Department of Environmental Conservation

D E C banner

Lands and Forests Grantee Resources

Current recipients of Lands and Forests grants - including Invasive Species, Urban and Community Forestry, and Smart Growth grants - 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. Some of the information on this page applies to all grant awardees and some is program-specific. Use the following links to find the information you need:

Quarterly 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 no 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 or progress has been made.

Grantees should use the NYS Grants Gateway (leaves DEC website) to submit quarterly progress reports. Contact the Grants Gateway Help Desk at (518) 474-5595 or via email at GrantsReform@its.ny.gov for login assistance.

Progress Report Walkthrough (PDF) - Instructions for preparing narrative/qualitative progress reports in Grants Gateway. For more details instructions for prepping progress reports, see the full vendor manual (leaves DEC website).

Expenditure Reports and Reimbursement Requests

Invasive Species and Smart Growth grantees are required to submit quarterly expenditure reports detailing project expenditures by category of expense. These reports must be submitted no 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.

Urban and Community Forestry grantees are only required to send one expenditure report, after their project is completed.

The Expenditure Report, State Aid Voucher, and Payment Request Instructions (fillable PDF) includes:

  • Grant Payment Request Instructions - Instructions for preparing the Expenditure Report and State Aid Voucher to request a reimbursement payment for grant expenditures.
  • Expenditure Report - This form is used for reporting program expenditures detailed by object of expense.
  • State Aid Voucher and Instructions - This voucher is the request for payment.

The expenditure reporting and reimbursement requests are not completed through the Grants Gateway at this time. See program specific information on submitting expenditure reports and reimbursement requests.

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 (Invasive Species and Smart Growth Grants Only)

Grantees are required to submit a Quarterly Minority/Women-Owned Business Enterprise (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 and Reporting Responsibilities - Link to the DEC Division of Management and Budget Services webpage 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.

Insurance

All awardees will be asked for current Workers Compensation and Disability Benefits (or exemption from) insurance coverage. Depending on the grant project, additional insurance may be needed. Proof of necessary insurance is required prior to contract development. See program-specific section for more details.

Contracts

Applicants selected to receive a grant award are required to work with their DEC grants administrator, using 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. Contact the Grants Gateway Help Desk at (518) 474-5595 or via email at GrantsReform@its.ny.gov for login assistance.

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.
  5. Follow these steps:
    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").

Program-Specific Information

Invasive Species Grants

For an overview of invasive species projects funded by DEC, visit the Invasive Species Grants webpage.

Expenditure Reports and Reimbursement Requests - The expenditure reporting and reimbursement requests are not completed through the Grants Gateway at this time. Electronic copies of expenditure reporting and reimbursement requests should be emailed to your grants representative, Vicky Wagenbaugh. Hard copies of all reimbursement requests for Invasive Species grants are also acceptable and should be sent to DEC using the address below:

Attn: Vicky Wagenbaugh
NYSDEC, Division of Lands and Forests
625 Broadway, 5th Floor
Albany, NY 12233-4250

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

Urban and Community Forestry (UCF) Grants

Visit DEC's Urban and Community Forestry grant webpage for general information about the grant program.

Insurance - In addition to the requirements of the Insurance section, above, those awarded a Tree Maintenance or Tree Planting grant should also provide Liability plus:

  • Additional Insured - adding NYSDEC to the policy as additional insured entity for any direct claims of damage
  • Waiver of Subrogation / Waiver of Rights of Recovery - covering NYSDEC against recoupment of any payments issued by the awardee to satisfy damage claims
  • 30-Day Notice of Cancellation - to notify NYSDEC of lapse in coverage

Resources:

Expenditure Reports and Reimbursement Requests - The expenditure reporting and reimbursement requests are not completed through the Grants Gateway at this time. Electronic copies of expenditure reporting and reimbursement requests should be emailed to your grants representative, Michelle Higgins. Mailed paper copies will not be accepted.

Smart Growth Grants

For an overview of Adirondack and Catskill Smart Growth projects funded by DEC, visit the Smart Growth webpage.

Expenditure Reports and Reimbursement Requests - The expenditure reporting and reimbursement requests are not completed through the Grants Gateway at this time. Electronic copies of expenditure reporting and reimbursement requests should be emailed to your grants representative, Dylan Walrath. Hard copies of all reimbursement requests for Smart Growth grants are also acceptable and should be sent to DEC using the address below:

Attn: Dylan Walrath
NYSDEC, Division of Lands and Forests
625 Broadway, 5th Floor
Albany, NY 12233-4250

Insurance - In addition to the requirements of the Insurance section, above, those awarded grants in which the grantee organization staff will be directly working on projects must also provide Commercial General Liability insurance plus the following endorsements:

  • Additional Insured - adding NYSDEC to the policy as additional insured entity for any direct claims of damage
  • Waiver of Subrogation / Waiver of Rights of Recovery - covering NYSDEC against recoupment of any payments issued by the awardee to satisfy damage claims
  • 30-Day Notice of Cancellation - to notify NYSDEC of lapse in coverage