Reimbursements can be filed for all reimbursable costs under the program.

To sign up for emails about the status of your Reimbursement Claim, see User Accounts and Notifications. Notifications for other users can only be managed by the Entity Administrator.

Search for a Reimbursement

  1. In the navigation panel, select Reimbursements.

  2. Type your search criteria into one or more of the fields. The list of reimbursements will filter based on your criteria.

Add a Reimbursement Claim

  1. In the navigation panel, select Reimbursements.

  2. Select + New to add a new reimbursement.

    Blue button that reads plus new
  3. On the New Reimbursement Claim pop-up window:

    1. Select the state program from the drop-down box.

    2. Select the program year from the drop-down box.

    3. Select the period for filing frequency from the drop-down box.

    4. Choose a Claim Creation Option. You must choose add individual line items, upload reimbursement claim spreadsheet, or add line items later.

    5. Select Save.

The title of your Reimbursement claim will be auto generated.

To add individual line items:

  1. In the Add Reimbursement Claim Line Items pop-up window, select the boxes for the line items you want to include on your reimbursement claim.

  2. Select Next to move on to the next category.

  3. Continue to select Next until you have viewed and selected all items for your reimbursement claim.

    Add reimbursement line items pop-up with assessment, equipment, shipping and tax, installation, training, travel, administration, outreach and maintenance and repair listed across the top.  A list of equipment is shown with equipment, consumer, date received, and cost. checkboxes to the left of the equipment are highlighted with a red box. Back and next buttons are on the bottom left and the Next button is highlighted with a red box..The Save and Cancel buttons are in the bottom right.
  4. Select Save.

Line Item Status may be: Initiated, Submitted, Flagged, Returned to Entity, Linked Reimbursement Claim, or Removed Reimbursement Claim.

To Upload Reimbursement Claim Spreadsheet:

  1. On the Upload Reimbursement Claim Line Items pop-up window, fill in a description for your claim.

  2. Select Upload a file. You must upload one ZIP file which contains two files: an Excel file that is the NDBEDP State Reimbursement Request and a PDF that contains all of the supporting documentation.

  3. Select Open. The name of your file appears in the Submit Reimbursement Claim pop-up window.

    Upload reimbursement Claim Line Items pop-up with description text field, upload a file or drag and drop ZIP section, and Save and Cancel buttons in the bottom right.
  4. Select Save. Please allow up to 10 minutes for your file to be processed. You will receive an email regarding the status of your reimbursement claim and if it has been accepted or if changes need to be made.

To re-upload the spreadsheet when it has Processed spreadsheet unsuccessfully:

  1. Select the Upload tab

    Reimbursement Claims home page with Claims tab and Upload tab to the right.  Upload tab is highlighted with a red box.  Features shown are in the top left of the screen.
  2. Select +New

    blue button that reads plus new
  3. In the New Reimbursement Claim pop-up window, select the reimbursement claim you are replacing from the drop-down box.

  4. Add a description.

  5. Select Upload a file. You must upload one ZIP file which contains two files: an Excel file that is the NDBEDP State Reimbursement Request and a PDF that contains all of the supporting documentation.

  6. Select Open.

    New reimbursement Claim pop-up with Reimbursement claim drop-dopn at the top and description field below it.  Below that is a section to upload a file or drag and drop a ZIP.  In the bottom right are buttons to Save and Cancel.
  7. Select Save.

To add line items later:

  1. Select View next to the reimbursement to which you want to add line items.

    View icon (blue eye)
  2. Navigate to the Costs tab.

    Detail of upper left of screen with details tab, costs tab t o the right of details, notes tab to the right of costs, and attachments to the right of notes.  Costs tab is highlighted.
  3. Select +Add line items to add line items to your reimbursement.

    Purple button reading add line items

For all three options, you must submit a reimbursement claim as your next step.


Submit a Reimbursement Claim if not an Authorized Signer

  1. In the navigation panel, select Reimbursements.

  2. Select the View icon (blue eye) next to the Reimbursement for which you want to submit a claim.

    View icon (blue eye)
  3. Navigate to the Costs tab.

    Detail of upper left of screen with details tab, costs tab t o the right of details, notes tab to the right of costs, and attachments to the right of notes.  Costs tab is highlighted
  4. Select Download. Your downloaded Reimbursement Claim appears in a pop-up window.

    Red button that reads download with a cloud icon and a downwards-facing arrow
  5. Print the download and fill in all fields.

  6. Scan the downloaded document to your computer.

  7. Select Submit. On the Submit Reimbursement Claim pop-up window:

    Blue button with a ticket icon that reads submit
    1. Select Upload a file and choose the downloaded Reimbursement Claim you filled out and scanned.

    2. Select Open. The name of your file appears in the Submit Reimbursement Claim pop-up window.

      Submit reimbursement claim pop-up that reads You are not signed in as an authorized signer.  In order to submit your reimbursement claim you must upload a file with attestation statement, the authorized signer's name, time, signature, and date Supporting document required.  Below is a section to upload a file or drag and drop.  In the bottom right are buttons to Save or Cancel.
    3. Select Save. Please allow up to 10 minutes for your file to be processed. You will then receive an email regarding the status of your reimbursement claim and if it has been accepted or if changes need to be made. If your spreadsheet upload is returned as unsuccessful:

      1. Select the Upload tab.

        Reimbursement Claims home page with Claims tab and Upload tab to the right.  Upload tab is highlighted with a red box.  Features shown are in the top left of the screen
      2. Select +New.

        blue button that reads plus new
      3. In the New Reimbursement Claim pop-up window, select the reimbursement claim you are replacing from the drop-down box.

      4. Add a description.

      5. Select Upload a file. You must upload one ZIP file which contains two files: an Excel file that is the NDBEDP State Reimbursement Request and a PDF that contains all of the supporting documentation.

      6. Select Open.

        New reimbursement Claim pop-up with Reimbursement claim drop-dopn at the top and description field below it.  Below that is a section to upload a file or drag and drop a ZIP.  In the bottom right are buttons to Save and Cancel.
      7. Select Save.

Submit a Reimbursement Claim as an Authorized Signer

  1. In the navigation panel, select Reimbursements.

  2. Select the View icon (blue eye) next to the Reimbursement for which you want to submit a claim.

    View icon (blue eye)
  3. Navigate to the Costs tab.

    Detail of upper left of screen with details tab, costs tab t o the right of details, notes tab to the right of costs, and attachments to the right of notes.  Costs tab is highlighted
  4. Select Submit. On the Submit Reimbursement Claim pop-up window:

    Blue button with a ticket icon that reads submit
    1. Check the checkbox next to the paragraph.

    2. Fill in your title in the Title text box.

    3. Use the mouse to sign your name in the signature box.

    4. Select Accept.

      Submit Reimbursement Claim pop-up with state program listed, filing period beneath state program. program year below filing period, and claim total beneath program year.  Underneath there is a checkbox and a certification with text fields for fill name and title that the user must fill in.  Below that is a signature field for the user to sign using their mouse and buttons to accept or reject the signature.  in the bottom right are buttons to Save or Cancel.
    5. Select Save. Please allow up to 10 minutes for your file to be processed. You then receive an email regarding the status of your reimbursement claim and if it has been accepted or if changes need to be made. If your spreadsheet is returned as unsuccessful:

      1. Select the Upload tab

        Reimbursement Claims home page with Claims tab and Upload tab to the right.  Upload tab is highlighted with a red box.  Features shown are in the top left of the screen
      2. Select +New

        blue button that read plus new
      3. In the New Reimbursement Claim pop-up window, select the reimbursement claim you are replacing from the drop-down box.

      4. Add a description.

      5. Select Upload a file. You must upload one ZIP file which contains two files: an Excel file that is the NDBEDP State Reimbursement Request and a PDF that contains all of the supporting documentation.

      6. Select Open.

        New reimbursement Claim pop-up with Reimbursement claim drop-dopn at the top and description field below it.  Below that is a section to upload a file or drag and drop a ZIP.  In the bottom right are buttons to Save and Cancel.

        vii. Select Save.

Once you submit your Reimbursement Claim, you will receive an email regarding its status. Reimbursement Claim statuses are: Initiated, Submitted, Revision, Rejected, Reviewed, Approved, Payment Requested, or Payment Completed.

Submit a Reimbursement Claim

  1. In the navigation panel, select Reimbursements.

  2. Select Submit (blue ticket icon) next to the reimbursement that you want to submit. The Submit Reimbursement Claim pop-up will appear.

    Submit icon (Blue ticket)
  3. If you are not an authorized signer:

    1. Select Upload a file and choose a file to upload from your computer. Your file must include the attestation statement, the authorized signer’s name, title, signature, and date.

    2. Select Open. The name of your file will appear in the Submit Reimbursement Claim pop-up.

      Submit reimbursement claim pop-up that reads You are not signed in as an authorized signer.  In order to submit your reimbursement claim you must upload a file with attestation statement, the authorized signer's name, time, signature, and date Supporting document required.  Below is a section to upload a file or drag and drop.  In the bottom right are buttons to Save or Cancel.
    3. Select Save.

  4. If you are an authorized signer:

    1. Check the checkbox next to the paragraph.

    2. Enter your full name in the Full Name text box.

    3. Enter your title in the Title text box.

    4. Use the mouse to sign your name in the signature box.

    5. Select Accept.

      Submit Reimbursement Claim pop-up with state program listed, filing period beneath state program. program year below filing period, and claim total beneath program year.  Underneath there is a checkbox and a certification with text fields for fill name and title that the user must fill in.  Below that is a signature field for the user to sign using their mouse and buttons to accept or reject the signature.  in the bottom right are buttons to Save or Cancel.
    6. Select Save.

Once you submit your Reimbursement Claim, you will receive an email regarding its status. Reimbursement Claim statuses are: Initiated, Submitted, Revision, Rejected, Reviewed, Approved, Payment Requested, or Payment Completed.

Modify a Reimbursement

Note: All modifications must be completed before submitting your Reimbursement Claim.

  1. In the navigation panel, select Reimbursements.

  2. Select View (blue eye icon) next to the reimbursement you want to modify.

    View icon (blue eye)
  3. Select the Costs tab.

    Reimbursement Claims home page with Claims tab and Upload tab to the right.  Upload tab is highlighted with a red box.  Features shown are in the top left of the screen
  4. Select + add line items to add additional line items to a reimbursement.

    Blue button which reads Add line items and has a plus sign
  5. Select Unlink (red circle with a square in it) next to the line item you wish to remove to unlink a line item from a reimbursement.

    Status, equipment, brand, consumer, date received, and cost listed with icons to view, inspect costs, and unlink.  The unlink icon is highlighted by a red square.
  6. Select yes at the pop-up.

  7. Select Recalculate at the bottom of the costs screen to recalculate your total costs if you add or delete line items.

    Orange button with a calculator that reads recalculate.

Add an Attachment to a Reimbursement

  1. In the navigation panel, select Reimbursements.

  2. Select View (blue eye icon) next to the reimbursement to which you want to add an attachment.

    View icon (blue eye)
  3. Select the Attachments tab.

  4. Select + New.

    Details tab, costs tab to the right of details tab, notes tab to the right of costs tab, attachments tab to the right of notes tab.  Attachments tab is highlighted by a red box.  A search bar is at the top of the page and there is a plus new button to the right.  the plus new button is highlighted by a  red box.
  5. In the Create Reimbursement Claim Attachment pop-up window, add a description for your attachment.

  6. Select Upload a file.

  7. Choose a file to upload from your computer and select Open. The name of the file will appear in the Create Reimbursement Claim Attachment pop-up window.

    Create Reimbursement Claim Attachment pop-up with description field and below it a place to upload a file.  In the bottom right are buttons to Save and Cancel.
  8. Select Save.

You may want to add Notes or Coststo your data.