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Invasive Species Grantee Resources

This page provides invasive species grantees with important forms and instructions. For an overview of invasive species projects funded by DEC, visit the Aquatic Invasive Species Spread Prevention Program and Invasive Species Rapid Response and Control Grant Program pages.

Information for Grantees

Grantees should use the instructions and forms provided on this page to prepare and submit quarterly narrative/qualitative progress reports and reimbursement requests. Documents and links are grouped according to their purpose under the appropriate headings below. Use the following links to find the information you need:

Narrative/Qualitative Progress Reports

Grantees are required to submit quarterly narrative/qualitative progress reports describing progress made towards project objectives during the quarter, problems encountered, and steps taken to solve them. These reports must be submitted not later than 30 days from the end of the quarter for each quarter of the contract term beginning with the quarter in which the award was made, regardless of whether any money has been spent.

Grantees should use the NYS Grants Gateway (leaves DEC website) to submit quarterly progress reports.

Progress Report Walkthrough (PDF, 275 KB) - Instructions for preparing narrative/qualitative progress reports in Grants Gateway.

iMap Invasives New York (leaves DEC website) - Although not a requirement, all invasive species grantees are encouraged to enter their program's invasive species data into iMap Invasives New York, an on-line all-taxa invasive species database and mapping tool.

Expenditure Reports and Reimbursement Requests

Grantees are required to submit quarterly expenditure reports detailing project expenditures by object of expense. These reports must be submitted not later than 30 days from the end date for which reimbursement is being claimed. The quarterly expenditure reports should be submitted along with the State Aid Voucher requesting reimbursement.

Grant Payment Request Instructions (PDF, 23 KB) - Instructions for preparing the Expenditure Report and State Aid Voucher to request a reimbursement payment for grant expenditures.

All reimbursement requests should include all of the following documents:

Expenditure Report (PDF, 62 KB) - This form is used for reporting program expenditures detailed by object of expense.

State Aid Voucher and Instructions (PDF, 147 KB) - This voucher is the request for payment.

Hard copies of all reimbursement requests (including original signatures) should be mailed to DEC using the address below:

Vicky Wagenbaugh
NYS DEC, Division of Lands and Forests
625 Broadway, 5th Floor
Albany, NY 12233-4250

Requests for reimbursement will not be processed if a narrative/qualitative progress report has not been submitted and approved for the same reporting period.

MWBE Compliance

Grantees are required to submit a Quarterly MWBE Contractor Compliance Report Form by the 10th day following each end of quarter of the project documenting the progress made towards achievement of the MWBE goals of the Contract.

MWBE Goals & Reporting Responsibilities - Link to the DEC Division of Management & Budget Services web page where information about goals and forms can be found. A link to the MWBE quarterly report form can be found in the MWBE Reporting Requirements section near the bottom of the page.

Contracts

Applicants selected to receive a grant award are required to use the NYS Grants Gateway (leaves DEC website) to execute a Master Contract for Grants (MCG) within 60-90 days from the time of award notification. Failure to submit required MCG documents in a timely manner may cause a grantee to lose their grant award. Applicants that receive an award greater than $10,000 must be prepared to comply with terms and conditions contained in their contract.

A link to download a PDF copy of the standard NYS Master Contract for Grants can be found on the NYS Grants Reform (leaves DEC website) home page.

Grantees can find a copy of their contract by following the instructions below:

  1. Log in to NYS Grants Gateway (leaves DEC website), then click on the Contracts link near the top of the Home screen.
  2. Search for the contract using the search criteria on the Contracts screen. Entering less information will yield more results. Leaving all fields blank will return all contracts for your organization.
  3. In the Search Results section that appears below the search criteria, click the Application Number link for the appropriate contract.
  4. Click the Forms Menu link on the Contract Main Page.
    1. Before the contract has been signed by the grantee, use the Contract Preview link near the bottom of the Application/Contract Menu - Forms page to download a PDF copy of the contract.
    2. After the contract has been signed by grantee, use the Contract Versions link to find links to download a PDF copy of the contract as available following its signature throughout the review process, including the following versions:
      • Unsigned Contract;
      • Grantee Signed Contract;
      • Agency Signed Contract (this will be the final "Executed" version for contracts with a contract number that begins with "T");
      • Attorney General Signed Contract; and
      • OSC Approval (this will be the final "Executed" version for contracts with a contract number that begins with "C").

Frequently Asked Questions

  1. If I am already receiving money for an AIS prevention program, does that mean I am ineligible to receive funds under this grant opportunity?
    Entities' participation in other programs does not deem them ineligible for this grant opportunity. However, grant recipients must ensure that they do not seek reimbursements for costs under this grant program that have otherwise been funded by other state or federal sources.
  2. Can DEC grant any exemptions regarding the ineligibility of other State and/or Federal funding sources in regard to the match and reimbursement?
    The RFA specifically states that other State and/or Federal funding sources cannot be reimbursed and cannot be used toward the required match. This is a competitive procurement and DEC cannot permit any exemptions from meeting this requirement.
  3. The RFA states that projects must be completed and invoiced within a 3-year contract term. Does this mean projects must take 3 years?
    Projects do not need to utilize the entire three years. As long as a project can be completed within the 3-year window that begins when grants are awarded, then it is eligible for funding under this grant.
  4. Are travel expenses an eligible expenditure?
    Travel expenses qualify as an eligible expenditure under this grant.
  5. If a project is awarded funding, what is the frequency for the reimbursement of funds?
    Applicants will be able to request reimbursement on a quarterly basis.
  6. How does the advanced payment process work?
    Only not-for-profit organizations can be eligible for advance payment. Advance payment will be recouped gradually so that advanced funds are not fully drawn down until the recipient's final payment request. The language from Attachment D states: The State agency will make an advance payment to the Contractor, during the initial period, in the amount of 25 percent of the budget. Recoupment of any advance payment(s) shall be recovered by crediting 25% of subsequent claims and such claims will be reduced until the advance is fully recovered within the contract period.
  7. Would overhead expenses count as an eligible expenditure or form of match under this grant opportunity?
    According to the Language in the RFA, overhead expenses (utilities, rent, insurance, etc.) are not an eligible expenditure or form of match.
  8. Can a piece of equipment that is owned by DEC be used for a project under this grant opportunity?
    Because of the competitive nature of the grant, all applicants need to be treated equally and given the same opportunity statewide. Therefore, entities may not utilize equipment owned by DEC for the New York Aquatic Invasive Species Spread Prevention Program.
  9. Should the details I provide in the "Budget Form" reflect both the grant award and my matching funds?
    Yes, the information provided in the "Budget Form" should reflect the combination of the grant award and your match.
  10. Can you clarify the difference between a partner and a stakeholder?
    The RFA states that partners are those who actively take part in the delivery of a project. If a proposed project involves multiple partners, only one eligible, designated lead applicant can submit the application for grant funding. Stakeholders are those who offer their support or whose support may be necessary for the successful implementation of a project but are not directly involved in the delivery of the project.
  11. When inputting information into the Personal Services Section of the Expenditure Based Budget (2nd page of Budget Form), the Personal Services Total field does not seem to be updating. How do I correct this?
    When completing the Personal Services Section of the Expenditure Based Budget, please input the fringe benefits last and press "enter" or "tab" on your keyboard. The Personal Services Total should then update and be correct.