Grants & Awards: LGRMIF: 2009 Grant Application Materials

Project Administration

If you are awarded a grant, you must conduct your project in accordance with the proposed project budget, plan of work, and LGRMIF grant guidelines. In addition, you must follow your government's policies concerning wages, mileage and travel allowances, overtime compensation, and fringe benefits, as well as adhere to state rules pertaining to competitive bidding, safety regulations, and inventory control.

Supporting or source documents are required for all grant-related transactions that involve the disbursement of grant funds. These documents include, but are not limited to, purchase orders, contracts, time and effort records, delivery receipts, vendor invoices, travel receipts, and travel payment documents. These records must be kept for at least six years after the last payments are made. All records must be available for inspection by State Education Department officials or representatives.

Required Reports

Each project must achieve results that substantially meet the objectives outlined in the application as approved. Recipients of grants must submit a performance report in the form of a final narrative report (the FR-1). The report should demonstrate that substantial progress has been made toward meeting the project goals and the program performance indicators. Guidelines for final narrative report are posted on the State Archives' website, www.archives.nysed.gov, or contact the Grants Administration Unit at (518) 474-6926 for them.

Awardees are also required to submit a final fiscal report, the FS-10-F Short Form. However, local governments must record grant expenditure details in a manner consistent with the internal pages of the FS-10-F Long Form, maintain the information in their files, and make these details readily available upon request from authorized individuals. Authorized individuals include staff from SED; the Office of the State Comptroller; federal agencies; and state, federal, and local auditors.

In all cases, local governments must maintain complete and accurate records, and be prepared to provide additional detail, such as time and effort records, vendor invoices, and travel receipts, to support reported expenditures.

State Archives staff will monitor each grant-funded project, and will make site visits during the course of projects to determine the rate and quality of progress. Some projects may be selected for more extensive review at the conclusion of the grant period.