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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.*
  • Completion Date. No reimbursable expenses can be incurred past that date.
  • Reporting Schedule. Plan to have required reports submitted by the dates noted.
  • Signature Page. Make sure an authorized signee of your organization signs the agreement.
  • Schedule for Release of Funds. Use these amounts in the first column of your first fund request.
  • Conditions of Agreement. These must be complied with as you manage your project.
  • Project Completion Report Requirements. Via OGMS, OWEB's Online Grant Management System.
  • Post-Implementation Status Report Requirements. For restoration projects.
  • Permits and Licenses. This is where you document what permits and/or licenses are required for project implementation.
  • Insurance Requirements.Youtube help video.

Continue interactions with project partners throughout your project.

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

Get Land Use form filled out and signed (if it wasn’t done and submitted with the application). *Land use fees before the project start date may be reimbursable.

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). Along with the RRF, attach a listing of all requested expenses, either on our Expense Tracking Spreadsheet or as an accounting program report.

The GoBIG: Guidance on Budgeting​ in Grants document​ outlines allowable OWEB expenses and policies.

Check your grant agreement for which receipts to submit; most grants require copies of receipts for purchases over $250. Expenses in the "Salary, Wages, and Benefits" budget category should be detailed with either an invoice on letterhead or as an accounting program report. Grantees should maintain travel logs for all travel; however, OWEB will not require travel log submission for line item costs less than $250. Per the grant agreement, at any time OWEB can ask for additional information about requested reimbursement, including at payment request or after the grant has closed. Please see the ​Receipts video​​ for requirements for presenting your receipts.

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 Tax ID form (W-9) 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.


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


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