Grants & Awards: DHP: FAQs:

Documentary Heritage Program FAQs

Application Content - Budget and Cost Sharing

  1. Can an existing employee work on my grant project?

    The answer to this question depends on whether the employee is paid with grant funds or by your institution.
    • Grant funds may not be used to cover the regular salary of an existing employee to work on the grant project during his/her regular working hours unless the applicant organization can demonstrate that the employee’s regular work assignment during those 15 hours will be covered by a replacement and that the replacement will be paid with non-grant funds. For example, Nayla is a full-time employee at the historical society. Fifteen hours out of her regular 35-hour work week will be spent working on the grant project. She will be paid for those 15 hours with grant funds. The historical society will hire Stella, a temporary worker, for 15 hours per week to do the normal work Nayla would have been doing had she not been working on the grant project. Stella will be paid for those 15 hours with non-grant funds.
    • Grant funds may be used to cover additional work hours of existing staff provided that they do grant project-related work during those hours For example, Luca’s work schedule at the historical society is 15 hours per week. Ten hours are added to his work week to do grant project-related work. He is paid for those extra 10 hours with grant funds.
    • Regular staff salaries and benefits can count towards Cost Sharing for the portion of work that relates directly to the grant project. For example, Emma is an employee of the historical society. Some of the work she does, taking calls, responding to email, scheduling meetings, and doing word processing and data entry is grant project-related. A portion of her salary and benefits paid by the historical society may count towards their cost sharing.
  2. Is a consultant's travel an additional expense, or is it included in the consultant’s daily rate?

    The consultant's travel between project-related sites is an additional expense and should be included and justified on the Travel Expenditure Form (Code 46).
  3. Can my project Advisory Committee's time be allocated to our Cost Sharing?

    Yes. Your Advisory Committee’s time may be allocated to your cost sharing as long as committee members volunteer their time and their activities are directly related to the project. Advisory Committee members' mileage to attend meetings, if paid by the members, may also be used as part of the cost share.
  4. If my organization's trustees work on the project, can their time be allocated as part of our Cost Sharing?

    Yes. The time that your organization’s trustees donate to the project can be considered part of your Cost Sharing contribution.
  5. Is a donation to our institution that is not designated for a specific function or project, but subsequently would be allocated to the proposed project, be considered part of our Cost Sharing contribution?

    Yes.
  6. Can funds from another grant be allocated as part of our Cost Sharing?

    No.
  7. Can we apply the time we spend writing our DHP grant application to our Cost Sharing contribution?

    No.
  8. Is the percentage of Cost Sharing required for a project calculated using the total cost of the project or using only the requested grant amount?

    The percentage of Cost Sharing (whether 20% for Documentation projects or 50% for Arrangement & Description projects) is calculated using the total cost of the project. For example, if you are applying for an Arrangement & Description project and your total project costs are $15,000, your grant request would be $7,500 and your cost sharing requirement would be $7,500.
  9. Can we use our Indirect Cost as part of our cost sharing contribution?

    Applicants may use the indirect cost calculated on their cost share amount and include that as part of their cost sharing contribution. If the applicant claims a rate higher than the current rate, they must provide justification for the higher rate. The higher rate may only be applied to the applicant’s cost sharing contribution, not to the requested grant amount.