The following documents must be submitted as
outlined to process invoices for payment and
reimburse pumpout project expenses.
1. Invoice on facility’s letterhead
labeled as INVOICE
- Must be dated and signed
include project application and contract agreement
- Must include accurate remittance address
Grant Payment Match Form [PDF -
Form must be
completed and sent with each invoice submitted to DEP.
Certificate of Completion Form [PDF - 22 KB]
must be completed, notarized and submitted with final
invoice to DEP.
4. Vendor Invoices and Cancelled (cashed) Checks
Any of the following can be considered proof of payment:
vendor invoices and proof of payment must be for work
performed during the grant award contract period. Invoices
and payments must be for the same service or item. Proof of
payment must be provided for all invoices for which the
grantee is seeking reimbursement or is claiming as match.
- Copy of front and back of cancelled (cashed) checks.
- Cash register receipts for cash expenditures.
- Copy of bank
statement or transaction detail from your financial
institution showing the item deducted from the facility’s
- Copy of corporate, debit or credit card receipt
with a copy of the invoice or statement from the corporate,
debit or credit card company showing the expensed item, and
a copy of the proof of payment for the corporate, debit or
credit card invoice, such as a front and back copy of
cancelled (cashed) check paying the corporate, debit or
credit card invoice, or a copy of the bank statement or
transaction detail from your financial institution showing
the item deducted from the facility’s account.
5. In-House Labor
If submitting in-house labor as match,
list employee name, rate of pay, number of hours and dates
work performed on facility’s letterhead and include proof of
payment. Proof of payment can be a front and back copy of
the employee’s cancelled (cashed) check, a copy of the
facilities payroll register, or a copy of the facility’s
bank statement or transaction detail showing the payment
deducted from the facility’s account.
6. Operational Plan
Plan must include hours of operation,
equipment maintenance schedule, phone number(s), emergency
phone number, pumpout operating directions, cleaning
instructions and VHF channel(s) monitored.
7. Photos of Completed Pumpout Project and
are required to verify the completion and installation of
the pumpout project, and the pumpout symbol and pumpout
operations signs. The photo of the pumpout symbol sign must
also show that it is visible to boaters from the waterway.
8. Sample Pumpout Log Sheet
A copy of the log sheet the
facility uses to record pumpout activity is required. This
sheet should state the date, gallons pumped, vessel is
in-state or out-of-state and the fee collected (if any) for
each pumpout conducted. Sample
9. Educational Brochures and Materials
samples/copies of any printed material produced with CVA
Invoices and payment documents are due no later than the
project completion date specified in your Grant Award
Submit payment documents to:
Act Program, MS30
3900 Commonwealth Blvd.
CVA Application Info
Clean Marina Programs