Longleaf Stewardship Fund and Cumberland Plateau Stewardship Fund Grant Recipients
Agenda
Introduction lindsay.vacek@nfwf.org 202-595-2433 jonathan.scott@nfwf.org 202-595-2609 michelle.katz@nfwf.org fatima.kamara@nfwf.org
Introduction
Introduction www.nfwf.org/easygrants The primary contact for the project should log into the Easygrants account. If a different contact needs to access the project in Easygrants, Michelle can change the contact information. sure to set your junk filter! Easygrants@nfwf.org: make After your agreement is executed, you will see Tasks for your project on your Easygrants home page.
Contracting After award, each grant goes through fiscal review (NFWF reviews project, organizational financial documents). If additional information is needed, you will be notified. When your contract is ready, you will receive an email from Easygrants@nfwf.org. Please contact Michelle with any questions about your grant agreement (please note that all funding sources are listed on page 2). After reviewing the agreement, email one signed copy to NFWF. (The entire contract, not just the signature page!) The Foundation will counter-sign and return one fullyexecuted copy for your records. You can start work any time after your project start date but cannot request payment until your fully executed grant agreement is in place. To discuss the possibility of amending your start date, contact Michelle.
Requesting Payment Submit a completed Vendor Setup Form (attached to your award notification, contains your banking information) & the organization s W-9 to Michelle to receive payment (only needs to be done once per organization). Complete a payment request form and submit it via Easygrants Must have signed agreement on file and be current on reporting You may request funds for reimbursement at any time and for any amount up to the final 10% of the total award amount, which is held back until final reports are approved For advance payments: Detail how the funds will be used and provide a justification and timeline for expected disbursement (MUST demonstrate imminent need) Payment schedule: Generally the beginning and middle of the month; takes around 2 weeks (if submitted on the 1 st, expect payment by the 15 th ).
Requesting Payment Common Questions: Can a project begin and start to incur expenses before a Grant is activated? If are allowed by your own organization to do so, you may begin project work and start incurring expenses in advance of activation as long as those expenses occur within the performance period. While NFWF cannot make payments until the grant is activated, you will not be out of pocket as long as they all expenses are within the approved budget line item categories. Third-party Payments? NFWF cannot pay third-party vendors directly. Timing of requests Payment requests can be submitted as often as needed, but are usually not submitted more than once per month
HOW to request payment: Requesting Payment
Requesting Payment
Requesting Payment Complete each section of the payment request form. No receipts needed (please keep on file) Upload the completed document into the Easygrants task and press submit. Email confirmation will be sent from Easygrants@nfwf.org
Requesting Amendments WHEN to request an amendment: Budget Amendment: If a variance of more than 10% of the total award amount is foreseen (must demonstrate budgetary shift AND how changes will affect project metrics, e.g. acres restored) Scope Change Amendment: If work varies significantly from the scope of work within the project proposal referenced in your grant agreement. Extension Request: If you do not expect to complete work and/or spend all funds within the project period. Rule of thumb: Always ask your Grants Administrator before requesting an amendment. DISCLAIMER: All amendment requests require justification and are granted at NFWF s discretion. NFWF staff will review proposed edits to make sure an amendment is necessary.
HOW to request an amendment: Requesting Amendments
Requesting Amendments Extension: Enter a proposed new end date and an explanation. Scope Change: Enter an explanation of the new scope. Budget Change: Enter an explanation for why a budget amendment is needed. Matching Contributions: Enter the proposed new Federal and Non-federal match requirements and an explanation. Make sure to press SUBMIT on all requests you will receive confirmation via email. Response time will vary based on time of year and workload, but notification will generally occur within 1-2 weeks.
Reporting Requirements: Interim Programmatic Report: Once annually via Easygrants (due 9/30) Annual Financial Report: Once annually via Easygrants (due 10/31) Final Financial Report: Due 90 days after end of project period Final Programmatic Report: Due 90 days after end of project period How to submit:
Communications Request appropriate funder logos from NFWF (not available on web) ALWAYS acknowledge both NFWF and project funders in press releases, signage, web recognition, etc. Reach out to NFWF PRIOR to publishing external communications. Always provide at least 2 weeks notice to NFWF prior to publication date Provide notice of events (volunteer/educational activities, field days, etc.) as they occur Communications Resources: Lindsay Vacek or Jon Scott
Helpful Links Contracting: http://www.nfwf.org/whatwedo/grants/recipients/pages/ contracting.aspx Requesting payment: http://www.nfwf.org/whatwedo/grants/recipients/pages/ payments.aspx Requesting an amendment: http://www.nfwf.org/whatwedo/grants/recipients/pages/ amendments.aspx Reporting: http://www.nfwf.org/whatwedo/grants/recipients/pages/ reporting.aspx Indirect Cost Calculator: http://www.nfwf.org/whatwedo/grants/applicants/pages/ indirect-cost-calculator.aspx
Questions?
Contacts michelle.katz@nfwf.org lindsay.vacek@nfwf.org 202-595-2433 jonathan.scott@nfwf.org 202-595-2609 When contacting NFWF, please reference your grant number (located in your grant agreement at the top of the first page next to the project title; also on your EasyGrants homepage (i.e., 0403.14.XXXXXX)