Cuyahoga County Municipal Energy Program

Reporting and Reimbursement Guidelines

The following are guidelines for meeting the MEP final reporting requirements and requesting reimbursement for the costs of conducting the comprehensive ASHRAE LEVEL II Municipal Energy Audit. There are four (4) short forms required: (1) Final Report; (2) Budget Report; (3) Financial Report and (4) Request for Reimbursement.

1. FINAL REPORT (MS Word)

   There is no form template for the Final Report. The Final Report should contain, at a minimum, four separately labeled sections: (1) a Project Summary; (2) listing of Significant Accomplishments; (3) listing of Problems/Issues Encountered; and (4) any Additional Information provided by the municipality. Each section is outlined in detail below.

   Project Summary: The Project Summary should be a brief (1-2-page) summary description of the project activities to date including: an outline of the procurement process used by the municipality in hiring the auditor or audit firm to conduct the energy audit; a statement of whether the municipality has completed the First Energy Rebate Program Pre-approval Application; lessons learned in gathering and interpreting the audit data from both the auditor and municipality perspective; interactions with MEP administrators and Energy Management Consultants; and any other information the municipality deems appropriate to report.

   Significant Accomplishments: The Final Report should also contain a listing of the significant accomplishments for all Program Activities:

   • awards or recognition received (i.e. Energy Star Ratings, etc.)
   • total outlays (grant award + in-kind contributions)
   • relevant anecdotal lessons learned
   • measurable economic impact (significant savings, etc.)
   • new funds received in support of this Project (other state, local and/or philanthropic funding)
   • objectives achieved significantly under budget

   Problems/Issues: List any obstacles encountered that could have, or did in fact hinder the project's progress at any given time. In addition, please explain how the obstacle encountered, if any, was resolved or mitigated.

2. BUDGET FORM (MS Word)

   The Budget Report Form should accompany your Final Report. It is important that you included any in-kind municipal contributions and advanced or incremental payments made to the energy auditor or audit firm. This information will be used should your municipality seek project demonstration funding in MEP Implementation Phase. Please attach any municipal timesheets, invoices, vouchers and receipts that support your municipal in-kind contributions.

3. FINANCIAL REPORT FORM (MS Word)

   The Financial Report Form focuses on third party vendors. List all third party vendor project expenditures. Include all planned and actual expenditures and any deviation from the approved budget amounts including percentage of variance. Attach attaching all supporting contracts, invoices, timesheets, vouchers, paid receipts and other documentation as appropriate to evidence the costs incurred and for which reimbursement is sought.

4. REIMBURSEMENT FORM (MS Word)

   The Request for Reimbursement form should be filled out completely and thoroughly. Attach attaching all supporting contracts, invoices, timesheets, vouchers, paid receipts and other documentation as appropriate to evidence the costs incurred and for which reimbursement is sought.

If you have questions or need additional information, please contact:

Marionette Richardson-Scott
Principal Planner
Cuyahoga County Planning Commission
323 Lakeside Avenue West, Suite 400
Cleveland, Ohio 44113
(216) 443-3724
(216) 443-3737 fax
mrichardson@cuyahogacounty.us