Reimbursement requests must be submitted using the following electronic process:
1) Submit an invoice packet, including all required paperwork. 
    a. CHG/HEN reimbursement requests must be submitted monthly, no later than the 14th of the month.
    b. HHGP/AHGP/ARPA reimbursement requests must be submitted monthly, no later than the 14th of the month.

2) Download the latest KCHHD Expense Report Form (linked below).  These Excel Forms are periodically updated; it is important to ensure that you are using the most recent version of the form (e.g., do not simply re-use a previously submitted form. 

3) Open the Expense Report Excel form: If you are prompted, please select Enable Content.

4) Complete the Excel Workbook in its entirety including all applicable tabs.  The KCHHD Expense Report contains step-by-step instructions on the right-hand side of the worksheet.  The Grant Recipients Page contains additional links to written instructions on how to complete the Diverse Spend Report.

5) Submit reimbursement request submission that includes KCHHD Expense Report excel file and complete the Cognito submission form at the link below labeled "KCHHD Reimbursement Request Form".  If the person submitting the reimbursement request is an authorized signer for the contracting organization, they will be able to sign and submit the request for processing.  If a different person within the contracting organization is required to sign, the submitter will indicated the Signers Name and Email address, the submitter will then be able to send the request to the signer for review and signature.

6) Once you have submitted your reimbursement request, your submission will be reviewed.  If there are errors or questions you will be notified by email.  When your submission is accepted you will receive an email from notifications@cognitoforms.com with the signed and completed form attached.  Please make sure to check your junk mail and/or make emails from CognitoForms a “safe sender” so that you do not miss these emails.

7) Approved for Payment:  Once the request has been signed by both the recipient and County Division staff, CognitoForms will send an email titled “KCHHD Reimbursement Request Form - APPROVED - {Contract #} {Invoice#} ” and attach the completed document.  Download and retain a copy of your reimbursement request for your records.

8) Routing for Payment:  Once the approved request is signed by both the Housing and Homelessness Division and Contractor:
   a. Invoice paperwork will be submitted to the County Accounting Department for issuing the payment.
   b. Kitsap County will pay the request for reimbursement within 30 days of its receipt of the completed request.

9) Payment: Kitsap County will pay the request for reimbursement within 30 days of its receipt of the completed request.

Repeat this process each time you wish to submit a Reimbursement Request.

Assistance with this process is available by contacting Leah Noldan, lnoldan@kitsap.gov, or (360) 337-7289.

 

Quarterly Progress Reports

All grant recipients must submit a quarterly report for each quarter of their contract, regardless of whether there was any grant activity. Quarterly progress reports are due the last weekday of the month following the end of the calendar quarter (April 30, July 30, October 29, January 31). All Quarterly Progress Reports are submitted electronically through DocuSign.

Important Note: Before you click the link, you must have all the information you will need to submit the reimbursement request assembled. Unfortunately, you can not save your work once you've started. Every time you click the link a new report is sent whether you finish it or not.

Quarterly Progress Report Form:

You can look at a blank example Quarterly Progress Report Form below so you know what information you will need, but you may only submit this form via the DocuSign process.

Download the sample form here

By/For Grants ONLY grants should be submitted monthly no later than the 14th day of the following month.

Reimbursement requests for Eviction Prevention Distribution Organizations funds may be submitted as frequently as weekly, preferable on Tuesdays, using the Kitsap County Eviction Assistance grant reimbursement process detailed below.

Reimbursement Request Training Slides

You can find training slides for preparing an invoice packet here (v2 3/11/22)   PDF 

To submit an invoice packet:

1) Download the latest Excel 2022 KCHHD Reimbursement Request Form (linked below). 

2) Open the Reimbursement Form Excel: If you are prompted, please select Enable Content.

3) Complete the Excel Workbook in its entirety including all applicable tabs.

4) Prepare and Scan Backup Documentation:
     a. Packet must include scanned copies of all itemized receipts, clearly indicating the grant expense(s).
     b. For payroll expenses, submit time summaries and timesheets signed by employees.
     c. For mileage please submit a log including the name of the driver, dates traveled, to/from locations, and miles traveled.
    d. For rental/utilities distribution organizations only also include the following as applicable:
      i. Landlord Payment Agreement and Other Housing Costs forms
     ii. Other Housing Costs Payment Agreement form
     iii. Utilities Payment Agreement form
     iv. Any purchase orders, warrants, vouchers, or similar which document payment from your organization to the payee (landlord, utility provider, or other provider).
   v. T-RAP Report Form with corresponding information for households included on the reimbursement request. This report is now due each month to cderenbu@co.kitsap.wa.us no later than the 5th of the month.

5) Submit invoice packet that includes the 2022 KCHHD Reimbursement Request Excel File and all required backup documentation via Cognito at the link below labeled "KCHHD Document Submission Form".

6) Once you have submitted your reimbursement request, your submission will be reviewed.  If there are errors or questions you will be contacted by email.  When your submission is accepted you will receive an email from DocuSign dse@docusign.net with a link “Review your Documents” within the email.  Please make sure to check your junk mail and/or make emails from DocuSign a “safe sender” so that you do not miss these emails.

7) Electronically Sign:  Launch the link from DocuSign email.  You will see the submitted form with two signature areas, it will prompt you to ‘Confirm Signature’ to electronically sign the form.  Once electronically signed, a pop-up will inform you that you have finished signing – and you will be offered the option to create an account – select “No Thanks” unless you choose to sign up for a free trial.  You do not need a personal DocuSign account to complete the reimbursement requests.

8) Signing Complete:  Once the Request has been signed by both the recipient and County Division staff DocuSign will send an email titled “Completed: KC General Reimbursement Request Form” with a link to the completed document.  Use the link in the email to download and retain a copy of your reimbursement request.

9) Routing for Payment:  Once the approved request is signed by both the Housing and Homelessness Division and Grantee:
   a. Division staff will submit the invoiced amount for payment to the Department of Commerce.
   b. Invoice paperwork will be submitted to the County Accounting Department for issuing the payment.

10) Payment: Kitsap County will pay the request for reimbursement within 30 days of its receipt of the completed request.

Repeat this process each time you wish to submit a Reimbursement Request.

Assistance with this process is available by contacting Leah Noldan, lnoldan@co.kitsap.wa.us, or (360) 337-7289.

 

Coming soon