Training Reimbursement Claims

1. How does my department participate in the reimbursement program?

An ordinance to participate must be passed by the governing board of the Authority Having Jurisdiction agreeing to train according to our Illinois Administrative Code. The ordinance must establish a probation period for probationary firefighters. The passed ordinance must be submitted to this Office for approval. Once approved, training may be reimbursed that takes place after the ordinance approval letter is sent. Each department must be current with their NFIRS reporting to be eligible for participation in the Claims for Reimbursement program.

2. How often is the claim document generated?

The claim document is generated every year and forwarded to the fire chiefs of those departments with approved ordinances. All departments that participate are provided a Funding Document and Claims Form in October via the department’s FD Mail account and to the fire chief’s Portal email account.

3. How is the percentage for reimbursement determined?

The percentage is determined by computing the total dollars of claims submitted, divided into the amount of the funding. The funding amount is determined by the legislature every year during the budgeting process.

4. When should my claim paperwork be submitted to OSFM?

For a calendar year (January 1-December 31), the deadline for the submission of claims for reimbursement shall be February 28 of the following year. In the event that February 28 falls on a Saturday or Sunday, the deadline for the submission of the claims shall be the next business day.

Claims for Reimbursement packets must be postmarked by the date listed in the Funding Document.

5. What can I claim for training?

Claims are submitted annually, based on training completed during the calendar year (Jan. 1 -Dec. 31). The Funding Document lists the training that is allowable for that year and the deadline date the claim form must be submitted to the Office. If the department has an ordinance to participate in the reimbursement program on file with the Office, the Funding Document will be provided each year during October via the department’s FD Mail account and the Fire Chief’s Portal email account. Funding is available for training after the date the ordinance is approved by the division. The Division does not reimburse for a certification level received, but for the actual training hours and costs association for the level. In other words, if an individual receives training for a level over a 2-year period, the training hours are submitted on 2 years of claim forms showing the hours for each year. Example: Firefighter A received 80 hours of training for Advanced Technician Firefighter in calendar year 2017 and 60 hours in calendar year 2018. The Fire Department would submit a claim form for 80 hours in calendar year 2017 and another claim form for 60 hours in calendar year 2018. It would not submit a claim form for 140 hours for 2018 to cover the training hours in both years. Nor would the Fire Department submit a claim form for a certification once the certificate is received by the department. Example: Firefighter B received a certificate for Advanced Technician Firefighter in 2022, but the training hours are for 160 hours from 2017 to 2022. The Fire Department lists Firefighter B on the claim form for 160 hours of Advanced Technician Firefighter training on the 2022 claim form. This claim would be denied because not all hours were completed in 2022; the certificate was issued in 2022.

6. What if my Fire Chief or Fiscal Officer is unavailable and I cannot submit the application with the required signatures by the deadline? May I get an extension or have someone else sign the application in their absence?

There are no extensions or exceptions for submitting your Claims for Reimbursement packet without the required signatures by the deadline. ORIGINAL SIGNATURES of the Fire Chief and Department Auditor, Comptroller, Clerk or other Fiscal Officer are mandatory. Proxy signatures will not be accepted. Failure to include BOTH required signatures by the deadline, will result in the denial of the application. The Claims for Reimbursement packet must be mailed to the OSFM, postmarked by the date listed in the Funding Document. Packets sent through e-mail will not be accepted.