Eligible Expenses

All expenses must be incurred and paid between
March 1 and November 16.


Applicants will only be able to submit ONE reimbursement request.
All documentation is due November 16.


Salaries

Eligible
  • Additional salaries paid in excess of normal hours for sanitation or other related activities; unemployment insurance costs related to the pandemic if those costs are not reimbursed by the federal government.

  • Salaries to retain employees who DID NOT WORK during required closures or reduced hours.

  • Hazard pay for performing hazardous duty or work involving physical hardship, in each case that is related to COVID-19.


Ineligible
  • Expenses reimbursed by other state, federal, or local grants not eligible
  • “Owner draws,” not documented as a regular salary
  • Bonuses


Supplies

Eligible
  • Personal Protective Equipment (PPE) – Masks, face guards, gloves, hand sanitizer, etc.
  • Supply expenses increased as a result of COVID-19 compared to the same period in 2019
  • COVID testing
  • Cleaning supplies, air filters or other sanitation


Equipment

Eligible 
  • Equipment necessary to enable social distancing and mitigate the spread of COVID-19
  • Equipment for sanitation
  • Equipment to support contactless services
  • Previously unplanned technology expenses associated with pivoting the delivery of services (i.e. shifting to e-commerce)
  • Technology or equipment needed to facilitate a transition to remote work, if employees did not previously work remotely
Ineligible
  • Equipment for diversifying services, when the business could operate safely under its current business model are not eligible


Facility Reconfiguration

Eligible
  • To enable social distancing and mitigate the spread of COVID-19
  • To expand space in response to state or local occupancy restrictions
  • To meet increased demand for services due to COVID-19


Ineligible
  • Previously planned expansion or renovation not eligible


Solid Waste Disposal

Eligible
  • Increased costs for disposal of used PPE

Other

Eligible
  • Overhead – Rent/mortgage, utilities, etc. prorated for closures or reduced hours
  • Perishable inventory replacement when reopening after closure
  • Unplanned, previously unbudgeted expenses that resulted from the COVID-19 pandemic
  • Expenses directly resulting from closure or reduced hours related to the COVID-19 pandemic
  • Expenses enabling social distancing or were implemented to mitigate the spread of COVID-19


Ineligible
  • Revenue replacement is not eligible.


Acceptable Documentation

All expenses must have BOTH
Proof of Expense AND Proof of Payment

Proof of Expense

Salaries

Provide paystub or payroll report showing:

1. Business/Organization name

2. Employee name

3. Rate of pay

4. Hours worked

5. Pay period

Please black-out social security numbers except for the last 4 digits.


Overhead

Rent

Provide one of the following:

1. Invoice showing monthly rent expense with months incurred

2. Letter from landlord, on letterhead, showing:

a. Name of business/organizaiton

b. Month(s) for reimbursement

c. Monthly rent amount

3. Copy of rent/lease agreement


Utilities

***REVISED GUIDANCE*** Utility payments to municipal (local government) providers ARE eligible for reimbursement.

Bill should show:

1. Dates of service

2. Utility provider name

3. Current total due


All Other Categories

Provide receipt or invoice showing:

1. Date

2. Vendor/Store name

3. Eligible expenses

4. Receipt total

5. Method of payment (cash or charge)

Highlight eligible expenses.


Proof of Payment

Pages showing payment for requested items must show:

1. Date of charge

2. Business/organization name

3. Dollar amount of each eligible expense.

Highlight eligible items. Please black-out account number except for the last 4 digits.


For payments by check:

Option 1: Copy of the front of the check AND copy of bank statement



canceled check

credit card or bank statement

Applicant Training Webinars

In case you missed your opportunity to attend the Applicant Training Webinars hosted by the
Missouri Department of Economic Development, you can view the recordings below. 

Small Business Grant Application Q&A – November 13

This is a recording of the Q&A session for applicants hosted November 13. 

Prorated Percent Eligible & Salary Worksheet

This video demonstrates how to fill out the Prorated Percent Eligible calculations for closures or reduced hours as well as the salaries spreadsheet. 

Calculating overhead with the Overhead Reimbursement Form

This video demonstrates how to fill out the Prorated Percent Eligible calculations for overhead expenses. 

Small Business Grant Applicant Training – October 27

This training covered the eligible expenses for reimbursement, documentation requirements, online tool navigation, and the timeline for submissions and reimbursement for the Small Business Grant.

Small Business Grant Applicant Training – October 28

This training covered the eligible expenses for reimbursement, documentation requirements, online tool navigation, and the timeline for submissions and reimbursement for the Small Business Grant.

Small Business & Family-Owned Farm Grant Q&A – November 16

This training covered the eligible expenses for reimbursement, documentation requirements, online tool navigation, and the timeline for submissions and reimbursement for the Small Business Grant.

Frequently Asked Questions

Salaries

No, unless the payroll expenses were for hazard pay or additional hours over and above their normal pay for sanitation or other purposes related to mitigating the spread of COVID-19.

If you lost sales as a result of COVID-19, you may want to consider looking at the overhead section of the eligible expenses above.

No, unless the payroll expenses were for additional hours over and above their normal pay for sanitation or other purposes related to mitigating the spread of COVID-19.

If you lost sales as a result of COVID-19, you may want to consider looking at the overhead section of the eligible expenses above.

No, previously budgeted salaries cannot be reimbursed unless the business experienced closure or reduced hours.

Yes, as long as the closure was in response to COVID-19 and to maintain the health and safety of employees and customers.

Grant funds cannot be used to reimburse expenses already reimbursed through another source, such as local or federal grants, insurance, etc. This includes the PPP program.

You may claim a different period that has not already been submitted for reimbursement from another source.

You cannot be reimbursed for retroactively paying the employee’s regular pay, even if you were closed or reduced hours.

The only retroactive payroll that is eligible for reimbursement is hazard pay.

“Hazard pay” is additional pay for performing hazardous duty or work involving physical hardship that is related to COVID-19.

For example, hazard pay could be covered for a food pantry employee for their time distributing food and other direct assistance in person, but could not be covered for the employee answering pantry phones or packaging food and not interacting in person with the public.

Across-the-board hazard pay for all members of an organization regardless of their duties would not be able to be covered/reimbursable.

Hazard pay does not include bonus or incentive payments used for having a good attendance record. An organization can retroactively pay hazard pay and be reimbursed, as long as the criteria above is met and the expense is incurred and paid by November 16.


Owner salaries are eligible, so long as they are documented through pay stubs just like other employees. Salaries for any employee cannot be paid in cash.

“Owner draws” from the organizations profits are not eligible. It must be a documented salary with a pay stub.


Overhead

Overhead refers to non-labor expenses to operate your business, including: rent/mortgage, insurance, utilities (electric, gas, phones, internet, etc.), trash and storage expenses.

The video below will walk you through how to calculate your prorated amount eligible for overhead. 

No, property taxes are not eligible.

Rent for leased facilities are eligible for reimbursement if:

1) the business was not operating, or

2) if the business was operating at reduced hours, or

3) if the business saw a decrease in sales resulting from COVID-19.

If that is the case, the rent reimbursement will be prorated along with the utilities. Rent may also be eligible if a business owner:

(1) was required to lease additional space in order to continue operating, e.g. to ensure social distancing in the business premises (see the last two paragraphs in Treasury’s FAQ 58 at pdf page 13/15); or

(2) maintained a lease that otherwise would have been abandoned but for COVID-19 (see the Treasury’s FAQ 13 at pdf page 3/15.)


Similar to monthly rent payments, a prorated amount of mortgage payment could be eligible for reimbursement as overhead based off a decrease in sales or a decrease in hours of operation.

If the mortgage is for a new facility that:

(1) was purchased or built in order to accommodate for COVID-19 safety regulations and business disruptions

and (2) was not included in the budget before COVID-19, then the new mortgage could also be eligible for reimbursement.

Mortgage payments that meet the preceding criteria have been paid prior to the reimbursement request, and are for the period from March 1 through November 16 would be eligible costs. You will need to submit documentation of the mortgage agreement and proof of payment.


No, business vehicle expenses are not considered overhead.

If deemed eligible, this would fall within the equipment category.

The purchase of an additional vehicle for increased deliveries would be considered eligible if it were deemed to have been a reasonable purchase at the time and necessary with respect to COVID-19. This means the company was not able to meet the need arising from the public health emergency in a cost-effective manner by leasing a vehicle or using a vehicle already owned and has provided supporting documentation. In addition, the vehicle must be acquired and used for the intended purposes by December 30.

Costs that meet the preceding criteria, have been paid prior to the reimbursement request  , and are incurred for the period from March 1 through December 30 would be eligible costs. This includes initial payments, monthly payments, and total payments, but excludes licensing, taxes, and insurance for the vehicle.

Please note that the proof of payment for costs incurred during November are due along with all documentation on November 16 at 5:00 p.m.

If financing the vehicle, the business would also need to submit documentation of the credit/loan agreement. Only payments made on the loan or credit between March 1 and November 16 will be eligible for reimbursement.



Yes, as long as they can demonstrate that all expenses were paid by November 16.

In this instance, even though the payment occurred prior to the covered period, the federal guidance provides that the cost of the service could be considered as incurred during the covered period to the extent the service was delivered during that time. Services provided prior to the covered period would not be eligible for reimbursement.

Perishable Inventory

Perishable inventory is inventory that by its nature is likely to spoil or decay, or that has an actual expiration, use by, or best by date. The inventory being replaced must have expired/spoiled during the covered period (food, medicine, cosmetics, etc.).

Only perishable inventory is reimbursable. 

Equipment

Yes, you can submit documentation for an expense that exceeds your total grant award, and the grant will cover a portion of that expense if it meets eligibility criteria.

The purchase of an additional vehicle for increased deliveries would be considered eligible if it were deemed to have been a reasonable purchase at the time and necessary with respect to COVID-19. This means the company was not able to meet the need arising from the public health emergency in a cost-effective manner by leasing a vehicle or using a vehicle already owned and has provided supporting documentation. In addition, the vehicle must be acquired and used for the intended purposes by December 30.

Costs that meet the preceding criteria, have been paid prior to the reimbursement request , and are incurred for the period from March 1 through December 30 would be eligible costs. This includes initial payments, monthly payments, and total payments, but excludes licensing, taxes, and insurance for the vehicle.

Please note that the proof of payment for costs incurred during November are due along with all documentation on November 16 at 5:00 p.m.

If financing the vehicle, the business would also need to submit documentation of the credit/loan agreement. Only payments made on the loan or credit between March 1 and November 16 will be eligible for reimbursement.

Yes, as long as the purchase was not in the budget prior to COVID-19.

Per federal guidance, goods must be received by December 30 to be reimbursed.

Facility Reconfiguration

If facilities were reconfigured as a response to COVID-19 (e.g., to meet social distancing guidelines, to meet increased demand for services), related expenses would be eligible. Facility reconfiguration that was budgeted before COVID-19 or made for other purposes would be ineligible.

Yes, you can submit documentation for an expense that exceeds your total grant award, and the grant will cover a portion of that expense if it meets eligibility criteria.


Rent for leased facilities are eligible for reimbursement if:
1) the business was not operating, or

2) if the business was operating at reduced hours, or

3) if the business saw a decrease in sales resulting from COVID-19.

If that is the case, the rent reimbursement will be prorated along with the utilities. Rent may also be eligible if a business owner:

(1) was required to lease additional space in order to continue operating, e.g. to ensure social distancing in the business premises (see the last two paragraphs in Treasury’s FAQ 58 at pdf page 13/15); or

(2) maintained a lease that otherwise would have been abandoned but for COVID-19 (see the Treasury’s FAQ 13 at pdf page 3/15.)

If facilities were reconfigured as a response to COVID-19 (e.g., to meet social distancing guidelines, to meet increased demand for services), related expenses would be eligible. Facility reconfiguration that was budgeted before COVID-19 or made for other purposes would be ineligible.

Similar to monthly rent payments, a prorated amount of mortgage payment could be eligible for reimbursement as overhead based off a decrease in sales or a decrease in hours of operation.

If the mortgage is for a new facility that (1) was purchased or built in order to accommodate for COVID-19 safety regulations and business disruptions and (2) was not included in the budget before COVID-19, then the new mortgage could also be eligible for reimbursement. You will need to submit documentation of the mortgage agreement and proof of payment. All payments eligible for reimbursement need to be incurred by December 30 and paid in the normal course of business by November 16.


Yes, reasonable expenses would be eligible as long as the move was due to COVID-19.

No. Per federal guidance, the work must be completed and the improvement put into service by December 30. 

General Questions

If your application was approved, you should have received an invitation from our reimbursement platform, Submittable, asking you to confirm your account details.

If you did not receive this e-mail, you can request the password for your account by entering the e-mail address for the executive director on your application on this page.

Once you log into submittable, click on your submission and click the forms tab to view the reimbursement form.

As long as your application status is still “In Progress,” you can edit your application You’ll need to request to edit your application through submittable.  Click here for instructions.

Yes, the grant can reimburse a portion of an expense if it exceeds your total approved amount. You cannot be awarded more than your total approved amount.

No, you can flex your total award amount across the categories. You just cannot exceed your total approved award amount.

Loss of revenue itself is not eligible for reimbursement. However, either decreased sales or decreased hours of operation can be used to prorate eligible rent, utility, and other overhead expenses. For example, if sales decreased by 25% from March 1 to November 16 in 2019 compared with the corresponding period in 2020, then 25% of overhead expenses during that period would be eligible for reimbursement.

As mentioned, decreased sales  or decreased hours of operation can be used to determine reimbursement of overhead costs. This data will be averaged for the period of March 1 to November 16. Documents showing one or the other will be sufficient for this purpose.


Salaries paid in cash cannot be reimbursed.

However, other expenses paid in cash may be reimbursed if they meet eligibility criteria, and proof of expense documentation clearly shows the expense was paid.

Proof of expense must contain vendor name, what was purchased, date of purchase and date paid.


If a personal account was authorized and used to purchase reimbursable expenses, the expenses could be reimbursed if all of the following criteria were met:

1) If the individual is a member of the LLC, the business may provide the individual member’s proof of original expense and proof of payment.

2) If the business is not an LLC or the individual is someone other than a member of the LLC:

a. The original purchase AND the reimbursement to the individual must have occurred between March 1 and November 16; and

b. The business must provide proof of the original expense (original receipt/invoice from the store or vendor); an

c. The business must provide proof of payment by the individual authorized to make the purchase (e.g., copy of the individual’s credit statement, bank statement, or other payment proof showing the purchase on the individual’s account); and

d. The business must provide proof of reimbursement from its organizational account to the individual authorized to make the purchase (e.g., copy of the bank statement showing the check number, date of reimbursement, and amount reimbursed; or the electronic cancelled check, printed from the business’s bank account, that clearly shows the date the check was posted to the account).

§ Proof the reimbursement was added to a paycheck if the purchase was made by an employee, to include the paystub or payroll report showing the reimbursement AND the awardee’s bank statement or print out showing payroll came out of the bank account.

You will need to show evidence that the expense has been paid by November 16. This could include printing documentation from your online banking or credit account.

If the loan was originated using CARES Act funding or other federal, state, or local government funding, you cannot be reimbursed for the loan.

However, interest and principal costs of a loan, including interest and principal due after the period that begins on March 1, 2020, and ends on November 16, 2020 (the “covered period”), could be considered reimbursable if (i) the full amount of the loan is advanced to the borrower within the covered period and (ii) the proceeds of the loan are used by the borrower to cover expenses incurred during the covered period.

If the loan were only partially used by the borrower to cover eligible costs, then the loan would be eligible for partial reimbursement for the amount of the eligible costs.

You will need to provide documentation of expenses covered using loaned funds to ensure eligibility for reimbursement.

Marketing costs are only eligible if they were over and above expenses prior to COVID-19 AND resulted out of necessity as part of pivoting the delivery of services to help mitigate the spread of COVID-19. 

For example: If you shifted to e-commerce to help mitigate the spread of COVID-19, and incurred unplanned costs over and above prior levels to market your new online sales, this would be eligible.

Sales tax paid on the purchase of eligible items will be reimbursed; however, sales tax owed or paid to state or local governments by the business in connection with the business’s will not be reimbursed.

Need assistance with your CARES Act Grant?
We’re here to help. 

Use this email form to get your questions answered! Tell us what we can help you with, and we’ll be in touch as quickly as we can.  

Visit the Missouri Department of Economic Development website and use the chat feature to get your question answered.  

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Call: (573) 751-4962

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