Information for Awardees
604(b) grant awardees should use the instructions and forms provided on this page to prepare and submit quarterly narrative/qualitative reports and reimbursement requests. Documents are grouped according to their purpose under the appropriate heading below. Use the following links to find the information you need:
Narrative/Qualitative Reports
Resources and Templates for Reporting
Awardees are required to submit narrative/qualitative reports describing progress made towards program objectives during the quarter. These reports must be submitted each quarter of the contract term beginning with the quarter in which the award was made, regardless of whether any money has been spent.
Awardees should use the provided templates when preparing narrative/qualitative reports. To request copies of the templates, contact us at [email protected].
Minority/Women's Business Enterprise (M/WBE) Goals & Reporting Responsibilities - information about M/WBE goals and forms.
Where and How to Submit Narrative/Qualitative Reports
Narrative/Qualitative Reports are due 30 days after the end of each quarter. They should be submitted electronically to each of the following:
- DEC via the [email protected] email address
- The DEC Regional Water Engineer or their designated program manager (DEC contacts by region)
- The Statewide Coordination Planning Program's designated contact
To assure proper delivery of all documents, use the correct email subject line as shown in the example below (click link to open email). Please include your state contract number, the year, and the quarter number in the subject line as well.
Submit CWA 604(b) Narrative/Qualitative Report.
Reimbursement Requests
Instructions and Forms for Requesting Reimbursement
All reimbursement requests should include all of the following documents:
- Expenditure Report
- Self-Certification Form
- State Aid Voucher
Expenditure Report - This form is used for reporting program expenditures detailed by object of expense. Contact us at [email protected] for a copy of this Excel file.
Self-Certification Form (PDF) - This form is used to certify that the costs shown in your reimbursement requests are reasonable, eligible and allowable under the contract. The form must be signed by the authorized representative of the organization and be included in each reimbursement request package.
State Aid Voucher and Instructions (PDF) - This voucher is the request for payment. Print out and submit a hard copy with original signatures as described in the "Where and How to Submit Reports and Reimbursement Requests" section below.
Where and How to Submit Reimbursement Requests
Signed reimbursement requests should be scanned and emailed to DEC at [email protected] Reimbursement requests should be submitted on a quarterly basis, within 30 days after the end of the quarter for which reimbursement is being requested. A copy of each reimbursement request should also be emailed to the program's corresponding DEC Regional Water Engineer or their designated program manager
Requests for reimbursement will not be processed if a narrative/qualitative report has not been submitted for the same reporting period. Indicate on the cover page of the narrative/qualitative report whether a reimbursement request will follow by mail.
Work Plans
The work plans completed in the NYS Grants Gateway during the application process will be used for the entire term of the contract. For each annual period of the contract, grant recipients are expected to work with their regional Division of Water regional water engineer or their designated program manager to revise their annual work plans and budgets based on available funding and regional water quality planning objectives. Work plans and budgets will be revised and submitted for DEC review and approval in the Grants Gateway Grant Opportunity Portal (a direct link is in the "Links Leaving DEC's website")
Contracts
Sample 604(b) Contract (PDF) - The 604(b) grant program uses the State of New York Master Contract for Grants, which includes the following:
- Master Contract for Grants Face Page (contractor and project specific information)
- Standard Terms and Conditions (NYS standard terms and conditions)
- Attachment A-1 Program Specific Terms and Conditions (agency and program specific terms and conditions)
- Attachment A-2 Federally Funded Grants (federal terms and conditions)
- Attachment B-1 Expenditure Based Budget (project expense categories and detail)
- Attachment C Work Plan (project objectives, tasks and performance measures)
- Attachment D Payment and Reporting Schedule (claims for reimbursement and grant reporting provisions)
604(b) awardees may view their contracts on the NYS Grants Gateway Grant Opportunity Portal (a direct link is in the "Links Leaving DEC's Website" section of this page).
Minority and Women-Owned Business Enterprises (M/WBE)/Equal Opportunity Program - This page provides instructions and forms for reporting compliance with the M/WBE program.
DEC Contact Information
CWA, Section 604(b) Program
Division of Water, 518-402-8179, [email protected]
