Petroleum Storage Tank Fund: Submittal and Initial Intake of Electronic Applications

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1 Petroleum Storage Tank Fund: Submittal and Initial Intake of Electronic Applications Jane M. Bral, P.G. State Fund Supervisor Division of Oil and Public Safety

2 Basic Steps for Application Intake Applicant submits application to OPS Fund Reimbursement Inbox Fund personnel complete initial review of application confirm the following: Current application form Required signatures and notarizations on affidavits All required pages from application are present Insurance policies All pages are completed correctly IRS documentation Application information is entered into OPS database (COSTIS) New Reimbursement Application (RAP) number is generated and Applicant is notified Application is uploaded to database for universal access Applicant submits erap data to OPS Fund erap Inbox for processing of reimbursement costs

3 Fund Section External Website Fund Forms Page all application forms and related documents available for download

4 Application form (Page 1) Applications are 4 pages in length and request information about Applicant, Site information, consultant and reimbursement costs.

5 Signatory Page (Page 4) Signatory page requirements: electronic signature accepted and no attestation required.

6 OPS-Required Documentation Applications must also include OPS formatted invoices, OPS Listing of Costs, Backup invoices, Affidavits, IRS documentation and any other relevant documentation.

7 Application Submittal Inbox Applications submitted in.pdf format, with specific instructions to stakeholders regarding required documentation and naming conventions to smooth work-flow.

8 COSTIS RAP Screen Shot Colorado Storage Tank Information System used to track reimbursement activities and costs. Information entered into COSTIS for each application.

9 New RAP Created in COSTIS New RAP uses previous RAP information, and entries are made based on information gathered from the application (Reimbursement request; applicant info; work dates, etc.).

10 Tracking Spreadsheet Used to track Fund Analyst assignments, application details; and serves as the basis for generating draft Acknowledgement letters and Fund Payment Reports.

11 Acknowledgement Letter Generated via mail merge to inform applicant of new RAP number and to confirm OPS has received and is processing the application.

12 Draft Fund Payment Report (FPR) Generated via mail merge and includes all relevant reimbursement information. Final FPR generated once reimbursement process is completed.

13 Initial-Process Entries Made in COSTIS Indicate receipt of application and begin transfer of processing to Fund Analyst.

14 erap Submittal Inbox Received in a separate in-box to alleviate tracking errors.

15 erap Submitted as Excel document. Entries indicate specific line-item reimbursement costs. Worksheet formatted to allow automated processing for ingestion into COSTIS database.

16 erap/efs After Automated Processing Example of erap/economic Feasibility Summary after processing. Used for review by Fund Analyst.

documentation and allows access to documents by interna

17 Electronic Application and Documents Uploaded to WebExtender Database WebExtender Database holds all OPS documentation and allows access to documents by interna and external customers (external customers must request Web-based access).

18 Intake Tracking

19 Summary Work-flow optimized by electronic submittal of applications. Considerably less paper printed and handled. Application processing averaging 35 days from receipt to disbursement. Processing is completed by 1 Administrative Assistant, 3 Fund Analysts, 1 Technician and the Fund Manager.

20 Contact Information Jane M. Bral, P.G. State Fund Section Supervisor Colorado Department of Labor and Employment Division of Oil and Public Safety th St., Ste. 500 Denver, CO Phone: Fax:

Employee Request Information

2018 BBEDC Seasonal Employment Opportunities Program Employee Request Information Program Overview BBEDC has developed the Seasonal Employment Opportunities Program in an effort to provide residents of