Congratulations! You received a Lehigh Valley Mini Grant.
Now it’s time to report your progress or seek your reimbursement. Here’s your resource guide where you can do that.
Please contact Brit Kondravy (conservation@delawareandlehigh.org) with any questions or to keep me informed of any potential changes to the project. By referencing your grant number (e.g., LVG 25.01 or LVG 26.09) in the subject of all correspondence about this grant, you help us better respond to you. Thank you!
GRANT EXPIRATION DATES
– If you are a 2021 grant recipient (awarded June 2021), your Grant funding expires on October 31, 2022 and closeout paperwork will be due to D&L by November 15, 2022.
FOR ALL GRANT RECIPIENTS
- Please file a mid-grant Progress Report
– If you are a 2021 grants (LVG #26.xx) due November 30, 2021.
*** COMING SOON **** We will soon upload forms so all closeout documentation can be accessed online
CLOSEOUT MATERIALS
- LVG Mini-Grant Success Story– use this template to submit the final report (text and photos)
- AGREEMENT DOCUMENTATION listed in the Section V. Final Products and Close-out of the executed grant agreement contract, such as sub-contracts, maps, etc.
- ACKNOWLEDGEMENT DOCUMENTATION –
- FINANCIAL DOCUMENTATION
- Documentation Worksheets (Do these before Attachment B and Attachment A!!) – Use these to document for final closeout the four types of services/supplies then the total from each sheet then gets entered at the bottom of Attachment B
- In-kind staff costs by grantee – document all grantee’s staff time with one line per staff member (attach timesheets or spreadsheets that list dates and hours of work)
- Donated professional services – professional hours from partners that don’t require payment from the grantee (attach letter from each organization on their letterhead to document their donated time and value)
- Volunteer services – use the current independent sector volunteer rate for Pennsylvania (http://www.independentsector.org/volunteer_time) for anyone 18 years and older; PA minimum wage for anyone under 18 (The current PA volunteer rate for those over age 18 is: $26.67/Hr.; The current PA minimum wage is $7.25/hr (applicable rate for <18 yo))
- Equipment use/Donated Supplies – for machine rates only, not operator hours OR for donated supplies not paid for
- Attachment B– all cash expenses for labor or supplies should be in the top portion then the totals from the four in-kind spreadsheets at the bottom to total for the entire project cost to transfer to Attachment A, **more than 50% match is encouraged
- Attachment A – serves as the cover sheet to document the grant amount, total match (broken into cash expenses and in-kind worksheets) and the grantee signature
- Documentation (You must provide):
- an invoice for each cash expense and please write on the invoice the amount paid, date paid, and check number or last 4 digits of credit card
- grantee staff timesheets/spreadsheets listing dates and hours to support any amounts on the first in-kind worksheet
- letters on donating professional organization letterhead to support any amounts on the second in-kind worksheet
