Request Reimbursement

• Do buy or lease your new equipment from any dealer in the United States, at auction, etc.
• Do ask for a detailed invoice when you buy or lease your equipment.
• Do not buy or lease from yourself, your affiliated companies or from a family member.

About Reimbursement Amounts

Please review your contract and/or the program Request for Grant Applications (RFGA) to determine what the percentage of reimbursement will be. If you pay less than expected in your initial application for the program, you may see a change to your grant amount. Our contracts pay up to a certain percentage of the total cost of the new equipment and it varies by program.

Example:

If you have a replacement project on a Rebate contract, we will reimburse up to 80% of the incremental cost of the new equipment. To calculate incremental cost, we take the sum of the eligible costs on your invoice and subtract $1,000 for the default scrap value. The reimbursement amount would be the lesser of your contract grant amount or 80% of the incremental cost. For example, if your contract grant amount is $120,000 and you purchased a new piece of equipment for $100,000, the reimbursement amount will be $79,200.

($100,000 - $1,000) x 80% = $79,200

Provide clear, legible, color photos of the following:

• Complete side view of the vehicle or equipment.
• Engine plate or sticker that displays all the following information:
• engine make
• engine model
• engine year
• engine serial number
• engine family code

Label each photo with its activity number.

Example Photos

On-Road Vehicles

Act 001

Act 001

Non-Road Equipment

Act 001

Act 001

Act 001

Gather the following documents:

• Photos from Step 2 of this page.
• An itemized and dated invoice (or equivalent) that clearly identifies:
• The dealer, vendor, or subcontractor.
• The specific piece of equipment received or the services provided.
• The amount billed to the Performing Party.
• Any past due amount from previous invoices.
• Proof of payment for all costs, including down payments or deposits, for the reimbursement you are requesting. Examples of proof of payment include:
• Bank statements.
• The front and back of canceled checks.
• A bank confirmation of electronic fund transfers (wire transfers, ACH, etc.).
• Credit card receipts or statements.
• All pages of any loan, lease, or other commercial financing arrangement.
• On-road vehicles only: a copy of the vehicle registration that lists the gross vehicle weight rating.

Complete Form

• Reimbursement Form (TCEQ-20824)

Submit RFR

Online Submissions

Securely upload your completed RFR using our Secure Site.

1. Enter your email address to authenticate. In the subject field, briefly describe what you are submitting (e.g., “RFR for Activities 001-004”) and provide any additional information in the message field.
2. Enter your contract number in the specified field.
3. Add all files. If you have multiple files to upload, consider packaging them all into a single ZIP file and upload this ZIP file instead of individual files.
4. Click Send to complete your submission. You will automatically receive a submission confirmation email.

Physical RFR Submissions

You may submit a physical copy of your RFR to: