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Grant Application Tips & Reporting Just like having a party!!!. By Nick Covey Link Transit. What’s going to happen. Brief discussion on filling out the application Focus on the quarterly reporting Please ask questions Please give your opinions…there’s more than one way to do things!!!.
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Grant Application Tips & ReportingJust like having a party!!! By Nick Covey Link Transit
What’s going to happen.. • Brief discussion on filling out the application • Focus on the quarterly reporting • Please ask questions • Please give your opinions…there’s more than one way to do things!!!
How Much Money is Available 2011 – 2013 Funds Available = $ 39,500,000 Funds Requested = $61,100,000 64% of requests were funded Number of Project Requests = 170 Number of Projects Funded = 124 72% of projects were funded 2013 – 2015 Funds Available (estimated) = $ 39,500,000
Rejected Grant Apps.. Reason’s grant applications are declined: Incomplete Applications (not signed, missing attachments, incomplete) DOT Quote: “Agencies don’t make a good case about why the project is needed and/or general sloppiness in preparing the grant application”
Know where you’re going… • What is the grant for? • Know the specifics.. • Who, what, when, why..
Things to do.. Read the application and understand what they are asking for Be a “Team” – have other read and input info If you have questions, call!!!! Refer to the; “DOT’s Guide to Managing Your Grant” book! Know your facts about your proposed service Does your budget match the narrative Keep it Simple….and easy to read Matrix: Make a matrix and check off all supporting documentation required for each project
Planned Projects?? Is your project in the “Six-Year Transportation Development Plan (TDP)”? Is your project in the “Human Services Transportation Plan” (HSTP)? Is your project in the regional “Transportation Improvement Plan”? Coordinate with your local MPO Communicate and ask questions
Stats… Provide accurate information that is easy to read and be realistic (actual info is better than estimated) Know your: Boardings – system wide & project specific Hours Miles Fare recovery Cost per boarding Cost per mile
Financial Info Budget accordingly Cost out your project correctly: Know the hours and miles of the proposed routes Does your cost per boarding make sense? Does your cost per mile/hour make sense? Allocate admin costs based on a ratio that makes sense (hours or miles)
Financial Info… Increase your costs for each year of the grant(what is your average yearly expense increase = 4%, 5%) Include the cost of vehicle replacement if it’s not a grant funded vehicle use straight-line depreciation for the life of the vehicle Rev received for depreciation must be placed in reserve acct
Quarterly Reporting… Getting the right information Knowing your costs DOT forms Direct vs Indirect Costs Establishing a cost base
Forms… DOT Quarterly Forms: Reimbursement Request (invoice) Detail of Match for Operating Expenses Operating Expenses by Service Type Statistical Summary Program Income Complaint Log DBE Log Progress Report - Narrative
Things You Need to Know.. Direct costs Indirect costs Cost per hour/mile Monthly expenses Hours of service hours/miles Fare revenue Program income (advertising)
Direct Costs… Direct costs are “directly” related to the project: Salaries & Benefits Fuel Maintenance Purchased Transportation Services
Indirect Costs… Indirect costs are costs eligible for reimb if allocated between programs based upon on a documented cost allocation plan or indirect cost rate applied to all programs. Cost allocation plans must be approved by your “cognizant” agency (agency you receive the most grant funding from)
Route or “Project” Specific • Most grants are route or project specific • Don’t “Double Dip” • Charge expenses to only one grant
Establishing “Your” Cost Rate… How to calculate a cost rate (cost per hour/mile): Add all operating, maintenance and admin costs for quarterly billing Subtract non-eligible expenses: Travel (some travel is eligible, but it’s simpler to exclude all travel) Other programs directly funded by grants – such as a Mobility Coordinator (aka: Double Dipping)
Costs… Total service hours/miles for all modes of service (less any hours/miles funded by other grants) Divide “Net Expenses” by “Net Service Hours” = Cost Per Hour/Mile (CPH) (CPM) Example: Total net expenses = $500,000 Total service hours = 50,000 CPH = $10.00
Other Stuff… If your agency is a “Non-Profit” or “Tribal” only the portion of your time spent on “Transportation Services” can be claimed A cost allocation plan for the whole year can be approved by the “cognizant” agency JARC Grants can only charge 10% of admin costs for reimbursements
Program Income… Calculate your “Program Income” “Any revenue (money) except fares, that is directly generated by a grant asset or activity”, examples: Advertising revenue Carrying freight (non people kind)…??? Less Program Income & Fares
Project Costs… For each project know: Revenue vehicle hours Revenue vehicle miles Passenger boardings Fare collections Program income
When you get your dataMake sure you… Get all info in writing..
Complaints… • All complaints must be tracked • Any ADA complaints must be reported to the DOT
Narratives… • Get help by the department/individuals that have the information…. • Share the wealth of reporting…
Capital Reports!! • Submit quarterly progress reports until the project is completed • Understand what is reimbursable • For vehicles – include all costs • Radios • Graphics • Travel for pre & post inspections • Use state per diem rate not IRS…can be differences (link for state per diem rates) • http://www.gsa.gov/portal/category/21287
That’s all folks… • Remember when in doubt….ask questions!! Thanks for attending!!
