Pettis County, MissouriSedalia Area Tourism Commission
Historic Katy Depot · Room 216600 East Third Street, Sedalia, MO 65301660‑826‑2932

From request to reimbursement

Request for funding process

Funding requests are considered annually. Approved applicants then follow a defined reimbursement and reporting process.

Requests for funding

The Tourism Commission receives funding requests annually. At the end of each funding cycle, reserve funds are set aside as a contingency for special projects that may arise during the year.

A request for funding consists of a two-page application and required attachments:

  • Page 1 includes the project name, contact information, project description, evaluation method, project leverage, and a summary of required attachments.
  • Page 2 provides line-item detail for marketing or development categories, including target market, vendor, product details, and budget amounts.

  1. Submit electronically

    Email the application using the Tourism Commission’s template to sedaliatourismcommission@gmail.com.

  2. Meet the deadline

    Applications must be received by 5 p.m. on September 1. After the deadline, applications are reviewed for completeness before being forwarded to the Tourism Commission.

  3. Participate in review

    A representative of the applicant organization is expected to meet with the CVB Board in its role as Sedalia’s designated destination marketing organization. A funding decision may or may not be made at that meeting.

  4. Receive notification

    All applicants are notified of the evaluation results by November 30.

Requests for reimbursement

A Request for Reimbursement form is provided electronically to grant recipients after an award. A recipient may submit up to 12 reimbursement requests during the year.

Requests received by the 15th of the month are processed by the 30th. Requests received after the 15th are processed the following month.

Required invoice documentation

Complete the reimbursement form according to the approved line-item budget and submit it electronically with detailed invoices. Each invoice must identify the service date, goods or services provided, cost per unit, total cost, and the approved budget category from which it should be paid.

  • Radio and television invoices must include an affidavit of broadcast times.
  • Printed-material invoices must include a distribution statement.
  • Copies or samples of all completed products must accompany the corresponding invoices.

Budget variances

Line-item amounts may vary by up to 20% from the approved project budget, but the total approved award may never be exceeded. A variance greater than 20% requires a letter explaining and justifying the proposed change.

Subject to preapproval, send a budget-variance request to sedaliatourismcommission@gmail.com when unexpected costs arise. The CVB will review the variance and make a determination.

Final reporting

Attach a final Project Summary to the final reimbursement request. Applicants are not eligible for future funding if the report is not submitted.