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Supplies and Materials (Code 45)

Briefly describe each requested item and specify quantity, unit cost, and proposed expenditure. Request any equipment items with a unit cost of less than $5,000, and all computer software, regardless of the unit price, under this budget code.

Eligible Expenditures

  • Supplies, such as shelving, storage boxes, records management software, alkaline supplies (folders and boxes), and equipment with a unit cost of less than $5,000 
  • Side-tab file folders for files management projects
  • Computer software, regardless of the unit price
  • Lateral open shelving with pull-down or flip-down locking doors
  • Fire-resistant file cabinets 

Ineligible Expenditures

  • Software upgrades
  • Standard file cabinets, including lateral file cabinets 
  • Office furniture
  • Office supplies, such as tape measures, calculators, pens, toner, paper, and file folders
  • Wooden shelving of any kind, including shelving with particle board decking
  • Records center cartons other than standard cubic-foot boxes, unless the applicant provides sufficient justification for their purchase
  • Consider the Source: Historical Records in the Classroom, a State Archives publication, cannot be purchased with funds from this granting source 

Other Required Forms

Standard one-cubic-foot records storage cartons (10″ x 12″ x 15″) should be purchased through 
New York State Industries for the Disabled
11 Columbia Circle Drive
Albany, NY 12203 
These are available in lots of twenty-five at $55.02 per case (approximately $2.20 per box). Grant funds will not be approved for cartons in excess of this price. Note: NYSID is a Preferred Source for these goods.