Grants & Awards: DHP: Grant Application & Reference Material:
Application Budget and Cost Share instructions
The budget and cost share forms provide the applicant with an opportunity to present a comprehensive description of the project expenditures and match. Be concise and straightforward, and provide only information that is applicable to your organization and your project.
Grant reviewers will evaluate your application and assign points for each component. The highest score assigned will be 100, with a maximum of 25 points allocated to the budget/cost sharing section.
Budget Category & Narratives and Budget Summary FS-20 [maximum 25 points]
Applicants should use the Budget Category and Narrative forms (pages 61-74) to itemize their funding requests. There are unique forms for each of the following categories: Salaries for Professional Staff (Code16); Salaries for Support Staff (Code 16); Purchased Services (Code 40); Supplies, Materials, and Equipment costing less than $5,000 (Code 45); Equipment (Code 20); Travel Expenses (Code 46); and Employee Benefits (Code 80). On each form there are fields for itemized expenditures and a narrative.
In the narrative field of each Budget Category and Narrative form, the applicant should briefly describe how the requested funds will be used and how they are appropriate, reasonable, and necessary to support the project activities and outcomes. In addition, the budget narratives should briefly describe how the expenditures and activities are supplemental to and do not supplant or duplicate services currently provided by the applicant. Applicants should only submit forms for the budget categories for which they are requesting funding.
The totals from each of the Budget Category & Narrative form should then be transferred to the appropriate field on page 2 the Budget Summary form.
Also on page 2 of the Budget Summary form are fields to compute and enter Indirect Costs (Code 90). “Indirect cost” is broadly defined as central administrative costs and certain other organization-wide costs that are incurred in connection with a project, but that cannot be readily identified with the project. Applicants may request coverage of their indirect cost at a rate not exceeding 2.5 % of the total grant amount requested (excluding any grant funds requested for equipment).
An original signature of the Chief Administrative Officer in blue ink must appear on the Budget Summary form (FS-20).
If the project is accepted for funding, an approved copy of the Budget Summary form (FS-20) will be returned by NYSA Grants Finance to the contact person.
The above forms are the applicant's opportunity to provide a description of the proposed project expenditures. Reviewers will evaluate these forms and score points for each component. The highest score to be allocated to the budget is 20 points. See the specific instructions for each form.
Ineligible Expenditures
Most ineligible expenditures are listed in the instructions of the Budget Category and Narrative forms to which they pertain. Three additional ineligible expenditures are listed here. When in doubt as to expenditure’s eligibility, contact the DHP office.
- Capital projects for the purchase or construction of facilities or additions to existing structures.
- Repairs to the roof, exterior walls, or foundation of a building.
- Routine repairs and building maintenance. Repairs are occasional work of a recurring nature, which are intended to restore to a satisfactory condition deteriorated or broken facilities. Maintenance is work of a recurring nature that is intended to promote the upkeep of a building or other structure.
Do not use Budget Category & Narrative forms or the Budget Summary form to report your cost share (i.e. match). Use them only for the funds you are requesting from the DHP. There is a separate form for reporting cost sharing.
All cost share contributions must directly support project activities and outcomes. Documentation projects require cost sharing of at least 20% of the Total Project Cost. Arrangement & Description and Archival Needs Assessment projects require cost sharing of at least 50% of the Total Project Cost. See the Cost Sharing Form and instructions. Failure to meet these conditions will result in rejection of the application.
Submit your application
(postmarked no later than Monday, February 1, 2010) to:
Documentary Heritage Program
New York State Archives
9C71 Cultural Education Center
310 Madison Avenue
Albany, NY 12230
For further information, please contact:
Pamela Cooley
Documentary Heritage Program
New York State Archives
9C71 Cultural Education Center
Albany, NY 12230
Phone: 518-474-6926
Email: dhs@mail.nysed.gov
Complete DHP Grant Application Guidelines PDF format (Requires Adobe Reader)
Table of Contents | Grant Application Rview Process and Criteria