R704-2-10. Reimbursement Procedures for Rendering Mutual Aid

  (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.