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Invasive Species Grantee Resources

Current invasive species grantees can find important forms and instructions below. For an overview of invasive species projects funded by DEC, visit the Invasive Species Grant Program page.

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) - 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) - 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) - This form is used for reporting program expenditures detailed by object of expense.

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

The expenditure reporting and reimbursement requests are not completed through the Grants Gateway at this time. Hard copies of all reimbursement requests should be sent to DEC using the address below:

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

Electronic copies of expenditure reporting and reimbursement requests are also acceptable, and may be sent to Vicky Wagenbaugh at vicky.wagenbaugh@dec.ny.gov

Requests for reimbursement may 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").