Congratulations to our 2020 grant recipients! This page is intended to support you as you implement your funded project by answering frequently asked questions about grant administration, record-keeping, and grant payments.
Frequently Asked Questions about VT UCF Grants
How does our community or organization receive the grant funding that we've been awarded?
VT UCF grant funds are not awarded as a single check -- they are released after the grant recipient submits an invoice. The funds awarded are available for payment according to Attachment B: Payment Provisions (page 5) of your grant agreement.
For 2020 Canopy Grant recipients, funds are available on the following schedule: 50% payable by submitting an invoice after the grant agreement is signed, and the remainder payable upon completion of the project with verification of payment of all expenses and by submitting an invoice
For 2020 EAB Management Grant recipients, funds are available on the following schedule: $5,000 upon grant execution (the grant agreement is signed) and submission of the invoice, $5,000 upon submittal of mid-project progress report described in paragraph 4 of Attachment A, and the remaining amount upon receipt and approval of the final report described in paragraph 2, not to exceed $5,000.
For 2021 Ash Tree Management Grant recipients, funds are available on the following schedule: 33% payable up grant execution (the grant agreement is signed) and submission of an invoice, 33% upon submittal of a mid-project progress report described in pargraph 4 of Attachment A, and the remaining amount upon receipt and approval of the final report describted in paragraph 2, not to exceed 33%.
Should I read our grant agreement? How can I get a copy of our signed grant agreement?
Yes! If you will be involved in the administration of a funded project, it is your responsibility to read and understand the executed (signed) grant agreement, particularly pages 4 and 5 (Attachments A & B), which outline your specific project's scope of work and the payment provisions (how to get the money!).
Your executed grant agreement was sent directly to the designated individual in your municipality or organization that provided the e-signature to execute the grant. If you are involved in the administration of a funded project and this person did not forward you or send you the grant agreement, we would be happy to share it with you. Simply send firstname.lastname@example.org an email request and we'll send you the PDF. In the meantime, refer to this blank sample grant agreement.
How do we submit an invoice?
As outlined on page 5 of your grant agreement, invoices shall be addressed to the below and emailed to ANR.FPRAgreements@vermont.gov.
ATTN: Vermont Department of Forests, Parks and Recreation
1 National Life Drive, Davis 2
Montpelier, VT 05620-3801
Can we invoice for activities that happened before the grant agreement was signed?
Yes. Attachment B of your grant agreement states: Up to 90 days of Pre-award costs are allowable under this agreement as determined by the State and as related to scope of work in Attachment A. In other words, completed project work that occurred as early as 90 days before the grant agreement was signed is eligible for reimbursement as long as the costs were properly documented.
Can we change the scope or deliverables we originally outlined in our grant proposal?
Yes, but these changes need to be formally requested, approved, and incorporated into a new version of your grant agreement.
Page 2 of your grant agreement states: Amendment: No changes, modifications, or amendments in the terms and conditions of this Grant Agreement shall be effective unless reduced to writing, numbered, and signed by the duly authorized representative of the State and Subrecipient.
If you need to alter the scope of work (outlined in Attachment A, page 4, of your grant agreement) and deliverables, the individual who signed the original grant agreement needs to submit in writing (an email is adequate) a request to make changes. This should be submitted to email@example.com. Upon approval, the Forests, Parks and Recreation business office will develop a new grant agreement that incorporates these changes, which will need to be signed by both the State and your municipal or organizational representative.
What if we need to request for an extension to our grant project period?
All of our 2020 grant agreements are scheduled to end in March 2021 (Canopy grant projects on March 15th, EAB Management grant projects on March 31st); our 2021 grants are scheduled to end on January 15th, 2022. If you need to request an extension, per condition number 7 in attachment B of your grant agreement, the Subrecipient must request from the State, in writing, an extension, at least 30 days prior to the close-out date. The extension request must include a justification and a proposed extension date. The State may require a certificate of insurance meeting the requirements in Attachment C if the prior submittal is no longer current.
In lay terms, this means that at least a month before the end of the grant project period, you will need to submit in writing (email is fine) a request that outlines why the extension is needed, a description of the new scope of work, and the requested end date of your extended grant agreement. The grant funds come from an annual federal source so extensions can generally not extend beyond June of the grant closure year. The request should be sent to firstname.lastname@example.org.
How do we document our volunteer in-kind match?
All VT UCF grants require 100% match. This means that whatever funding amount your municipality or organization has been awarded needs to be matched entirely by monetary or in-kind services. So, if you have received a $2,000 grant, you need to document and demonstrate at least $2,000 worth of additional contributions to the project. This shows that the total value of the project is actually $4,000 or more.
Most grant recipients choose to include volunteer in-kind match - the value of volunteers working on the project - as some portion of their documented match.
In Attachment A (page 4) of your grant agreement, condition number 4 reads: Comply with OMB guidance subparts A through F of 2 CFR Part 200 as adopted and supplemented by the USDA in 2 CFR Part 400. This bureaucratic language refers to the federal rules and guidelines on valuing and documenting match. To support Subrecipients (aka our grant recipients) to appropriately keep track of and document volunteer match on grant projects, the Forests, Parks and Recreation business office has developed Subrecipient Guidance for Valuing and Documenting Match from Non-Federal Sources.
In a nutshell, if you will be using in-kind volunteer services as match, you should provide volunteer sign-in sheets as documentation of volunteer match. The Subrecipient (grant recipient) can determine the rate (hourly dollar value) at which they value volunteer in-kind services based on the guidance provided in the linked document above. A template to document match from a single volunteer completing multiple tasks on multiple days is provided as a printable pdf. A sample sign-in sheet for a group event or training is provided as an Excel Worksheet or a printable pdf.
What is required in the final report?
Your final report is a summary of what you were able to accomplish with the grant funds and documentation of your spending and town-provided match. You may submit the final report and final invoice as soon as your project is complete. For example, while the grant period does not officially end until March 2021 or January 2022, if you have achieved all deliverables at an earlier date, you can submit then. As outlined in Attachment B (page 5) of your grant agreement, the final report should include the following:
A written list of expenditures, including match, comparing proposed budget outlined in grant application to actual expenditures.
A short (up to one page) story about the project with available photo documentation to be used by the Vermont Urban and Community Forestry Program in outreach material. Possible uses include e-newsletters, blog posts, websites, and printed material
Digital copies of all products developed as part of this grant, if applicable. This might include master plans, maps, inventories, or other printed materials.
Additionally, EAB Management grant recipients need to submit a copy of Request for Proposals or other procurement documents related to any portion of the work under this grant performed by a subcontractor.
Final reports and final invoices should be submitted together in a single email and sent to ANR.FPRAgreements@vermont.gov. The final report can be submitted by anyone (town staff, the volunteer project coordinator, etc.). Though not required, please cc email@example.com so that our UCF program staff is aware that the report has been submitted.
I have more questions! Who do I ask?
Please direct all UCF grant questions to our Program Manager Elise Schadler at firstname.lastname@example.org.