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MassDEP details contracting, reimbursement and monthly reporting rules for ECSDC awardees
Summary
MassDEP said contracts are generated from the intake form and executed by legal review; awardees must supply a UEI and COMMBUYS registration, use the invoice template that shows work-performed dates to establish contract start, and file monthly progress reports by the 15th of the following month.
Andrew Andresco, a grant coordinator with MassDEP, walked attendees through contracting steps, required forms and the invoice process. He said the intake form generates the contract package and that MassDEP and its Office of General Counsel review submissions before issuing a notice to proceed. "What you're gonna wanna do is review, sign, and return the documents," Andresco said.
Federal and state administrative requirements: Andresco emphasized the need for a federal Unique Entity Identifier (UEI) to receive grant funding and reminded grantees to register in COMMBUYS, the Commonwealth's vendor database. He warned that leaving COMMBUYS blank or answering 'no' can prevent the intake form from reaching MassDEP.
Reimbursements and documentation: Andresco described a change to contracting where a "first reimbursement for prior expenses" covers expenses incurred before the contract effective date; invoice submissions must include the work-performed date or date range and proof of payment (canceled checks, ACH or wire transfer confirmations) to support reimbursement claims. He also showed the invoice submittal cover sheet and explained reimbursement request numbering depending on whether prior expenses exist.
Reporting cadence: The monthly progress report template will be provided with the notice to proceed and must be submitted by the 15th of the following month (for example, the November report is due Dec. 15). Andresco requested that grantees email the program director and CC him to facilitate filing and tracking.
Why it matters: Proper completion of intake, contract, invoice and reporting templates determines when work is considered to have started, whether prior expenses are reimbursable, and whether projects remain compliant with federal grant terms.
