Reimbursement Requirements

  1. Receipts dated prior to October 1, 2024 are not eligible. All items, regardless of backorder status, must be purchased by the program reimbursement deadline. Backordered items may be ineligible for cost share if not delivered to the farm by the program deadline.
  2. Receipts must be in the name of the applicant approved for cost share funding. Quotes and purchase orders do not represent a purchase and are not considered receipts. Proof of payment may be requested to verify purchase. It is advised to pay for projects using a traceable method of payment (cashier’s check, check, credit card, or financing). Reimbursement may be denied if proof of payment is unable to be provided.
  3. Receipts for in-kind services are not eligible. Trade-in value is not eligible.
  4. Used equipment, used materials, and leased equipment are not eligible for cost share reimbursement unless otherwise noted.
  5. Labor provided by applicant is not eligible for cost share reimbursement. Labor is for structures only.
  6. Applicant cannot be reimbursed for purchases from a business where applicant participates in ownership (producer cooperatives excluded).
  7. Applicant cannot combine projects or attach items to another applicant’s project. Applicants cannot submit multiple reimbursement requests for the same purchased item.
  8. Reimbursement documentation must be postmarked or uploaded to your TAEP Account Portal by the reimbursement request deadline. Additional processing time is required for incomplete requests and requests submitted within one month of the program deadline.
  9. There can only be one reimbursement payment per program approval. Projects must be completed by reimbursement deadline.

Allowable Purchase Timeline

Program purchases can be made starting October 1, 2024. All purchases must be completed by the program reimbursement request deadline. See TAEP Timeline.

Reimbursement Requests

Approved applicants will receive a reimbursement packet in January. The reimbursement packet features approval documentation and reimbursement instructions. After receiving the packet, reimbursement requests can be submitted once the project is completed. Reimbursement requests must be submitted prior to the final reimbursement request deadline for the program approved. It is recommended to submit reimbursement request as soon as all program projects are completed. Additional processing time is required for incomplete requests and requests submitted within one month of the program deadline.

Reimbursement requests include program specific documentation, receipts, project pictures, taxpayer information (IRS Form W9), and educational certification. Each reimbursement request is audited for project eligibility, allowable purchase dates, and the visual representation of the project on the farm. Projects may be pre-verified with a farm visit prior to payment if needed.

IRS Form W9

Approved applicants are required to submit IRS Form W9 as part of their reimbursement documentation. This form is included in the reimbursement packet and is required for processing cost share payments and reporting taxable income.

Taxable Income

Funds received because of TAEP reimbursement are taxable. Participants will receive Form 1099-G for reimbursement payments over $600.00.

Tennessee Department of Agriculture may:

  • Accept, modify, or reject any or all requests.
  • Modify program criteria, approval, and payment processes.
  • Provide partial funding for specific activity components that may be less than the full amount requested.
  • Require additional information from the applicant.
  • Deny payments for projects that do not meet requirements.