Funding and Reimbursement through HGGP
Important Reference Material for Reimbursement Process
Before proceeding with your reimbursement requests, we highly recommend consulting the Honor Guard Grant Program (HGGP) Comprehensive Grant Manual. This manual provides detailed instructions and guidelines to ensure a smooth and compliant process. You can download the manual by clicking the button below.
In addition, for each burial service conducted, a completed and signed Honor Guard Service Roster is essential. This roster is a critical document for the reimbursement process, especially for claiming the $50 per day per diem allocated to each honor guard member. The roster should include:
- Detailed information about the burial service.
- Names and signatures of each participating honor guard member, attesting to their involvement in the service.
- A signature from the funeral official, confirming the honor guard service.
The completion and accuracy of these rosters are crucial for the processing of your reimbursement requests. Please ensure that each member's participation is accurately recorded and verified by the funeral official. Download the roster template by clicking the button below.
Reimbursement Grants
The HGGP is structured as a cost-reimbursement grant. This means that funds are disbursed to grantees based on submitted eligible invoices, ensuring compliance with grant requirements and the availability of sufficient funds. We encourage early purchases within the grant period for maximum effectiveness.
Eligible Costs and Limits
Under the HGGP, eligible costs for reimbursement include:
- Training Costs: Related to the training of Honor Guard members, aligning with the objectives of HGGP.
- Transportation and Food Expenses:
- For Veteran Service Organizations (VSOs): Reimbursement at the federal mileage rate, with an additional allowance for transportation-related expenses.
- For Individuals: A daily per diem to cover food and travel-related expenses.
- Equipment and Supplies:
- Ceremonial equipment like flags, rifles, bugles, and uniforms.
- Miscellaneous supplies necessary for honor guard services.
The total reimbursement is capped at $7,500 per organization per fiscal year.
Reimbursement Process
To receive reimbursement:
- Ensure your organization is registered as a vendor in the Edison system.
- Submit the Reimbursement Request Form available at TN Veteran HGGP.
- Attach all necessary documentation to the form.
- TDVS reviews the requests for completeness and compliance. Approved reimbursements are processed via the Edison system.
- Typical processing time is around 30 business days.
Organizations are encouraged to submit invoices monthly and no later than July 7th at 4 PM CST for the final invoice.
Required Documentation for Reimbursement
- Detailed itemized receipts or invoices.
- A completed Burial Service Reimbursement Request Form.
- Any relevant service agreements or contracts.
- Clear indication of the expense category for each item.
- An online attestation statement confirming exclusive use for honor guard duties.
- Certification of compliance, affirming no debarment or suspension by any state or federal agency.
Burial Services Conducted
Please enter the total number of burial services conducted by your organization during the reimbursement period. For each burial service, ensure you have a completed and signed roster detailing the participation of each Honor Guard member. Please upload these rosters in the 'Burial Rosters' section in the application.
Invoicing Guidelines
- Invoices should include detailed information such as grantee name, address, contact information, grantor details, and a comprehensive itemization of the reimbursement request.
- Original itemized receipts or invoices are mandatory.
- Mark out any ineligible items on the invoice.
Documentation is needed if funds are encumbered by the contract end date.