Documentary Heritage Program FAQs
Project Management
- When will we get the money?
- When can our project begin?
- Am I able to transfer monies from one budget category to another during the grant
year? If so, what is the process and timeline?
- How do I get the money?
- What are the reporting requirements and when are reports due?
- I understand that we must provide access to the records we arrange and describe through a DHP grant, but are we required to fulfill requests for copies of records for free?
Project Management
Release of the funding for grant awards is contingent on receiving approvals from the Office of State Comptroller and the Division of the Budget. This process is usually completed by early summer, but in the 2010/2011 grant cycle funds were released in late fall.
Monies can be expended after July 1, and cannot be encumbered after June 30 of the following year.
- Am I able to transfer monies from one budget category to another during the grant year? If so, what is the process and timeline?
Grant recipients can transfer monies within budget categories if the change doesn't violate the intent of the grant award, and if the request is justified in writing. The DHP Office must approve any budget amendment. The correct form for any funds transfer is the FS-10-A. An FS-10-A is mailed to every award recipient in the fall. The cut-off date for amendments is no later than June 1st. The DHP Office will remind grant recipients of this date.
Payments are made as follows: 50% of the award is released once the marked-up version of the FS-20 is approved by NYSED. Up to 40% of the award amount is paid in increments as the recipient expends funds and submits forms for additional payments. The final 10% of the award is paid at the end of the project following receipt by the DHP Office of completed final reports.
Recipients receive reporting guidelines as part of their Grants Manager’s Packet. The packets are sent out shortly after awards have been announced.
- Usually by the end of January: Mid-term Narrative Report due
- No later than June 1: FS-10A (Budget Amendment) submitted
- June 30: Project completed and all funds encumbered
- July 31: FS-10-F (Final Expenditure Report) & FR-1 (Final Narrative Report) due
- I understand that we must provide access to the records we arrange and describe through a DHP grant, but are we required to fulfill requests for copies of records for free?
There is no obligation to provide free copies of the records. The records should be accessible to researchers, and a fee schedule can be established for photocopying. Researchers must also respect copyright. Free access does not mean totally free use. An institution has the right to control the use of its materials.
