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DOR Grant Reimbursement Guidelines
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This document provides the essential checklist and detailed guidelines for grant reimbursement from the Division of Outdoor Recreation (DOR).
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I. Reimbursement Documents
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To ensure a smooth and timely reimbursement, please submit a complete packet organized in the following manner. For a further explanation of these documents, please refer to the Reimbursement Packet - Document Overview guide.
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Applicant Invoice: Must be used as the coversheet.
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Reimbursement Form: Must be fully completed and signed, including:
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Type of grant selected in the check boxes.
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Contract number and expiration date.
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Reimbursement request number (1 if first request, 2 if second, etc.).
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Payment information amounts match the numbers on the ledger.
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Indication of whether it is a partial or full payment request.
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Ledger: Itemizing all project expenses, including:
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-Cash match.
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In-kind match (if applicable).
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Detailed description of funds, vendor, receipt or check number, date, and amount for each item.
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In-Kind Forms (if applicable): Must be filled out properly:
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Volunteer time: Include dates, names, and hourly rate.
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Donated goods: Complete the donation form.Volunteer time: Include dates, names, and hourly rate.
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Billed Labor/ Equipment Timesheet:
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Staff time: Include dates, names, and hourly rate.
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Equipment: Include hours and value rate.
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Staff time can be used as a cash match if payroll is provided with the timesheet.
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Must be signed.
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-Supporting Documentation: All invoices, checks, receipts, payroll, and other documentation must be compiled into a SINGLE PDF and listed in the exact order as they appear on the ledger.
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-Approved Budget from Grant Contract: Applicants are expected to submit costs reasonably consistent with their originally approved budget. Please include this budget to help both parties verify the consistency of project expenses.
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II. Request for Reimbursement Guidelines
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Grant recipients may request payment before project completion (Partial) or after completion (Final).
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Partial Reimbursements
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Recipients may submit a request for partial payment before the completion of the project.
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-Required documentation includes the Invoice, Reimbursement Form, a ledger of expenses paid, and supporting documentation showing contributions to the match (financial and in-kind) by the recipient and partners.
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The DOR will reimburse the grant recipient for up to 75% of the grant award amount on a matching basis.
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Funding is typically received within three weeks of submitting all necessary documentation.
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Final Reimbursement
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As the project nears completion, contact your grant's administrator or download the reimbursement packet from our website.
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-Collect all supporting documentation for both the grant expenses and the applicant match (e.g., for a $50,000 award with a 50% match, documentation for $100,000 in total spending is required).
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-Reimbursement is limited to the amount the awardee actually spent (e.g., if you were awarded $100,000 but only spent $150,000 total, you will only be reimbursed $75,000).
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Funding is typically received within three weeks of submitting all necessary documentation.
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Expense Documentation
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-Copies of project bills, receipts, canceled payment checks, or a scanned copy of the bank statement with sensitive information redacted.
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-An Accounts Paid Report generated by the accounting department that verifies project bills have been paid.
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-All reimbursed monies must be those verifiably spent by the grant recipient or named partner(s). DOR will only reimburse the grant recipient; partners cannot be reimbursed directly.
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The state will not reimburse the contractor for funds spent on sales tax.
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The ledger must not include spending that occurred prior to the contract period.
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Provide corresponding invoices for each expense documentation when possible.
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Standalone invoices are not considered sufficient proof of payment.
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III. Documenting In-Kind Donations
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To count as an in-kind match, services and donations must be properly documented. The reimbursement packet contains tracking log sheets that may be used. However, applicants may choose to use their own.
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Documentation Requirements:
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-In-Kind Services (Labor/Professional): Must be documented with in-kind tracking logs that include: volunteer name, date, description of work, location, hours, and rate.
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-In-Kind Donations (Materials/Equipment): Must have documentation showing the value of the donated items, purpose and description of its use, and how value was determined.
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-Donations must be a necessary part of the project proposal and occur during the project contract period.
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For in-kind donations of labor/materials/equipment that exceed $1,000, a letter of confirmation from the donating entity is encouraged.
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Limits and Guidelines on In-Kind Matches
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-Value Cap: The value of in-kind donations may not exceed 50% of the total maximum grant amount to be reimbursed.
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-The value of eligible donations cannot exceed the actual cash expenditures of the project.
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-Professional Services: Donated professional labor must be recorded in a separate section of the ledger from billed accounts, using actual wages of the professionals.
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-Volunteers: Use a sign-in sheet to record community volunteer services. The state rate for volunteers is $35.47 per hour, and timesheets must reflect hours served.
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IV. Final Report
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-Final funding is contingent upon a final report of the finished project. The form is available at the grant portal: https://utdnror.my.site.com/portal.
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-For programs requiring a site visit, please send your grant administrator potential dates. Funds can be reimbursed before a site visit, but not before a final report is submitted.
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Division of Outdoor Recreation Grant Program Staff
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Community Parks & Recreation (CPR)
nmolina@utah.gov
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Land & Water Conservation Fund (LWCF)
ebeitsch@utah.gov
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OHV Recreation (OHVR)
racheltoker@utah.gov
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OHV Land Acquisition
racheltoker@utah.gov
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-Outdoor Recreation Initiative (ORI)patrickmorrison@utah.gov
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-Outdoor Recreation Mitigation Grant (ORM)jjvazquez@utah.gov
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-Outdoor Recreation Planning Assistance (ORPA)emeadows@utah.gov
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-Recreational Trails Program (RTP)ebeitsch@utah.gov
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-Utah Boating Recreation Grant (UBRG)jjvazquez@utah.gov
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-Utah Children's Outdoor Recreation & Education (UCORE) cweiler@utah.gov
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-Utah Outdoor Recreation Grant (UORG)nmolina@utah.gov
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