2024 (11)

DBIA-5, December 2024 (12)

Please complete the form below and email it to Danica at dnilsestuen@wischeesemakers.org to request an extension. Please indicate that you are requesting an extension AND include your grant cycle (See above) in the email subject line.

EXTENSION REQUEST FORM- DOWNLOAD HERE