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Monroe staff outlines rules, deadlines for 2026 lodging-tax reimbursements
Summary
City of Monroe staff walked awardees through the 2026 tourism services agreement and reimbursement process: eligible expenses are limited to the 2026 award term, contracts must be signed before payments, receipts and specific state reporting on attendance are required, and reimbursements are due Dec. 15, 2026.
Presenter, a City of Monroe staff member, gave event organizers a step-by-step guide to claiming lodging-tax reimbursement awards for expenses incurred in 2026, saying the city will only reimburse up to the council-approved award amount and only for expenses within the 2026 award term.
The presenter said recipients will receive a tourism services agreement to sign and that “we will not reimburse any expenses over that amount.” The agreement’s core elements are the award term (Jan. 1, 2026–Dec. 31, 2026), the specific award amount, reporting requirements and the scope of services that tie eligible expenses to an approved event.
Why it matters: The city’s conditions determine whether event costs can be reimbursed and shape how organizers budget and document activities. City staff said contracts must be signed before any reimbursement is processed, and the city will require itemized receipts, proof of payment and a reporting worksheet the state requires.
City staff walked through the documentation packet organizers must submit to be reimbursed: a cover-page certification; an itemized reimbursement request (Appendix A) listing transaction amounts, dates, invoice or receipt numbers, vendor names and brief descriptions; itemized receipts or invoices for each line-item; and proof of payment such as a copy of a cleared check, a bank or credit card statement, or other banking documentation. Organizers may redact personal financial information but must leave the organization name visible so staff can verify the payment against receipts.
The presenter emphasized the reporting worksheet the state requires: organizers must track total attendance; attendees who traveled more than 50 miles; out-of-state attendees; attendees who paid for overnight lodging; and the number of paid lodging nights attributable to the event. The city will request that worksheet before issuing final award amounts, particularly if an organization seeks multiple reimbursements.
On eligible uses, staff summarized the four categories allowed under state law and said most awardees will qualify under two: (a) tourism marketing and (b) marketing and operation of special events and festivals. Capital expenditures and operations of tourism-related facilities have narrower eligibility: the presenter noted the Revised Code of Washington (RCW) is not always clear on what qualifies as a capital expense and advised applicants to contact staff before incurring potentially capital costs.
Staff listed common disqualifiers: expenses for events not listed in an awardee’s approved scope of services, expenses incurred outside the 2026 award period and expenses without acceptable proof of payment. Examples of reimbursable items included brochures, flyers, digital advertisements (submit a sample), event equipment, space rentals, vendor fees and staff costs with proper payroll documentation.
Practical deadlines and procedures: all reimbursement requests are due by Dec. 15, 2026, unless the city grants an extension in writing. Staff asked that organizations invoice monthly where possible and submit reimbursement requests within 30 days after the final day of the event to keep records current. Contracts will be sent the day of the presentation and must be returned signed before staff will process reimbursements.
The presenter closed by inviting follow-up questions via the meeting chat, email or phone and reiterated that staff aim to support organizers while ensuring stewardship of public funds.
