(a) The Office sends a host agency an Ombudsman Staffing Plan form on or about July 31st of each year.(b) A host agency must complete and submit the Ombudsman Staffing Plan form sent to the host agency by the Office as specified in the form.(c) The Office reviews a completed Ombudsman Staffing Plan form submitted by the host agency and notifies the host agency in writing of whether the form is approved. If the form is not approved by the Office, a host agency may submit a revised form to the Office.(d) The Office will not reimburse a host agency for expenditures made by the host agency for Ombudsman Program functions until the Office approves an Ombudsman Staffing Plan form submitted by the host agency.