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Your Grant from Start to Finish

Getting Started

Read your Grant Agreement. Do this before signing and periodically throughout your project to make sure you comply with all requirements. Pay special attention to the exhibits of your grant agreement; these vary among grant agreements. Exhibit letters (e.g, Exhibit A) also may vary among grant agreements, so exhibit names are provided here rather than letters.

  • Start date. No reimbursable expenses can be incurred prior to that date.
  • Reporting Schedule. Plan to have required reports submitted by the dates noted.
  • Schedule for Release of Funds. Use these amounts in the first column of your first fund request.
  • Project Completion Report Requirements.
  • Post-Implementation Status Report Requirements. For restoration projects.
  • Conditions of Agreement. These must be complied with as you manage your project.
  • Permits and Licenses. This shows permits and/or licenses you agreed to provide.
  • Insurance Requirements.

Continue interactions with project partners throughout your project.

Initiate conversations and process with permitting agencies (if applicable).

Get Land Use form filled out and signed (if it wasn’t done and submitted with application).

Get Match form signed and dated by partner(s) for any secured funds. Make sure the signer is authorized to commit said funds. Alternatively, get a letter of support, making sure it documents the amount of secured match and what it entails (e.g., cash, in-kind labor or technical support, materials, etc).

Develop landowner agreements and have them signed for the property where the project is sited. Refer to your grant agreement for specific requirements.

When you are ready for a payment, fill out a Request for Release of Funds (RRF). Please see the Grant Billing Instructions and/or watch the help video. Along with the RRF, attach a listing of all requested expenses, either as our Expense Tracking Spreadsheet or as an accounting program report.

Please see the Budget Categories & Definitions document for allowable expenses and the Receipts video for requirements for presenting your receipts.

Check your grant agreement for which receipts to submit; most grants require copies of receipts for purchases over $250. Salary, Wages, and Benefits budget categories should be detailed with either an invoice on letterhead or as an accounting program report. Travel Logs are required for all travel; receipts are required only for travel expenses over $250.

If you have not received a payment from OWEB on a previous grant, please note that OWEB must have a signed Tax ID form (W-9) before payment will be made. The name and Federal Employer Identification Number (FEIN) on the W-9 form will determine the exact name and address of the entity to be paid.

If you want payments to be deposited directly into your account, follow the directions found on the Automated Clearing House (ACH) website.

If you discover that you need to change the budget or timeline of your project, please submit a request for an amendment before you proceed.

Time Extension Amendment

Submit a Time Extension Amendment request online.

Budget Amendment

Fill out a Budget Amendment form and submit it to your Project Manager. Note: this form cannot be submitted via OGMS.

Scope of Work or Project Modifications

Any changes to your project must be discussed and approved. Please contact your Project Manager.​

Refer to your grant agreement for your reporting requirements. See the Reporting Requirements page for general information.​

Read your Grant Agreement. Make sure you have complied with all requirements before submitting your completion report. Pay special attention to:

  • End date. No reimbursable expenses can be incurred after this date.
  • Exhibit A. Refer to this or to your last budget amendment when making your final payment request.
  • Exhibit B. Read the Conditions of Agreement. You will need to report on how you satisfied all conditions over the course of your project.

Contact

Please contact the Project Manager listed on your grant agreement or on the project detail page within OGMS.​

Contact

Please contact the Project Manager listed on your grant agreement or on the project detail page within OGMS.

Documents & Links

Help Videos
Fiscal Training Playlist on YouTube

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