1 Instructions Process ENG
Small Business Sustainability Program Payment Application Instructions/Process Eligibility Requirements 1. Business must be located in the active construction zones on Alum Rock Avenue between Highway 101 and Interstate 680 and on Santa Clara Street between 23 rd and 25th Streets. 2. Must be a Small Business--defined for purposes of this program as employing 25 or fewer employees and with annual revenues of less than $7.5 million. 3. Business cannot have filed a claim against, litigated against, or previously settled with VTA or the City of San José regarding the Alum Rock-Santa Clara Bus Rapid Transit project. 4. For Tier II applicants, business must have been in continuous operation for at least 12 months preceding July 13, 2015 or for at least 90 days between January 1, 2015 and October 10, 2015. 5. Applications must be submitted to the VTA Project Information Office located at 1592 Alum Rock Avenue by December 11, 2015. Businesses entering the Tier II process must submit additional documentation demonstrating the extent and amount of the declared financial impact by February 11, 2016. The VTA Project Information Office is open Monday through Friday from 10:00 am to 4:00 pm and Wednesdays until 7:00 pm. 6. A business that initially submits a Tier I application may choose to also enter the Tier II process provided the Tier II application is submitted by December 11, 2015. Additional documentation demonstrating the extent and amount of the Tier II declared financial impact must be submitted by February 11, 2016.
Tier I Financial Assistance Payments 1. Applicants must submit the following documents by December 11, 2015:
Fully completed Tier I Financial Assistance Application Form
Copy of current or applicable City of San Jose Business Tax Certificate
Proof of Small Business Sustainability Program revenue eligibility (as defined above)— any one of the following: o o o o
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Most recent Income Tax Return Most recent Financial Statements Sales tax filings “Other”—sworn/notarized attestation of eligibility (as last resort if no other documentation available) Page 1 of 3
VTA SMALL BUSINESS SUSTAINABILITY PROGRAM PAYMENT APPLICATION INSTRUCTIONS/PROCESS
Federal and State Withholding Exemption Certificates--W-9 and 590
Tier I Waiver Form--Release of all past claims and acknowledgment of Tier I payment as a credit toward any future claims
Note: Application Form, Declaration of Eligibility Form, Withholding Exemption Certificates, and Tier I Waiver Form are available at www.vta.org/ar-sc-assist 2. Completed applications must be submitted to the VTA Project Information Office located at 1592 Alum Rock Avenue by December 11, 2015. The VTA Project Information Office is open Monday through Friday from 10:00 am to 4:00 pm and Wednesdays until 7:00 pm. 3. Payment will be mailed to recipient within 7 business days from VTA’s confirmation that the application is complete.
Tier II Financial Assistance Payments 1. Applicants must submit the following documents by December 11, 2015:
Fully completed Tier II Financial Assistance Application Form
Copy of current or applicable City of San Jose Business Tax Certificate
Proof of Small Business Sustainability Program revenue eligibility (as defined above)— any one of the following: o o o o
Most recent Income Tax Return Most recent Financial Statements Sales tax filings “Other”—sworn/notarized attestation of eligibility (as last resort if no other documentation available)
Proof of continuous operation for at least 12 months preceding July 13, 2015 or for at least 90 days between January 1, 2015 and October 10, 2015
Federal and State Withholding Exemption Certificates--W-9 and 590
Note: Application Form, Declaration of Eligibility Form, and Withholding Exemption Certificates are available at www.vta.org/ar-sc-assist 2. Tier II applicants who also submitted a Tier I application do not need to re-submit their Business Tax Certificate copy, proof of revenue eligibility, or Withholding Exemption Certificates. 3. Completed applications must be submitted to the VTA Project Information Office located at 1592 Alum Rock Avenue by December 11, 2015. The VTA Project Information Office is open Monday through Friday from 10:00 am to 4:00 pm and Wednesdays until 7:00 pm.
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VTA SMALL BUSINESS SUSTAINABILITY PROGRAM PAYMENT APPLICATION INSTRUCTIONS/PROCESS
4. Applicants must submit the following additional documents by February 11, 2016:
Documentation demonstrating extent and amount of financial impact—any one or more of the following: o o o o
Most recent Income Tax Return Most recent Financial Statements Sales tax filings Year-over-year analysis of sales or other supporting documentation
5. Once the completed application and supporting documentation have been received, they are then forwarded to the Independent Program Administrator (Administrator) for validation of financial impact. The Administrator evaluates the totality of the circumstances presented by the applicant, including an in person interview if appropriate. The Administrator may request additional supporting documentation as necessary. Based on the evaluation, the Administrator may approve a financial assistance payment between $1,000 (for businesses that demonstrate no more than a minimal impact) and $50,000 (for the most extreme construction delay-related impacts). For applicants that enter both the Tier I and Tier II process, the Tier I payment of $1,000 will be deducted from the approved Tier II financial assistance payment. 6. Once the Administrator’s evaluation is completed, those applicants who did not also participate in the Tier I process will be notified by mail of the recommended financial assistance payment and will be required to sign a Tier II Waiver releasing all past claims, acknowledging the recommended payment amount, and acknowledging that $1,000 of any Tier II payment acts as a credit towards future claims. The Tier II Waiver must be signed within 30 days of the date of the notification letter and returned to the VTA Project Information Office either in person or by mail. 7. The Program Administrator then forwards the approved Financial Assistance Application package to VTA for payment processing. 8. Payment will be mailed to recipient within 7 business days from receipt by VTA of Administrator approved Financial Assistance Application package.
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Tier I Financial Assistance Payments 1. Applicants must submit the following documents by December 11, 2015:
Fully completed Tier I Financial Assistance Application Form
Copy of current or applicable City of San Jose Business Tax Certificate
Proof of Small Business Sustainability Program revenue eligibility (as defined above)— any one of the following: o o o o
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Most recent Income Tax Return Most recent Financial Statements Sales tax filings “Other”—sworn/notarized attestation of eligibility (as last resort if no other documentation available) Page 1 of 3
VTA SMALL BUSINESS SUSTAINABILITY PROGRAM PAYMENT APPLICATION INSTRUCTIONS/PROCESS
Federal and State Withholding Exemption Certificates--W-9 and 590
Tier I Waiver Form--Release of all past claims and acknowledgment of Tier I payment as a credit toward any future claims
Note: Application Form, Declaration of Eligibility Form, Withholding Exemption Certificates, and Tier I Waiver Form are available at www.vta.org/ar-sc-assist 2. Completed applications must be submitted to the VTA Project Information Office located at 1592 Alum Rock Avenue by December 11, 2015. The VTA Project Information Office is open Monday through Friday from 10:00 am to 4:00 pm and Wednesdays until 7:00 pm. 3. Payment will be mailed to recipient within 7 business days from VTA’s confirmation that the application is complete.
Tier II Financial Assistance Payments 1. Applicants must submit the following documents by December 11, 2015:
Fully completed Tier II Financial Assistance Application Form
Copy of current or applicable City of San Jose Business Tax Certificate
Proof of Small Business Sustainability Program revenue eligibility (as defined above)— any one of the following: o o o o
Most recent Income Tax Return Most recent Financial Statements Sales tax filings “Other”—sworn/notarized attestation of eligibility (as last resort if no other documentation available)
Proof of continuous operation for at least 12 months preceding July 13, 2015 or for at least 90 days between January 1, 2015 and October 10, 2015
Federal and State Withholding Exemption Certificates--W-9 and 590
Note: Application Form, Declaration of Eligibility Form, and Withholding Exemption Certificates are available at www.vta.org/ar-sc-assist 2. Tier II applicants who also submitted a Tier I application do not need to re-submit their Business Tax Certificate copy, proof of revenue eligibility, or Withholding Exemption Certificates. 3. Completed applications must be submitted to the VTA Project Information Office located at 1592 Alum Rock Avenue by December 11, 2015. The VTA Project Information Office is open Monday through Friday from 10:00 am to 4:00 pm and Wednesdays until 7:00 pm.
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VTA SMALL BUSINESS SUSTAINABILITY PROGRAM PAYMENT APPLICATION INSTRUCTIONS/PROCESS
4. Applicants must submit the following additional documents by February 11, 2016:
Documentation demonstrating extent and amount of financial impact—any one or more of the following: o o o o
Most recent Income Tax Return Most recent Financial Statements Sales tax filings Year-over-year analysis of sales or other supporting documentation
5. Once the completed application and supporting documentation have been received, they are then forwarded to the Independent Program Administrator (Administrator) for validation of financial impact. The Administrator evaluates the totality of the circumstances presented by the applicant, including an in person interview if appropriate. The Administrator may request additional supporting documentation as necessary. Based on the evaluation, the Administrator may approve a financial assistance payment between $1,000 (for businesses that demonstrate no more than a minimal impact) and $50,000 (for the most extreme construction delay-related impacts). For applicants that enter both the Tier I and Tier II process, the Tier I payment of $1,000 will be deducted from the approved Tier II financial assistance payment. 6. Once the Administrator’s evaluation is completed, those applicants who did not also participate in the Tier I process will be notified by mail of the recommended financial assistance payment and will be required to sign a Tier II Waiver releasing all past claims, acknowledging the recommended payment amount, and acknowledging that $1,000 of any Tier II payment acts as a credit towards future claims. The Tier II Waiver must be signed within 30 days of the date of the notification letter and returned to the VTA Project Information Office either in person or by mail. 7. The Program Administrator then forwards the approved Financial Assistance Application package to VTA for payment processing. 8. Payment will be mailed to recipient within 7 business days from receipt by VTA of Administrator approved Financial Assistance Application package.
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