State of Utah Governor's Office of Economic Development

Governor's Office of Economic Development - BEAR Reimbursement Request Form

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FY 2019 BEAR REIMBURSEMENT REQUEST INSTRUCTIONS


Please read the following instructions carefully.


There are three types of BEAR reimbursement requests, each with unique reporting requirements. They are, Business Outreach (known as traditional BEAR activities), Business Advancement, and Community Economic Development.


You will be asked to check all the boxes pertaining to the reimbursement type(s) you are reporting and requesting. Once a box is checked, and you have chosen "Yes" to the subtopic you would like to report, the required reporting and uploading fields will open. Please fill in all the required fields and upload all the supporting documents requested. You will then be required to upload your company invoice with an appropriate invoice number. When all fields are filled and documents are uploaded, push the submit button. Your claim will be sent directly to the GOED Compliance Office for review.



WHAT YOU WILL NEED


Business Outreach may be reported and claimed on the quarters. You will need:


1)    Business Outreach Activities

Grant Recipient shall record and track all BEAR activities in spreadsheet format, including

a.      Number of BEAR visits conducted

b.      Number of visits within Targeted Industries;

c.       Date of, and type of surveys conducted;

d.      Referable items identified during BEAR visit;

e.      Referrals made (with sufficient detail to determine to whom referrals were made);

f.       Referrals made to state programs such as Rural Fast Track Grant, Enterprise Zone Tax Credits, etc.

g.      Referrals closed, meaning data showing whether referral resulted in a meeting or contact between the client business and the entity to whom the client business was referred;

h.     New Businesses identified by grant recipient that are within targeted industries as stated in the Project Proposal;

i.       An estimate of jobs created or filled as a direct result of the referrals made by grant recipient;

j.        An estimate of jobs retained by the client business as a direct result of the referrals made by the grant recipient.

 You will also be asked to enter

a.      Requested BEAR reimbursement; and

b.      Receipts for expenses incurred to conduct BEAR activities

c.    Administrative Fees (administrative fees are not to exceed 5% of the total overall project budget over the fiscal year).

 

2)    BEAR Team Meetings

Reporting shall include:

a.      Agenda of every meeting;

b.      Attendance role of each meeting;

c.      Minutes taken of each meeting, including action items discussed and whether those items were resolved and how;

d.      Requested BEAR reimbursement; and

e.      Receipts for expenses.

 

3)    BEAR Program Marketing

Report shall include:

a.      Cost breakdown; and

b.      Copy of marketing materials produced

c.       Requested BEAR reimbursement;

d.      Receipts for expenses.

 


Business Advancement may be reported and claimed on the quarters. You will need:


1)    Business Consultation and Economic Gardening

Activities provided as a direct result of referrals made by the grant recipient, including:

a.      Business name;

b.      Industry by NAICS Code(s);

c.       Economic Gardening provided, and by which entity;

d.      Amount the company receiving services paid;

e.       Requested BEAR reimbursement; and

f.        Receipts for expenses.

g.    Invoice(s) for Administrative Fees (not to exceed 5% of total overall project budget for the fiscal year).


Business Training and Skill Development

Report shall include:

a.      Number of workshops held;

b.      Number of Trainings held;

c.       Date of each workshop and training;

d.      Substance of each workshop or training;

e.       List of attendees;

f.       Amount the company receiving services paid, and

g.      Requested BEAR reimbursement; and

h.      Receipts for expenses.

g.   Invoice(s) for Administrative Fees (not to exceed 5% of total overall project budget for the fiscal year).

 

3)    Targeted Workforce Development

Report shall include

a.      Name of people receiving training funds and

b.      Which industry person is being trained for,

e.      Training description including:

                                                              i.      Name of school, technical center, or incubator;

                                                            ii.      Cost of class or related development costs; and

                                                          iii.      Student payment contribution

                                                           iv.      Payment documentation

c.       Requested BEAR reimbursement;

d.      Receipts for expenses.

f.   Invoice(s) for Administrative Fees (not to exceed 5% of total overall project budget for the fiscal year).

 

4)    Seminars and Summits

Reporting shall include:

a.      Number of seminars and/or summits held;

b.      Date of each seminar and/or summit;

c.       Copy of agenda and marketing material to show the substance of each seminar and/or summit;

d.      List of attendees;

e.      Requested BEAR reimbursement; and

f.       Receipts for expenses.

g.   Invoice(s) for Administrative Fees (not to exceed 5% of total overall project budget for the fiscal year).

 


Community Economic Development may be reported only upon completion of a Project that was proposed in the application and agreed to in contract.  You will have either a Community Driven Planning and Implementation Project or another GOED-approved Economic Development Project. Choose the category that fits your project. No partial reimbursement for incomplete projects is given.  You will need:


1)    Community Driven Planning and Implementation

Reporting shall include

a.      Copy of the plan such as the GAP Analysis, Leakage Study, Areas Sector Analysis Planning, or any other plan or report that is generated by a Consulting Organization;

b.      Name of Consulting Organization

c.       Number of people participating in planning process;

d.      Summary of how plan is being or will be implemented;

e.      Requested BEAR reimbursement; and

f.       Invoices of Consulting Organization

g.      Receipts for expenses.

h.    Invoice(s) for Administrative Fees (not to exceed 5% of total overall project budget for the fiscal year).

 

3)    Any other GOED-approved Project designed with specific economic development activities, a timeline and a budget related to the completion of the project.

Reporting shall include

a.      Copy of the completed plan, study, or report generated as a result of the Project;

b.      Number of people participating in planning process;

c.       Summary of how plan is being or will be implemented;

d.      Copy of preliminary Project Budget and Timeline;

e.       Copy of final Project Budget and Timeline;

f.        Requested BEAR reimbursement; and

g.       Receipts for expenses.

h.    Invoice(s) for Administrative Fees (not to exceed 5% of total overall project budget for the fiscal year).

 

We will contact you by phone or email if we have questions or need additional information. We will expedite your claim as quickly as we can. If you have any questions regarding this process please contact James Dixon at jdixon@utah.gov.



Thank you for your Business Expansion and Retention efforts in rural Utah!


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GOED Logo
GENERAL INFORMATION













REIMBURSEMENT CATEGORY

BUSINESS OUTREACH (Traditional BEAR Activities)

BEAR Visits and Referral Tracking




BUSINESS OUTREACH (Traditional BEAR Activities)

BEAR Team Meetings
If you are conducting BEAR Team meetings and seek reimbursement please complete the following sections.





BUSINESS OUTREACH (Traditional BEAR Activities)

BEAR Program Marketing
If you are conducting BEAR Program Marketing and seek reimbursement please complete the following sections.




BUSINESS ADVANCEMENT
If you are doing Business Consulting and/or Economic Gardening and seek reimbursement please complete the following sections. If you are doing so for multiple companies, please enter one and then select "Add another response" to add others.

Business Consulting/Economic Gardening




500 Character Limit




BUSINESS ADVANCEMENT
If you are conducting Business Training and Skill Development Workshops and seek reimbursement please complete the following sections. If you are doing multiple trainings and workshops, please enter one and then select "Add another response" to add others.

Business Training and Skill Development



500 Character Limit



BUSINESS ADVANCEMENT
If you are conducting Targeted Workforce Development and seek reimbursement please complete the following sections. If you are doing so for multiple individuals or groups, please enter one and then select "Add another response" to add others.

Targeted Workforce Development



500 Character Limit



BUSINESS ADVANCEMENT
If you are doing Seminars and Summits and seek reimbursement please complete the following sections. If you are doing multiple Seminars and Summits, please enter one and then select "Add another response" to add others.

Seminars and Summits




500 Character Limit



COMMUNITY ECONOMIC DEVELOPMENT
If you are doing Community Driven Planning and Implementation and seek reimbursement please complete the following sections. If there is more than one such activity, please enter one and then select "Add another response" to add others.

Community Driven Planning and Implementation





1000 Character Limit





COMMUNITY ECONOMIC DEVELOPMENT
If you are doing a GOED-approved Economic Development Project other than Community Driven Planning and Implementation and seek reimbursement please complete the following sections. If there is more than one GOED-approved activity, please enter one and then select "Add another response" to add others.

GOED-approved Economic Development Project

1000 Character Limit









INVOICE




Linda Gillmor
GOED/ Office of Rural Development
60 E. South Temple, 3rd Floor
Salt Lake City, UT  84111
801-538-8804