How and when do I submit my completed course for reimbursement?

Modified on Wed, Jun 11 at 1:54 PM

Once an approved course from your Express Service Agreement is completed, please submit a reimbursement request for the course within 30 days from date of completion.

In order to submit for reimbursement, you will need to locate your reimbursement information which was sent along with your agreement via DocuSign.* Please read through the first page of the reimbursement document then fill out the second page and send the following to express@commcorp.org:

Reimbursement form (Page 2 of reimbursement document) - filled in completely, including information at the top. See below for a closer look at how the reimbursement form should be filled out.
List of trainees
Training Provider Invoice that has the name of the course you took as shown on your Express Service Agreement, the training provider name, and the name of the business being billed.
Proof of Payment:

Acceptable proofs of payment include: copy of bank statement, copy of cancelled check, copy of credit card statement/credit card activity (screenshots accepted), or copy of QuickBooks statement, or another accounting software showing the transaction and payment made.

Get more information and see examples here.

How do I fill out my reimbursement request form correctly?

There are four different sections of the reimbursement form that will need to be filled out prior to submitting your request:

Section 1- Grantee Information

Ensure all fields are filled out at the top of the form. If you have a newer form, everything should be filled out except for the Contact Name, Email, and Phone. Please ensure those are filled in with the contact information of the person that can answer questions about the form should any arise.

Section 2- Course Reimbursement Details

Please enter course details for all courses you are requesting for reimbursement. Our form can only accommodate up to 3 courses, so if you have more than three courses, you will need to fill out more than one form. You will need the course ID for the course (which can be found in your agreement), the course name as applied for, the actual training start and end dates for the course (it's okay if it differs from your agreement, but they should still be within your agreement period), the number of trainees that took the course, the total amount paid for all trainees that took the course, then the amount you are requesting. The amount you are requesting should not exceed the amount approved for the course, but also should also not exceed the amount you actually paid.

Additionally, please check off the three boxes to the right confirming you will attach a list of trainees, the training provider invoice, and proof of payment for the course.

Section 3- Total Reimbursement Request Amount

Please enter the total amount you are requesting for the 1–3 courses listed on your form. If you are submitting more than one reimbursement form for 4+ courses, the total amount requested should reflect the amount for the 1–3 courses on each individual form. When reviewed and approved, the reimbursement payment you receive will be for all courses submitted within the check run period.

Section 4-Authorizing Details and Signature

Don't forget to sign! Please sign and date the form before submitting.

What if I would like to be reimbursed electronically?

If you would like to be paid via EFT, fill out the EFT form that was also included in your Express Service Agreement packet and submit to our finance team at financeeft@commcorp.org. Do NOT send the EFT form to our Express inbox. You only need to fill out an EFT form once, and do not need to resubmit if it was already submitted for a previous grant with Commonwealth Corporation.

*Help! I can't find my reimbursement form!

Please search your inbox for the signed agreement first. DocuSign sends every contract signatory a pdf copy of all the documents that are needed. You can search by the subject line, "Completed: Express Contract:<Project Number> <Start Date of Training>"

If you can still not locate the agreement information, reach out to our Express Team at express@commcorp.org indicating the name of the business that was approved for funding along with the project number that was assigned to the agreement (if you can't remember the project number, please let us know which course you are trying to submit reimbursement for). We will help you out from there!