Grant Reimbursement Process
Reimbursement “infers” that payment to a homeowner, HOA or association will be after-the-fact. That means that the mitigation work must be completed during (not before) the period of the grant and the appropriate paperwork (receipts, canceled checks, volunteer timesheets, invoices) is submitted to PAWUIC.
PAWUIC consolidates reporting paperwork and corrects as needed prior to submission to the AZ Department of Forestry and Fire Management (DFFM) Grants Specialist. After review and approval by Arizona State Forestry Division, the paperwork moves to Federal offices in New Mexico for more review and final approval for payment. The check is then ordered and sent to DFFM. They in turn deposit and cut a check for PAWUIC. The submissions from DFFM to New Mexico offices are not just from PAWUIC but include submissions from other grant recipients. The process usually takes between 90 and 120 days for the state to issue a check to PAWUIC. However, depending on the demands of staff at DFFM and U.S. Forest Service, the process can be delayed and we've seen as much as a 180 day wait. This is an exception and most often happens during fire season when staff are participating in fire commands around the state.
Cash cannot be recognized by DFFM as legitimate payment for reimbursable work done under a grant. Cancelled check or credit card receipt are the only acceptable proofs of payment.
PAWUIC will issue checks within two weeks after receiving the state funds. Depending on the size of check received, the bank may hold the deposit for five business days.
Submission to the DFFM Grant Specialist occurs once a preceding reimbursement package has left DFFM for New Mexico.