(a) Request for Reimbursement.
  (1) Pursuant to the Act, §6.094, not later than January 31 of the year following the year in which an association hosts the Breeders' Cup races, the association may submit to the Commission a report seeking reimbursement for associated Breeders' Cup costs on a form approved by the Commission. Multiple requests for reimbursement may be submitted by the association to the Commission, but each request must be for separate costs.
  (2) The report must include:
    (A) the total amount of Breeders' Cup costs incurred and paid by the association for which reimbursement is requested;
    (B) the total payments made by political subdivisions and development organizations to the association;
    (C) invoices, receipts, or other documentation verifying the expenditures;
    (D) documentation verifying the necessity of the expenditures as either capital improvements or extraordinary expenses reasonably incurred for the operation of the Breeders' Cup races;
    (E) an ongoing total of payments received by the association from the Commission paid from the Breeders' Cup Developmental Account; and
    (F) any other information requested by the executive secretary.
(b) Payment. On determining that the requested reimbursement is verified and authorized in accordance with the Act, the executive secretary shall process payment to the association from the Breeders' Cup Developmental Account. Concurrent with payment, the executive secretary shall certify to the comptroller the aggregate amount actually paid for Breeders' Cup costs by political subdivisions and development organizations.
(c) Administration and Audit of Reimbursements.
  (1) The executive secretary may at any time inspect, review, or audit any transaction or documentation relating to a reimbursement paid to an association under this section, including amounts paid or set aside by political subdivisions and development organizations with regards to the Breeders' Cup. The executive secretary may ask for additional documentation to support any reimbursement requested.
  (2) An association shall maintain all supporting documentation and records involving requests and payment from the Breeders' Cup Developmental Account for a period of four years from the date of payment or denial of payment.

Source Note: The provisions of this §309.105 adopted to be effective July 11, 2004, 29 TexReg 6642