Intralinks is a secure website used by the Trustee to share documents and messages with Tribes who participate in the VW Tribal Trust. Each Tribe has a folder where all of their documents are saved, access to a "General Information" folder from which they can download forms they will need to apply for funds from the Tribal Trust, and the ability to ask questions or upload documents.

As the first step in becoming a Beneficiary, a Tribe contacts the Trustee, who sends them the Officers Certificate for Intralinks Access. The form requires a signature from the Tribe's highest elected official, and has spaces for the Tribe to list whom they want to have access to Intralinks. The Tribe fills out the form, has the signatures notarized, and emails the form back to the Trustee. Once the Trustee approves the form, Intralinks access is granted to those people specified on the form.

Documents can be submitted two different ways: 1) via direct upload to the Beneficiary's folder, or 2) via the question & answer (Q&A) process. The Q&A process is preferred, as it automatically notifies the Trustee that a document has been submitted. If if a Beneficiary uploads a document directly to their folder, they will need to manually select an option to notify the Trustee. Step-by-step instructions for using the Q&A process are available in the “General Information” folder in Intralinks.

Tribes are only required to notify federal agencies of their participation in the program if an agency contacts the Tribe up to 30 days after they are certified as a Beneficiary of the Trust.

No, Tribes utilising the VW-DERA option are required to combine their Tribal VW money with Tribal DERA funds.

Unfortunately, it is not possible to change the census data used in the Alignment Table (Appendix D-8 of the Modified Trust Agreement) to determine Beneficiary allocations. The Modified Trust Agreement states in section 5.0.5.3. that "For the avoidance of doubt, the population statistics in the Alignment Table shall not be updated or revised for the life of the Indian Tribe Trust Agreement."

There are three security documents which Tribes must complete and submit to the Trustee*:

1. The Officers Certificate for Intralinks Access is completed by a Tribe that is seeking to become a Beneficiary. It authorizes the Tribe to access Intralinks, and enables the Trustee and ITEP to work with only authorized tribally designated individuals.
2. The Delegation of Authority and Incumbency Certificate ("Incumbency") is completed after a Tribe is designated as a Beneficiary. It allows the Beneficiary to empower additional senior officials of the Lead Agency (or Tribe) to manage the relationship with the Trustee.
3. Exhibit A to the Delegation of Authority and Incumbency Certificate ("Exhibit A") is completed along with the Incumbency document, and allows the Beneficiary to designate "Authorized Instructors" and "Authorized Confirmers" with respect to payments from or to the Trustee. Exhibit A must be signed off by someone identified in the Incumbency document.

*The Trustee can provide additional information or assistance with these forms if needed.

Replacement vehicles must serve essentially the same function as the vehicles being retired. For example if a truck can be replaced by one of a smaller weight class that still provides the same service, that would be acceptable. If a bus is being purchased with VW funds, the replacement bus should have a similar seating capacity as the one being replaced.

Possibly. The assumption in the Trust Agreement is that vehicles will be replaced in a one-for-one manner. However if a Tribe can persuasively argue that replacing one bus with two smaller buses will result in reduced NOx emissions, then this may be allowable.

According to Appendix D-2 of the Modified Trust Agreement, any engine replaced with VW funds must be rendered permanently inoperable by drilling a 3-inch hole through the engine block. If the entire vehicle is being replaced, the frame rails must also be cut in half. Beyond these two requirements, a Tribe can decided what to do with the remainder of the vehicle, including selling it for scrap or salvaging accessories for use in other vehicles.

If the document was submitted through the Q&A process, ITEP or the Trustee will respond to the question with comments detailing any requested revisions. Once the Beneficiary has made the revisions, the updated document should be submitted as a "follow up" or "reply" to the question. Please DO NOT click the option that says "add comment," as this will not make your response visible to the Trustee or ITEP and you could miss a deadline.

Yes, these types of items can be added as expenses under the "equipment" part of the budget.

Solar panels can be purchased with VW funds if they are dedicated to the electric vehicle charging infrastructure also purchased using VW funds (so they can not be used to power additional infrastructure; if the system is grid-tied, they must be located "downstream" of the junction box serving the electric vehicle charging station).

There is no explicit requirement in the Modified Trust Agreement for documentation of scrapped vehicles. However, we strongly recommend that Tribes document scrapping, to provide proof if requested later by a member of the public. ITEP can provide a template for this; otherwise Beneficiaries may consider taking pictures of the scrapping steps, obtaining a certificate from a scrapper that the steps were carried out, or any other method of documenting that scrapping was carried out per the requirements in Appendix D-2 (see above).

Beneficiaries must submit their first report to the Trustee within six months of receiving their funds. If the project is not completed by that time, Beneficiaries must then submit semi-annual reports to the Trustee until the project is complete (due by July 30 for the months of January through June, and January 30 for the months of July through December). Details about what is required in these reports can be found in section 5.3 of the Modified Trust Agreement, and ITEP can provide a template for the reports if desired.