Documentary Heritage Program FAQs
If Your Application is Successful
- When will we get the grant funds?
- 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 grant funds?
- What are the reporting requirements and when are reports due?
- Are we required to fulfill requests for copies of records processed through DHP support for free?
Release of the funding for grant awards is contingent on receiving approvals from the Office of State Comptroller and the Division of the Budget. In the 2011/2012 grant cycle funds were released in late fall.
Projects may begin once the grant awards have received all necessary approvals.
- 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 transfer does not change the intent of the grant award and if the request is justified in writing. The correct form for any funds transfer is the Budget Amendment form, FS-10-A. The DHP Office must approve any budget amendment. The cut-off date for amendment requests June 1, 2013.
Payments are made as follows: 50% of the award is released following approval of the FS-20. Up to 40% of the award amount is paid in increments as the recipient expends funds and submits requests for additional payments. The final 10% of the award is paid at the end of the project following receipt by the DHP Office of the final report.
Recipients receive reporting guidelines as part of their Project Director’s packet. The packets are sent out shortly after awards have been announced.
- Are we required to fulfill requests for copies of records processed through DHP support for free?
End of January: Mid-term Narrative Report due
By 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
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.
