Award Notification and Project Management

We completed a needs assessment and developed policies and procedures as part of our grant; do we need to submit these to the State Archives?

Yes, you should upload a copy of any product produced with grant funds to your application in the eGrants system.

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Where do I send my final reports?

That depends on the form. Most final reports and forms are completed and submitted within the eGrants system. Once you have completed the final project budget, the Final Expenditure Report (FS-10-F) must be printed, signed and submitted to the State Archives. You must submit three (3) copies of the form with original signature in blue ink to:

New York State Archives

Grants Administration Unit

Cultural Education Center, Room 9A81

Albany, NY 12230

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What are the final reporting requirements and when are reports due?

The following reports are due by July 31, one month after the end of the project: Final Narrative Report, Final Project Budget, Final Statistical Report, Final Expenditure Report, and Final Signoff. You can find these forms, with instructions for submitting them, online in the eGrants system.

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Can I transfer funds from one budget category to another during the grant year? If so, what is the process and timeline?

Local governments can transfer funds if the change doesn't violate the original intent of the grant award, if they justify the request in writing, and if the change is consistent with the FS-10-A (Project Amendment) instructions. The local government must first gain approval from its State Archives Records Advisory Officer, and then complete and submit before June 1 the online Budget Amendment Summary (BAS).

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How long do I have to complete my project?

You have only one year to complete a project, from July 1 of one year until June 30 of the following year. You cannot accrue grant expenses before July 1, and you cannot encumber expenses or continue any grant-related work after June 30th.

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