I ~ <i!i!JF .z>.. .J!!;!.. /!!>. /!!!..J!!!. ~ TEL: (907) 443-5231 • FAX: (907) 443-4452 %~""' 

I SERVING TNE June 12, 2012 

I Vl~l.AGES OF: 

BREVIG MISSION 

'COUOOL ::~;D~~~":a~~::;:~inislrator II N ~h~.i5 

~~:-~-~-Eo_E ____ , __ ~::~:~~::~u~le~tt~a~.b~o~u~r~ne~@--a-la-sk_a_.g_o_v ____________________________ ~---c ... j-~~~~~i}:i~~~L;~:J---- GAMBELL ::::::J (=::; ,-) 

GOLOVIN ~J;) ~;:~~:).~':·;~.~· ~,..., 

Scope of Work for 2013 Designated Legislative Grant to Kawerak, Inc. for 50% E~Mati5",.::.. ' 

KING ISLAND 

SU: 

------ ----- KOYUK QeaF-Ms-.--BOUI"Ile-'--. ------------------------------------------------~-------------

MARY'S IGLOO 

NOME 

SAVOONGA 

SHAKTOOLIK 

SHISHMAREF 

SOLOMON 

STEBBINS 

·ST. MICHAEL 

TELLER 

UNALAKLEET 

WALES 

'WHiTE MOUNTAIN 

Below is the Scope of Work, Timeline, and Budget Narrative for the 2013 Designated Legislative Grant to 

Kawerak, Inc. for the 50% Match to the federal Essential Air Service Program for Diomede: 

SOW: J<awerak will provide $190,476 to the federal Essential Air Service Program for the sole purpose 

of providing a 50% match toward the EAS subsidy for Diomede, AK. The EAS Program will issue requests 

for proposals and enter into a contract with an air carrier to secure regularly scheduled air passenger 

service. The EAS will provide a SO% matc~he $190,479, making a total of $380,952 available for the 

subsidy. ·:lrO 

.Time line: The proposed timeline is to provide the funds to the Essential Air Service within one month of 

Kawerak's receipt of funds from the State of Alaska . 

. Budget Narrative: 

Contractual Services: $190,476: Kawerak will provide these funds to the Essential AirSer.v.ice within ... ··,,--··· -.··· •' . 

one motith Of receiving the grant agreement." The funds will go toward the required 50% match for EAS 

subsidy for Diomede. 

Indirect: $9524: The indirect costs are 5% of the $200,000 grant award. 

Total: $190,476 + $9524:::: $200,000 

Enclosed is the completed Signatory Authority Form. If you have any questions, please contact me at 

907-443-5231 or via email at mbahnke@kawerak.org 

Sincerely, 

KAWERAK, INCORPORATED 

Melanie Bahnl<e, President 

Enc: Signatory Authority Form 
I' 

I 

i 

I 

l 

I 

I 

I 

Department of Commerce, CommunityJ and Economic Development 

Division of Community and Regional Affairs - Grants Section 

211 Cushman Street, Fairbanlts, AK 99701-3110 

Grantee Name: 

Kawerak, Inc. Dal~ ft Z J I "2._ 

Regular Eleltion held (if agplicable): T.elephone-I~umbcr-: 

V\.; tL (907) 443-5231 

Gr~p~ee Contact Perso~: 

CnmmW\\-\v\ S~trvlu ... "> 

Fax Number: 

. ~n t-\ J'l\i ~!\SKI \fP . (907) 443-4452 

Mailing Address: I E-mail Address: 

-· ····~·-----·-~ 

P.O. Box948 ·vm;~~\s\Z~ @K£l~eretl'<. ~ 

- City, State, Zip Code:- --- . - -- ·--· . - -Federal - TaxlD#:· ·- .. ·· · -- ·-· ·-

-~unm;-~~~7U2~0948 92:0"047009 

. :.',·'.; .. 

Printed Name: 

Title: 

Signature: Signature: 

: r~~ifd~~~i8g:Grar}t_ce:Employees/0~tl~e~s.:lii.e aiit)t(}r~ed:to ·sign financhtl reports· ami· requests for reimburs'cments, 

;:~j~!~~ ,r:~_;r:?~r•~'-t9;b~'s~~~tt(!d· J#on'tll!Y· ot quartetily (I ':Iring the· life ()ftlifs,gr:ant: . -. · · 

Printed Name: 

Si 

This signatory authority is conveyed by , the Chief 

(Name) 

Administrator of --'-~-=>Cl~W..-:..:>.C-Q,--'•a,_..t'+:~:,....;''--'=\ V,_,\~(~,..'--.------- , this .i:z1h_ day of '}l-uJf , 20 \ z.._ 

(Grant Recipient) 

Please indicate your preferred method of 

submitting financiaVprogress reports: 

0 Monthly Reporting. 

1 Quarterly Reporting 

Printed Name/Title 

.9 

( 

Re1•. 412012 
Melanie Bahnke 

From: 

Sent: 

To: 

Subject: 

Attachments: 

I. CategQrie~:: 

Good afternoon, Melanie. 

Bouma, Pauletta A (CEO) [pauletta.bourne@alaska.gov] 

Tuesday, June 12, 2012 3:33PM 

Melanie Bahnke 

Designated Legislative Award 

Award ltr.pdf; FY13 DL GRANTEE HANDBOOK-FINAL.pdf 

PurpiE't Category 

t----+he-attac;hed-G>esignatee-b.egislative-award-letter-wlll-be--plaeed-ln-today!s-mall-. --------------

Please let me know if you have any questions after reviewing the attachments. 

I· 

I 

I will be out of the office for the rest of the week. 

Thank you, 

Paul etta 

Pauletta Bourne, Grants Administrator II 

Department of Commerce, Community and Economic Development 

Division of Community and Regional Affairs 

211 Cushman Street 

Fairbanks, AK 99701-4639 

Phone: 907-451-2721 

Fax: 907-451-2742 

Website: ~Qmmerce.state..akJJ..sldi;.a 

.... 
I S'l'ATE OF ALASKA 

Dl!l'ARTMENT OF 

I. COMMERC.E Sean Parnell, GoJ'ernor 

Su.9al1 ,Jr. Bell, Commilu;la.ner 

Scott Ruby, Director 

June12,2012 

COMMUNITY AND 

ECONOMIC DEVELOPMENT --~ __ .. ,_,. -~ ..... _,_ ... ,,_ __ ·~· ... 

:OMslon of Community and Regional Affairs 

Grants Section 

Melanie Bahnke, President 

Kawerak, Inc. 

}------~l!.O.--BG~-948--------------------------

i 

' l· 

Nome, AK 99762 

RE: FY 2013 Designated Legislative Grant 

__________ Dear.Ms._Bahnke: _____ _ 

I am pleased to notifY you the Kawecalc:, lnc. has been appropriated a FY 2013 Designated Legislative 

Grant per AS 37.05;.316 (Grants to Named Recipients) for the purpose of Administration and 50% match 

to the federal Essential Air Service program for the City of Diomede. The amount ohtate funding for thi~· 

grant is $200,000.00. 

In order to receive grant funds a grant agreement must be executed. Please provide the followiq:g 

information within 30 days; 

• A scope of work for this project which includes a brief project description, proposed titneline and 

budget narrative. 

• Completed Signatory Authority Form 

The enclosed Designated J,.egislatil!e Grantee Handbook should answe~ any questions you have . 

regarding gra~t management and u~e of grant funds. 

Upon receipt of the requested info1'1nation, I will prepare and send the gtant agreement for signature. 

Congratulations on this grant award. I look forward to working with you to ensure the success of th.is 

project 

If you have any questions, please contact me via phone at(907) 451~2721 or email 

pauletta.bourne@alaska.gov. 

Puuletta 

~w~ Bourne 

Grants Administrator II 

Enclosure (3) 

211 C\tsbman Street, Fairbank&, Alaska 99701-4639 

Fmc: (907) 451·2742 Te:~;t Telephone: (907) 465·5437 

Website: http://www.commerce.almlka.gov I dca 
Melanie Bahnke 

From: 

Sent: 

To: 

Cc: 

Subject: 

Thanks! 

Kevin.Adams@dot. gov 

Tuesday, May 29, 2012 11:55 AM 

rich.sewelf@alaska.gov; Melanie Bahnke 

scott.ruby@alaska.gov; Dennis.DeVany@dot.gov 

RE: EAS at Diomede 

We will try to issue an RFP on Little Diomede ASAP once we have t11e letter from the state of Alaska indicating that 

funding is available. We will undoubtedly want to set up some sort of escrow of the states' funds, so that once we issu~ 

a carrier-selection order/contract and the carrier bills us, our billings Department can just cut a check to the carrier 

(which they have a great deal of experience doing). Also, we have to abide by the law requiring a strict 50-50 match. 

At any time anyone may give me a buzz regarding any question, and I will try to answer. 

Best, 

l<evin Adams 

202-366-1047 

From: Sewell, Richard E {DOT) [mallto:ricb.sewelf@alaska.gov] 

Sent: Tuesday, May 29, 2012 3:22 PM 

To: Melanie Bahnke 

Cc: Ruby, Scott (CED)i Adams, Kevin (OST) 

Subject:·RE: EAS at Diomede 

Melanie 

I was mistaken. You're right, it flows through DCRA, and the division director is Scott 

Ruby. I understand the funding would be available July 1st. Kevin Adams. will manage 

the RFP for EAS. I'm copying both of them with this email. 

It's my understanding that EAS will write and publish the RFP for flight services to Little 

Diomede, EAS would select the air carrier, and EAS would pay the air carrier directly 

for flight services. Kevin said they can begin the RFP process as soon as he receives 

letters from DCRA and Kawerek, Inc. stating how much match funding would be 

available and when it would be available. The RFP would state the upper amount 

available depending upon how much match funding would be available to EAS. 

I stand ready to help in any way I can. 

Regards 

Rich 
I 

-------------------------------·--· Rich Sewell, MBA, CM- A viat.ion Policy Planner 

Division of Statewide Aviation, Alaska DOT&PF 

PO Box 196900, Anchorage Alaska 99519 

l.__ ------· 

I

. ..., _________ ..... A~··--~--··-. ·-·····.,..,·~AWJWIA"M/oY---Y ..... ,,._.,,~··V"O•W."-\W,-.W..,.,'<o, ... ,.,,., .... ,,'M"'-""''•'"-·"'W/mqi,..,.,..OY,.,,O ...... , ........... ...,~ ... Y-"--Y'Y''MV..,"""""'-""'"""""''Wl"''"--·--·-~··'"'"'-·--·· 

1

1

1 From: Melanie Bahnke [mallto;MB§hnke@kawerak.Qrg] 

Sent: Tuesday, May 29, 2012 9:15AM 

f To: Sewell, Richard E (DOT) 

'i Subject: RE: EAS at Diomede --.---- ---- ···- --~----- - ·~---· ----·-------------------- ----------------------··--·--·· ----- --·-

I Tl1a111<SR1Chara:Thave yet rohear about accessmg tne tunClS;TI1eard1ney would roll through DCRA- will make contact 

' to find out the process to access the funds. Hopefully It's not some crazy bureaucratic process. Melanie 

From: Sewell, Richard E (DOT) [mailto:rlch.sewell@alaska.gov] 

Sent: Wednesday1 May 23, 2012 2:06 PM 

To: Melanie Bahnke; Melanie Bahnke 

Subject: EAS at Diomede 

Melanie 

Congratulations on getting the $200,000 grant through the legislative process; that's no 

easy task. 

I got ~n.~mail.from the.Kevin Adams at the EAS program, and qe asked rn-~~i.tJknew 

the status of the match funding request for EAS at Diomede. I told him the funding 

was in the budget that was signed by Governor Parnell, but I didn't know anything 

more as it is a grant to Kawarek, Inc. through Dept of Admin. I said I'd pass along his 

contact info to you although you probably already have it. (202) 366-1047. Also his 

email is kevin.adams@FAA.gov. 

Regards 

Rich 

Rich Sewell, MBA, CM - Aviation Policy Planner 

Division of Statewide Aviation, Alaska DOT &PF 

PO Box 196900, Anchorage Alaska 99519 · 

v 907-269-0725 1 ~ 907-269-0489 

Email: ricb.sewell@alaska.gov 

Web: dot.alaska.gov/airport-portal.shtm I 

2 
DES( '.J:Gy·· ~N-: r ~TED' ' LEGJST ~TIVE· , ·.; 1

/ •... : 

.·.·'· ... i_ . • __ 11 . ......... / .............. ·· .. ,.Lll .......... , 

GRAN: ,T pn~o·-.G: .RAM: j ... ··.,. /. 

_· ............ 1~ .· .J ..•........ ·.. 

Grantee Handbook 

Division of Community and Regional Affairs 

State of Alaska 

Department of Commerce, Community, and Economic Development 
-' ·. 
DIVISION OF COMMUNITY AND REGIONAL AFFAIRS 

**fA** 

Table of Content§ 

Introduction ................................................. ~············································································· 5 

Important website linl<:::s ....................................................... t •••••••••••••••••••••••••••••••••••••••••••••••••••••• 6 

PART 1 ................................................................ 4 •••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••• 6 

Program Infonnacion ..................................................................................................................................................... 6 

Types of Designated Legislative Grants ......................................................................................................................... 7 

1---------~Resttlctlon on tJse .............................................................................................................................................................. 7 

Grant Notification .............................................................................................................................................................. 7 

Grant Tenn ........................................................................................................................................................................... 7 

Signatory Authority ............................................................................................................................................................ 7 

Grant Agreement ..................................................................................................................................... ~· .......................... 8 

---· --- ·-- -~··Waiver-of-Sovereign-Immunity~~.~~:-.-;;~;·.-.~.-:-::=.~~.-:-;-.-,~~-.-;~~~.~;~·.·.~·: .. ~~.~:.~ .. :;:::::-::·~:~~-.. -.-;;.;;~-;;.~.~~:::~: s-----··-

Financial/Progtess Reports .............................................................................................................................................. 8 

PART 11 ....................................................................................................................................... 8 

The Grant Agreement ................................................................................................................................................... 8 

Grant Agreement Cover Page .......................................................................................................................................... 8 

Attachment A- Scope of Work ...................................................................................................................................... 9 

Standard Provisions ............................................................................................................................................................ 9 

Recotd I<eeping & Reporting Requirements ........................................................................................................... 11 

Allowable Program Costs ............................................................................................................................................ 11 

Allowable Adrrrinistration Costs ................................................................................................................................ 12 

Payment Method .......................................................................................................................................................... 13 

Cost Reimbursable ........................................................................................................................................................... 13 

Electronic Funds Transfer and Payment Inquiry ........................................................................................................ 13 

Advances .......................................................................................................................... , ................................................. 13 

TechnicalAssist~ce .... , ................. , ........................................................................................................................ , .. ~ .... 14. 

On-Site Visits, Monitoring and Technical Assistance ................................................................................................ 14 

PART III ....................................... , ............................................................... , ........................... 14 

Contracts and Subcontracts ........................................................................................................................................ 14 

-I Site Control ................................................................................................................................................................... 14 ! 

Insurance ........................................................................................................................................................................ 16 

Labor Standards ............................................................................................................................................................ 16 

Force Account ................................................................................................................................................................... 17 

Contracted Labor and Current Prevailing Rate of Pay .............................................................................................. 17 

Vohmteers .......................................................................................................................................................................... 18 

Fire Marshal ................................................................................................................................................................... 18 

Pennits ........................................................................................................................................................................... 19 

Potential Project Pe11nit Requirements ......................................................................................................................... 20 

P tocurement.. ................................................................................................................................................................ 22 

Audit Requke.tnents ..... , ................................................................................................................................................ 23 

Designated Legislative Grants - GRANTEE HANDBOOK (revised May 2012) 
DIVISION OF COMMUNITY AND REGIONAL AFFAIRS 

**~** Single Audit ....................................................................................................................................................................... 23 

Performance .Audit ........................................................................................................................................................... 23 

Audit Findings ................................................................................................................................................................... 23 

PART IV .................................................................................................................................... 24 

Grant Administration Basics ...................................................................................................................................... 24 

PART V ................................................................................................................................... 26 

t-------'G.tant-Closeout-........................................................................................................................................................................ 26----

Reapp.topriation ............................................................................................................................................................ 26 

Changes in Purpose ...................................................................................................................................................... 26 

Language Amendment ................................................................................................................................................. 26 

Lapsing Grants and Extensions ................................................................................................................................. 26 

Sutn.tnary ........................................................................................................................................................................ 27 

PART VII ..................................................................................................................................... 27 

Appendices .................................................................................................................................................................... 27 

Financial/Progress Report Instructions and Samples ................................................................................................ 27 

Financial/Progress Report Form ................................................................................................................................... 27 

Electronic Payment Agreement Form .......................................................................................................................... 27 

Request for .Advance Payment Form ............................................................................................................................ 27 

W-9 Fo1m (applicable for new grantees and change of address) ............................................................................. 27 

,. .. 

Designated Legislative Grants- GRANTEE HANDBOOK (revised May 2012) 
DIVISION OF CoMMUNITY AND REGIONAL AFFAIRS 

**~** 

I INTRODUCTION 

I Congratulations! Your organization has been appropriated a Designated Legislative Grant. In orw to 

1

--__ J:eceiv:e-funds,-a-grant-agreement-must-be-executed-with-the-Department..of-Commetce,-Community:,-and- ·-·-- .. 

Economic Development, Division of Community and Regional Affairs (DCCED, DCRA). You have been 

assigned a grant administrator (GA) in the Anchorage, Fairbanks, or Juneau offices. We will tty to keep your 

paperwork to a minimum, explain the rules and regulations, and assist you in meeting the project 

I requirements. Regional supervisors are listed below. 

~-------Aficliotage GtaiiKQffice --------------·-·· _____ ___;~~~-~~~~~~------------------------·-··- -·· I Debi Kruse, Grants Administrator III 

I Ph. (907) 269-8131 

Fax (907) 269-4066 

550 W. 7th Avenue, Suite 1640 

Anchorage, AK 99501-3569 

Fairbanks Grants Office 

Janet Davis, Grants Administrator III 

Ph. (907) 451-2746 

Fax (907) 451-2742 

211 Cushman Street 

Fairbanks, AK 99701-3110 

Juneau Grants Office 

Jolene Julian, Grants Administrator III 

Ph. (907)- 465:4758 · 

Fax (907) 465-5867 

P.O. Box 110809 

Juneau, AK 99811-0809 

Designated Legislative Grants- GRANTEE HANDBOOK (revised May 2012) 

5 
DIVISION OF COMMUNITY AND REGIONAL AFFAIRS 

**~** 

IMPORTANT WEBSITE LINKS 

www.commerce.alaska.gov 

This site offers information on programs and services available through our department. 

bttp; II commerce.alaska,goy/dcaL 

This site offers information on programs and services available lhrough our division. 

, http;l/commerce.alaskfl.goyldca/apps/egtantsonline/ 

[ The above link is eGrants Online. This database provides grant information on several different grant 

~ --=~ - progra= •ilmml""'e(fi))JJCRA. A !YloJial is provided_tQ .. ~s4m=Jtli genotatlng~thunost"'ff,m,e_ ~~- report to meet your needs. Data is presented in a user friendly format. The database includes information 

such as community name, grant number, grant recipient, project name, grant status, grant type, grants 

administrator, award amount, disbursed amount, remaining amount, and house district. Another helpful 

[ service on this site is the ability to download the grants information in an Excel spreadsheet format. 

I http: 1/fin.admh}.state.al-..uslaa:pvis/index.jsp 

! This is the State of Alaska Electronic Payment Inquiry website. This site allows vendors (grantees) who are 

i enrolled to receive electronic payments from the State of Alaska to view information about payments. If 

i grantees are not currently set up to receive electronic payments it is possible to sign up for this service by 

\ completing an Electronic Payment Agreement Form. To access !he system you will need to know the 

vendor number that has been assigned to you in the Alaska Statewide Accounting System (AKSAS). Please 

contact your grants administrator for this number. 

I 

·I 

http: I {commet·ce.alaska,gQv { CBP {Main{CBPLSears;b.aspx?mode=Name 

This is !he website for the Division of Corporations, Business and Professional Licensit1g search database 

and provides access to thousands of licens-e records as a service to the public. The dep·attment utilizes' this 

website to conf1rm that grantees are legal entities registered to do business in the State of Alaska and are in 

active status, a requirement that must be met prior to entering into a grant agreement with each grantee. 

http://www.commerce.alaskf!.gQv{dca/LOGON/home.cfm 

The Local Gover11ment Online website is intended to provide information on hnportant local government 

issues, such as: duties and responsibilities of elected officials, holding public meetings, financial 

management, grant management, personnel management, payroll, ordinances; conducting elections, 

municipal government structure, incorporation, annexation, tribal and municipal agreements, water and 

sewer utility management, and much more. 

PART I 

PROGRAM INFORMATION 

Communities and organizations seek fut1ding from their state senatots and represe11tatives for identified 

capital projects. Appropriations are included in the Capital Bill by the legislature at their discretion, with 

Designated Legislative Grants- GRANTEE HANDBOOK (revised May 2012) 

6 
DIVISION OF COMMUNITY AND RE-GIONAL AFFAIRS 

i:rh:·:fA;fctr 

final approval required by the governor. Under the governor's discretion, project funding may be reduced or 

vetoed entirely. 

The department manages the Designated Legislative grant program under the provisions of the Alaska 

Statutes (AS). The statutes that pertain to this program ate listed below: 

• AS 37.05.315 Grants to Municipalities 

1 • AS 37.05.316 Grants to Named Recipients 

I • AS 37.05.317 Grants to Unincorporated Communities L__ ________________ ~~~~~~~~~--~~~--~~~---------------------------------------

'

1 • AS 37.05.318 Further Regulations prohibited 

• AS 37.05.325 Definitions for AS 37.05.315-37.05.317 

I 

i 

• AS 37.25.020 Unexpended balances of appropriation for Capital Projects 

Alaska Statutes are codified laws enacted by the legislature. The most current statutes can be found on the 

Alaska State Legislature website: http: //www.Iegis .state.ak.us /basis /folio. asp 

F~=~~~-dD~.~~~·~~ =~=~----------------~~~ 

Th~ types of projects eligible for funding may include: 

• feasibility studies 

• coi1struction projects 

• building improvements and upgrades 

• design and engineering 

• land acquisition 

• equipment purchase, upgrades, or repairs 

Restriction on Use 

Under the provisions of AS 37.05.321 grant funds may not be used to influence legislative action, which is 

defmed as "promoting, advocating, supporting, modifying, opposing, or delaying or seeking to do the same 

.. ~!fl respect to any legisl!'tive ac;tiov, but doeey, no,t indud~ the provision or US!! of informa_tiop,,statistics, 

studies, or analyses in written or oral form or format." Grant funds may not be. used for th·e purposes of 

travel in connection with influencing legislative action. 

Grant Notification 

After the grant is awarded, the department will send your organization a letter identifying the information 

required to prepare the scope of w~rk and project budget to be included into the grant agreement. 

·Grant Term 

Grant Agreements are generally written for a term of five years, usually beginning on July 1 and terminating 

011June 30. For example, a grant awarded for Fiscal Year 2013 would have a term fromJu.ly 1, 2012 to June 

30, 2017. Please be aware that reimbursements cannot be made for expenditures prior to the effective start 

date of the grant agreement. 

Signatory Authority 

All eligible entities for this program must have a current Signatory Authority form on file with the 

department and in their grant ftle. This form must be signed by the chief administrator. The Signatory 

Authority form allows the chief administrator to authorize othet· staff to sign grant documents, such as the 

Designated Legislative Grants- Gfu\NTEE HANDBOOK (revised May 2012) 

7 
DIVISION OF COMMUNITY AND REGIONAL AFFAIRS 

**~** grant agreement, amendments, and financial reports. The form also identifies grantee contact information, 

including mailing address, telephone, fax numbers, and e~mail address. A grantee will identify whether they 

prefer to report monthly or quarterly. Please submit an updated form when ever cha11ges are made. You can 

obtain a copy of this form electronically by contacting your grants administrator. 

Grant Agreement . 

Upon fmal approval by the governor, grantees will enter into a grant agreement with the Department of 

Gelnm.eree,Gemmunity,ancl-Eeenemie-'Qevelepment-.-ln-1\eeepting"g.r-ant-meney;--th~gr-ante~agrees-to-·-~-- ·-· 

spend the grant for the purposes specified in the appropriation or allocation. The grantee must establish and 

maintain separate accounti11g for the use of this grant. 

I Waiver of Sovereign Immunity 

i If the grantee is a tribal entity, a resolution waiving sovereign immunity is required in a form provided by the 

i-=:_--:-·------ aepartmi:inT.Youcan_ol5fain a coJ;!yoflliisfOtm~lectronieallfox contacting_your ~nts adminiSf.FaTor:-A: . ~~~=: 

· copy of the executed resolution should be submitted when the grantee returns the signed grant agreement. 

.... 

Fihancial/Progress Reports 

Financial/Progress reports are required on a regular basis, either monthly or quarterly. Reporting 

requirements are stipulated within each grant agreement. A grantee will identify their preferred method of 

reporting on the Signatory Authority Fottn. A sample of the financial reporting form, ittcluding instructions, 

is included in Part VII. You can obtain a copy of this form electronically by contacting your grants 

administrator. 

PART II 

THE GRANT AGREEMENT 

A grant agreement with the department will include all of the provisions and requirements specific to each 

grant. When you sign your grant agreement, you are certifying that you fully understand and will comply 

with these [frovisions. · ' _, · - · 

Elements of the grant agreement include: 

Grant Agreement Cover Page 

This page contains pertinent grant ihformation as follows: 

• Grantee - The grantee listed on the grant cover page is the official grant recipient and fully 

responsible for this grant. · 

• Grant Number- This number is assigned by the·department. Please reference this number on all 

grant forms, correspondence, and when seeking grant assistance. This number will remain the same 

throughout the life of the grant. 

• Grant Title -This is the exact title that was approved by the legislature. It is the official title of the 

grant project at1d cannot be changed. 

Designated Legislative Grants- GRANTEE HANDBOOK (revised May 2012) 

8 
DIVISION OF COMMUNITY AND REGIONAL AFFAIRS 

**:SA** 

• Grant Amount- This is the amount that was appropriated by the legislature for this project. 

• Grant Start Date and Lapse Date- Only expenses occurring after the grant start date and before the 

lapse date are eligible for reimbursement. 

• Attachments and Appendices- The grant agreement includes attachments and appendices necessary 

to comply with grant requirements. It is important to become familiar with these documents. 

----,•--Signwtures-::-Efranh-greem-e-rrrs--require[W(")S"igm£m:res:'Thechiefadlfiiritstrator of-tne grantee anathe- --

signature of the approving officer from DCCED. 

Attachment A - Scope of Work 

__________ Att~chment~ includes th~ followin~element~------~~----------------· ________________ _ 

l

- ---~~~--.-- -PtojectDescription- Tllls1s a narrative o-ftne proJect oojectives and pU1'pose. TKe grant ___ ---· 

' administrator utilizes information gathered from the grantee and the Total Project Snapshot (TPS) 

J to prepare the project description. Grantees are responsible for reviewing the prepared narrative 

! before signing the grant agreement. Your signature on the grant agreement indicates that you agree 

I with this narrative. · 

I 

I 

' 

• Project Budget - This section includes the line item budget, showing use of grant funds and the total 

project cost. Questions about the budget should be discussed with your grant administrator. 

• Budget Narrative -This section stipulates grant funds will be used for purposes stated in the grant 

agreement. 

• Project Management /Reporting- This section outlines grantee management responsibilities 

including signatory authority requirements, separate accounting requirements, and reporting · 

requirements. 

• Forms Packet- This includes a sample of the financial reporting form. Samples are included at the 

back of this handbook. An electronic version of this form can be obtained from your grants 

administrator. -· · · ' · 

Standard Provisions 

Your grant agreement with. the department will include Standard Provisions. Some of the provisions are of 

particular importance and are identified below. 

Article 5. Access to Records 

"The Department and duly authorized officials of the State of Alaska shall have full access and the right to 

examine, excerpt, or transcribe any pertinent documents, papers, records, and books of the Grantee, and of 

persons or organizations with which the Grantee may contract, involving transactions related to the project 

and this Grant Agreement." 

It is important that the grantee maintain complete records on the project to provide to the department upon 

request. All grant files must be retained for at least six years from completion of the project. In addition, 

your grants administrator may schedule a visit to review project files, see the site, and take photographs for 

the grant file. 

Designated Legislative Grants- GRc\NTEE HANDBOOK (revised May 2012) 

9 
DIVISION OF COMMUNI1Y AND REGIONAL AFFAIRS 

**~** 

Article 6. Reports 

"The Grantee, at such times and in such forms as the Department may require, shall furnish the 

Department with such periodic reports as it may request pertaining to the activities undertaken pursuant to 

this Grant Agreement, including the .final close-out report, the costs and obligations incurred in connection 

therewith, and any other matters covered by this Grant Agreement." · · 

--------------·----···-·-

Upon signatute of this grant agreement, the grantee is agreeing to furnish the required reports as requested 

under this grant. 

Article 10. Program Income 

; Program income earned during the award period shall be retained by the Grantee and added to the funds 

:=~-=--==-~--==--co1ruilitte<f_to_the. a_ward.and_used_Tor_the.purp_Qs:e_and_under_the_c.otiditiOnuippliCab.Ie_to.Jh:e..us_e_of~wai(.[.:=._---~-

. · funds. 

Articlu 11. Amcndmunts and Modijkations 

"The Grantee or the Department may request an amendment or modification of this Grant Agreement. 

However, such amendment or modification shall not take effect until approved, in writing, by the 

Department and the Grantee." 

If the grantee wishes to make changes to the project in any way, it is necessary to request approval in writing 

from your grants administrator. 

Article 13. Obligations Rugardt'ng Third Parry Relationships 

"None of the Work specified in this Grant Agreement shall be contracted by the Grantee without prior 

approval of the Department. No permission for subcontracting shall create, between the Department or the 

State of Alaska and the subcontractor, any contract or any relationship. 

The Grantee shall'remain fully obligated under the provisions oflhis Grant Agr~errierrt·notwithstaiidin"g its • 

designation of any third party or parties of the qndertaking of all or any part of the project described herein. 

Any subcontractor that is not the Grantee shall be required by the Grantee to comply with all the provisions 

of this Grant Agreement." 

Artido 19. TerminatiotJ for Cause 

"If the Grantee fails to comply with the terms of this Grant Ag1·eement, or fails to i.1se the grant for only 

those purposes set forth ... " in the grant agreement, the department may suspend or terminate the grant. Jf a 

grantee is having trouble administering a grant, their grants administrator is available to discuss solutions. 

Artide 28. Got1erning Law 

"This Grant Agreement is govetned by the laws of the State of Alaska. The Grantee shall perform all 

aspects of this project in compliance with the appropriate laws and regulations. It is the responsibility of the 

Grantee to ensure that all permits required for the construction and operation of this project by the Federal, 

State, or Local govemments have been obtah1ed." 

Designated Legislative Grants- GRANTEE HANDBOOK (revised May 2012) 

10 
DIVISION OF COMMUNITY AND REGIONAL AFFAIRS 

**~** 

Artide 30. EqJtal Bmpl'!)lment Opportunity (BBO) 

''The Grantee may not discriminate against any employee or applicant for employment because of race, 

religion, color, national origin, age, physical handicap, sex, marital status, changes in-marital status, 

pregnancy or parenthood ... " 

The grantee must display EEO posters where all employees and applicants for employment can easily view 

1 ---- ----them.-All-solicitations-atTd<rdve:rtis<!mentsfui'elniJloyeenowork on state-I:Uncled projects must statethat ·-· 

! the grantee is an equal opportunity employer. The EEO provisions must also be included in every contract 

l relating to this grant agreement, including those entered into by any of its contractors, so that those 

provisions will be binding upon each contractor and subcontractor. 

Article 32. Operation andMaintenant-e ····-------·· __ _ 

J_-=::::::_:-_:_ --=__:-::___ "''Tfi.J:oilghPutilie..J.iri.Of:_th:e..pro]:ect, . .tf:te_Grantee shall b~responsible~fot the operatio~ ~nd- maintenance-ef-· 

i any facility, equipment, or·other items acquired under this grant. 

I RECORD KEEPING & REPORTING REQUIREMENTS 

The grantee must establish and maint~ separate accounting for the use of grant funds. The use of grant 

funds in any manner contrary to the terms and conditions of this grant agreement may result in the 

subsequent revocation of the grant and any balance of funds under the grant. 

The grantee shall submit a Financial/Progress Report each month or quarterly as approved during the life of 

the grant agreement. Report forms are due 15 days after the end of the month or quarter being reported. 

'fhe original report must be certified by an authorized signer and mailed to the department. We cannot 

accept faxed or electronic copies. 

It is necessary to submit a monthly or quarterly report each reporting period, regardless of whether or not 

any funds have been expended during the period. 

The progress feport,section inust He completed. on ~acl:i·repott submitted. This section should describe 

activity that supports the expenditures during- the period. If no activity has taken place, please provide an 

explanation; ' 

The gtantee must keep records of all expenditures related to the grant project and make these available to 

your grants administrator upon request. Records should include all invoices and bills along with proof of 

payment (copies of checks); copies of payroll records including signed timesheets, payroll checks, and fringe 

benefit costs. 

Do not submit copies of supporting documentation with your P'inancial/Progress Reports unless requested 

by your grants administrator. 

ALLOWABLE PROGRAM COSTS 

Any costs identified in the grant agreement scope of work are generally allowable and can be submitted for 

reimbursement. Any questions regarding allowable expenditures under the grant should be discussed with 

Designated Legislative Grants- GRANTEE HANDBOOK (revised May 2012) 

11 
DIVISION OF COMMUNITY AND REGIONAL AFFAIRS 

**~** your grants administrator prior to purchase. Disallowed expenditures will not be reimbursed with grant 

funds. 

ALLOWABLE ADMINISTRATION COSTS 

Allowable administrative costs are those costs necessary to administer the grant project. Administration 

costs may not exceed 10% of the total award and no more than 5% for equipment purchase. In order to be 

reimbursed.for administrative costs the grantee must request an administrative line item in the proposed 

______ budge.t...The grantee is also re!Juir~<;l to r~port administration in the ptQY:kk.d_budgetlio_citml_Qn.Jhe. _ ·--- . 

Financial/Progress report form. 

If a grantee chooses to utilize administrative costs, below are some examples of allowable expenditures. In 

some circumstances, these may be considered direct project costs. If you have questions, please contact your 

grants administrator. ----- --.. ~--·· t··-·-·--·· -----·--·------·--·----- ·-- -------

''Iii ..- -----1~;;::~!g for-recruitment of ~rs:n~el~ p~ocurem~n;o~ goo~s :n~ ~:~~e:,-~n~ ~~; othe~ ~a: specific 

purposes are allowed. 

i 

I 

I 

I 

Audits 

Preparation of a state single audit is allowable if the audit is performed in accordance with 2 AAC 45.010 

Audit Requirements. Only the prorated cost for auditing this grant l?togram is allowed. See Attachment C, 

Article 38 of your grant agreement. 

Insuram·c 

Insurance costs related to the project are allowable. See Attachment C, Article 26 and Appendix B2 of your 

grant agreement. 

Materials & S applies 

Materials and supplies are allowable if necessary for administration of the grant such as office supplies, 

freight, .apd .rep tal or purchase of equipment. • .. ~ . ~ 

Office Costs 

Prorated costs for services such as telephone, fax, postage, internet, and utility costs are allowable. 

Proftssional S oroim 

Administrative services performed under contracts or agreements, including general legal services, 

accounting services, and audit services ate allowable. 

&nta/Costs 

Rental costs for office space and equipment are allowable to the extent that the rates ate reasonable. 

Stqff Sa/aries & Fringe Benljits 

Salaries and benefits for employees involved in administration of the grant are allowed. These costs must be 

based on Generally Accepted Accounting Principles (GAAP). 

Training 

The cost of training may be allowable. Please contact your grants administrator for more information. 

Designated l-egislative Grants- GRANTEE HANDBOOK (revised May 2012) 

12 
'-·.\:It· 

DIVISION OF COMMUNITY AND REGIONAL AFFAIRS 

**~** Travel 

Travel and per diem expenses will be allowed in accordance with the grantees written travel policy. Grantees 

that do not have a written policy for per diem should follow the established policy of the State of Alaska. 

Grant funds may be used to pay for: · 

• Transportation costs by the most direct route and efficient means; 

• Ground transportation that is necessary to fulfill the grant project related objectives, such as car 

rental, taxis, or buses; - - - ----·~ ----· --·--- --. -A""ctuallodging costs; and -- ---·----------· -- -··· . --

• Per Diem (meal and incidental expenses). Alcohol expenses will not be reimbursed. 

PAYMENT METHOD 

.c...:::..:c..:o _ ___:__·--· =-Cost-=Reimbutsable- · ·· · · -· - - · ---- -------------- -- -=--=--=c ·------·· -----·-·-· -·-- · 

- ----- -- -- --- - f)estgnated·-Leglslative GfiHitS are co·sr retmb-ursaOle-:-·yau-pay -for expendiTures out of yam o"Wti ftinds-an.d -· 

then request reimbursement when submitting monthly or quarterly fmancial/progress reports. Once your 

grants administtator receives a complete report and approves it for payment, it is forwarded on for payment 

processing. Upon receipt of the approved financial/progress report, payments are required to be issued to 

the grantee within 30 days. 

Electronic Funds Transfer and Payment Inquiry 

Some grantees may qualify for direct deposit of their reimb).lrsement payments if their banking institution 

participates in the State Electl:'onic Data Interchange (ED I) system. If you are not currently en.rolled in the 

. EDI system then it is necessary to complete the Electronic Payment Agreement Form. 

Any payments issued by the State the Alaska will be deposited into the established account. This form is 

available in Part VII of this handbook or online at: http: //fin.admin.state.al~. us /aapvis /index.jsp. 

Once enrolled this website also provides the option to inquire about payments made from the State of 

Alaska to your established...accol!Pt. .• , 

Advances 

The department may advance to the grantee an alnount not to exceed a projected 30-day cash need or 20% 

of the grant amount, whichever is less. Before the department will issue an advance the grantee must be 

current in submission of financial/progress reports and submit a "Request for Advance Payment" form. 

The request must include (1) written justification for the advance, (2) documentation of costs associated 

with the advance, and (3) a brief narrative on how the advance will be used. We cannot accept faxed or 

electronic copies. 

The Request for Advance Payment form can be found in }Jart VII of this handbook. Advances must be 

recovered with the next financial reimbursement request. If the grantee is unable to recover the full advance 

amount on the next financial report the grantee may be required to return the advance balance. Please 

contact your grants administrator regarding any requests over 20% of the award. 

Designated Legislative Grants- GRANTEE HANDBOOK (tevised May 2012) 

13 
DIVISION OF COMMUNITY AND REGIONAL AFFAIRS 

**fA** 

TECHNICAL ASSISTANCE 

On~Site Visits, Monitoring and Technical Assistance 

Grantees may receive an on-site visit from their grants administrator sometime during the course of the 

grant agreement. This visit will be conducted to ensure the grantee is complying with grant stipulations. This 

.review will consist of reviewing the grantee's grant files for back-up documentation, contracts, 

correspondence, etc., related to the specific grant. The grants administrator will also want to see any projects 

_______ com~i.!<J:ed or Jtl..litogress that have used the grant funds. _____ _ ___ -···· 

Oftentimes a grantee would like a site visit so they can receive technical assistance and help with the 

administration of their grant(s). DCRA's grants administrators are happy to comply, if they have the time 

and resources to do so. The grants administrators are always happy to provide assistance via telephone or 

email as requested. 

--------- ----~----

-'Tl1eoverallpurpose oT a-site viSit isto work-in conjunction With the grantee to ensure success-ofi:h~ -- --- -

project(s). It is a chance for the grantee to 'show off' what has been accomplished with the grant funds and 

it helps build a solid working relationship between the grantee and the grants administrator. 

PART III 

CONTRACTS AND SUBCONTRACTS 

If your project requires a construction contract or a professional services contract it' is important to know that 

the grantee is fully obligated under the provisions of the gratit agreement. The Grantee shall bind all contractors 

and subcontractors to each and every applicable grant agreement provision. Key provisions may include: 

• Article 2 - Indemnification 

• Article 24- Ownership of Project/Capital Facilities 

• Article 25 - Site Control 

• Article 26 - Insurance 

• Article 32 - Operation and M~intenan~e . , ·"' . 

SITE CONTROL 

Before a grantee can begin a construction project, it is necessary to make sure legal right to build on or use 

the site is obtained. This legal right is called site control. This right must be formally given in writing; verbal 

permission is not enough. 

Site control requirements depend upon the nature of the project. If the grantee is going to construct a 

building, it is necessary to obtain a lease or deed showing control of the land. If the grantee is leasing land to 

construct a building, the period of the lease should be at least for the useful life of the building (generally 20 

years). If the grantee needs to build something across someone else's land, it is necessary to obtain an 

easement or right-of -way for the particular planned use. If the grantee is going to use the land temporarily, 

such as during construction, it is necessary to get a use permit or license. · 

Designated Legislative Gr~tnts- GRANTEE HANDBOOK (revised May 2012) 

14 
DIVISION OF COMMUNITY AND REGIONAL AFFAIRS 

**~** It is important that the boundaries of the property are identified with a legal description to ensure structures 

are built on the accurate land. It is recommended that the property be surveyed prior to obtaining title to the 

land by deed or before entering a long-term lease. 

In addition to obtaining control of the land, a grantee should ensure there is adequate access to the site. It · 

may be necessary to obtain an easement in order to assure legal access to the property being used. Owning 

the property is useless if it is not accessible. 

·-------·---------·-------·-·-·- -· -· ·- -- It is necessary to accurately describe the land in the lease, deed, or easement doctUnents. This 11 legal 

description" is extremely important because it must accurately identify the land being utilized. A recorded 

survey plat is the preferred method of describing land. The legal description is used to identify the 

boundaries of the real property, including any restrictions, reservations, rights-of-way, a11d easements and is 

written by one of these basic methods (1) the "metes and bounds 11 system; (2) the US Public Land Survey 

~-=-~----=--=.-_: -_~s~~~a~d_::f3tt~e~lt)t-~~d~~~dct~:"~u1:v_epy~te~I. _ __ _ :___ ·· .. _ . ___ .. -. · _ _ · --~~~ ------· 

All site control determinations for DCCED Grants are made through our Division's Land Management 

and Mapping Section. 

To find your local contact regarding public records on land deeds, plats, surveys etc. visit the District 

Recorder's website at: http: //dnr.alaska.goy/ssd/recoffldistlist,cfm 

The public can access documents through the statewide recording system database at any DNR Recording 

Office or on the Internet at: http://dnr.al:u.!l<:a,goy/ssd/recoff/seatsohRO.cfm 

The address of the main District Recorder's office is: 

State Department of Natural Resources, State Recorder's Office 

550 West 7th Avenue, Suite 1210 

Anchorage, AI< 99501-3564 

(907) 269-8882 

. .; -- .:..• 

If the project is located within a federal townsite, the BLM Alaska State Office must be contacted. They are 

responsible for issuing land deeds to Alaskan villages. The trustee manages townsite lands until a deed is 

issued. Contact the office below to determine if a site is available: 

US Department of the Interior 

Bureau of Land Management, Alaska State Office 

222 W. t" Avenue, #13 

Anchorage, AK 99513-7599 

(907) 271-5960 

The State Municipal Lands Trustee may need to be contacted if the land to be used is in an unincorporated 

ANCSA village. The Municipal Lands Trustee holds title in trust for community use and expansion. 

Additional information about site control may be obtained online frotn the'Ciivision's publication "W/Jat is 

Site Control?,~ This publication can be found at: 

http://www.commerce.state.ak.us/dca/pub/WhatlsSiteControl2004.pdf 

Designated Legislative Grants- GRANTEE HANDBOOK (revised May 2012) 

15 
DIVISION OF COMMUNI1Y AND REGIONAL AFFAIRS 

**~** 

INSURANCE 

The grantee may not start work on a project until insurance required to protect project workers, the general 

public, and your own interests has been obtained . .A Certificate of Insural}ce may be requited prior to 

release of grant funds. 

------·--- -Insurance-can--be purchased-from-a-number-ofdifferent agencies;-Listed -~w-are-thetypes·ofinsurance- · · 

that is required, depending upon the grantee's needs: 

• Workers' Compensation Insurano"C 

The Alaska Workers' Compensation Act as governed by State law (AS 23.30) requires each employer 

-~-------- _ ___h_aving one or more .emQ!Qyeesin Alaska to obtain workers'. comr-e11sation insurance, unless-the ______ _ 

employer has -been approved as-11- self insurer. The cost of a workers'-c::ompensation-polky ~the· 

premium) is based upon the employer's payroll, type of business risk (classification assignment), and 

the employer's loss history. 

• G&neral Uability 

The grantee is responsible for obtaining any necessary liability coverage to protect itself and its 

workers from claims due to accidents. 

• Vehicle Uability 

State law (AS 21.89) requires that all vehicle owners must maintain at least a minimum of insurance 

coverage against loss from damages arising out of the ownership or use of a vehicle. 

• Professional Liability Insurance (optiona~ 

The grantee should consider requiting contractors (including architects, engineers, etc.) to obtain 

this insurance to cover any negligent aGts .&f the contractor, subcontractor, or anyone directly or 

indirectly employed by them. This coverage provides extra protection for the grantee. 

• Builder's Risk InsJtrance (optiona~ 

The grantee should consider ftre, theft, vandalism, and other kinds of insurance coverage, for either 

the whole project or some part of the project. 

• Hazard Insurance (optional) 

The grantee should consider acquiring insurance covetage for unusual events such as windstorms, 

flooding, or earthquakes. 

LABOR STANDARDS 

There are only two ways labor can be performed and paid for under a Designated Legislative Grant. These 

are Force Account Labor or Contracted Labor. 

Designated Legislative Gtants- GRANTEE HANDBOOK (teviscd May 2012) 

16 
DIVISION OF COMMUNffY AND REGIONAL AFFAIRS 

**:fA,** 

Force Account 

In a force account project, workers are hired directly by the grantee as public employees. In some instances 

local governments, political subdivisions, and non-profit groups may use force accounting on projects built 

with state funds. The grantee bears the final responsibility for hiring and ftting employees, setting wages (the 

wages must reflect the prevailing wage for that type of work fot· the area), paying wages, and making · 

appropriate payroll deductions, purchasing materials, and all aspects of construction. Using the force 

J account method is usually less expensive. However, force accounting is not necessarily the best approach for 

i~-- _ --~tY-gta!lte~ _qr_fQ!:..i!Ye,cy_groje_<.;t. Fo..rce_a_<;:c()l}.tlt projeg.ll_r!!Qllittlh~ gr_ante~_to.h~Y..e .llign!ficant _ __ _ ... __ 

administrative abilities. l 

i 

I 

L~----

Two questions to consider before using force accow1ting on a construction project: 

1. Is your organization capable of handling the technical aspects and labor requirement of the 

project? 

· ··· ··· · ·· · ···· 2:--'-Buescyoi:ir:.Orgariizatio.rihave'-lhe-comtnitiiiei:it-to~provide:::tlie-'1abor'force,-:t6iiniri.g'progi:ams-;-and-· 

- -- ... -support necessary to-successfully compieteaiorce acccnuitprofect?"- ---- ··- -- -- --

One of the major benefits of force accounting is the opportunity to employ and train local residents. A 

grantee should evaluate the size and talents of the resident labor force to determine if qualified employees 

are available for hire. 

The grantee must keep very detailed financial records if utilizing force account labor on your project. 

Information must be maintained about the employee, position (job description, hours and wage rate), as 

well as standard payroll records (approved timesheets for each employee, hours worked, tax and fringe 

benefit computation, evidence of payment, etc.). 

Contracted Labor and Current Prevailing Rate of Pay 

Certait1 grant projects are subject to the provisions of AS Title 36 PUBUC CONTRACTS. Municipalities, 

school districts and other political subdivisions are subject to the provisions of AS Title 36 Public Contracts 

• - wbe.n they contract for the performance of the work on projects exceeding $25,000. Non~profit. .• · . 

organizations that contract for the performance of the work are also subject to AS Title 36 when the value 

of the project is more than $25,000 unless the non-profit organization is performing the work on the 

project. 

Please contact the Alaska Department of Labor and Workforce Development if you have any questions 

about contracted labor and your project. Contracted labor must be paid the prevailing wage rate issued by 

the Alaska Department of Labor and Workforce Development in Pamphlet 600, Laborers' & Mechanics' 

Minimum Rates q/Pt!J. This pamphlet is published twice yearly, Aprill and September 1 and may be accessed 

on-line at: http: //www.labor.state.ak.us/Iss /pamt2600.htm 

Ifyour contract uses contracted labor the contractor will be doing most of the paperwork however, you 

must obtain copies of the entire contractor's certified payroll. 

Designaited Legislative Grants- GRANTEE HANDBOOK (revised May 2012) 

17 
DIVISION OF COMMUNITY AND REGIONAL AFFAIRS 

**~** 

Volunteers 

On occasion, nonprofit .Grantees may utilize volunteer labor when the project is related only to the 

orgat1izatiotfs nonprofit activities. "Nonprofit activities" in this context means activities for which the 

nonprofit organization does not incur a liability for unrelated business income tax under 86 U.S.C. 513 as 

runended. 

--- - - ----- - ---------- ~ -------------- ------ ------ --

Grantees are encouraged to contact the Alaska Department of Labor & Workforce Development's Wage & 

Hour Administration for information on the use of volunteer labor on state-funded projects. The contact 

number for the Wage and Hour Administration is (907) 465-4842 in Juneau; (907) 269-4900 in Anchorage; 

and (907) 451-2886 in Fairbanks. 

:._:_:._-T-"-:-T-'-x--.:,--~"----'-_:__:_:_~;-;---,--::-~--=:=,-;-::.~~_c::_::~~--'-'-'-------­

EmaiJ:-a<Iatesses:Jor the Anchorage,-Juneau, and Fairbanks offices-ate-listed here: 

,8.nchorage.lss-wh@alaska@alaska.gav 

J uneau.lss-wh@alaska.goy 

Fairbanks .lss@alaska. goy 

FIRE MARSHAL ,( 

All construction, repair, remodel, addition or change of occupancy of any building/ structure or installation 

or change of fuel tanks must be app:roved by the State Fire Marshal's Office before ANY work is started. 

The State Fire Marshal reviews and approves all construction on public buildings and fuel tanks to make 

sure that they are not fire hazards. 

Plans and specifications regarding the location of the building or structure on the property, area, height, 

number of stories, occupancy, type of construction, interior finish, exit facilities, electrical systems, 

mechanical systems, fuel storage tanks and their appurtena11ces, automatic fire-extinguishing systems, 

and/ or fire alarm systems must be submitted by the owner or owner's representative to the State Fire 

Marshal for examination and approval. ,. ~ .. .... ~:.. ~' .... ~ ... , . 

This :eview does not address structural considerations or accessibility requirements. Mechanical and 

electrical review is limited to that which is necessary to conftrm compliance with ftre and life safety 1 

requirements. 

A copy of the plan review approval certificate must be posted as required in 13 AAC 55.100(b). 

It is prohibited to ot't'tljy a buildingjor whichplans have not bum e."v:amimd and approtJCd. 

The following information and guidance is offered regarding the plan review and permitting process: 

1. Submit a completed plan review application form accompanied by construction documents to the 

appropriate State Fire Marshal's Office. 

2. The construction plans are reviewed after receipt of the plan review fee. All fees are calculated by 

the Fire Marshal's Office. 

3. During spring/ summer pteconstruction, plans should be su~tnitted at least one month prior to the 

anticipated construction start date. · 

Designated Le~:,>islative Grants -GRANTEE HANDBOOK (revised May 2012) 

18 
DIVISION OF COMMUNITY AND REGIONAL AFFAIRS 

Fire Marshal Regional Offices are listed here: 

PERMITS 

Anchorage Office 

5700 East Tudor Road 

Anchorage, AK 99507 

(907) 269-5491 

**~** 

Fairbanlts Office 

1979 Peger Road 

Fairbanks, AK 99709 

(907) 451-5200 

Juneau Office 

P.O. Box 111202 

Juneau, AK 99811 

(907) 465-4331 

Almost all public building projects require some permits. A few permits may come from your local 

governme11t but most come from state or federal agencies . 

. Generally, two typ~s of permits are required; buildi~1g and operating. Building_eermits must be acguired first 

since_construction cannot begin without one.Jt is suggested you begin obtaining operating permits in-time 

to occupy your building when construction is completed. 

Other permits you may need to obtain include: 

• Building permit 

• Conditional use permit 

• Variance 

• Excavation permit 

• Flood hazard development permit 

Grantees are required to obtain all necessaty permits required by law for applicable projects. 

The Alaska Department of Environmental Conservation (ADEC) regulates all activities in Alaska that might 

pollute the air, water, or soil. There are dozens of ADEC permits related to constructing and operating 

public buildings. If you are not sure what ADEC permits you need, you can fill out a questionnaire on their 

website (www.dec.alaska.goy) or contact the ADEC office closest to you for assistance: 

State of Alaska 

Department of Environmental Conservation 

Notthern Regional Office 

610 University Avenue 

Fairbanks, AI< 99709 

(907) 451-2120 

Southcentt:al Regional Office 

555 Cordova Street 

Anchorage, AK 99501 

(907) 269-7501 

Designated Legislative Grants- GRANTEE HANDBOOK (revised May 2012) 

Southeast Regional Office 

P.O. Box 111800 

Juneau, AK 99811 

(907) 465-5270 

19 
I 

I 

1--· 

DIVISION OF COMMUNITY AND REGIONAL AFFAIRS 

**fA** 

The following list provides the 11ames, addresses, and telephone numbers for various permitting agencies 

with the State. This list is not intended to be all-inclusive. 

Potential Project Permit Requirements 

'rype -of Permit> Approvals; Etc. u Description- :-RegulatoryAgency 

School Construction · Authority of the Department of Education 

· for review of construction documents for 

' Department of Educatio11 

: & Eatly Development 

Water Dischar~:,-e Permit 

Plan Review and Approval of Sewerage or 

Sewage Treatment Works 

Plan Review and Approval of Public Watet 

Sy~tems 

. educational facilities. . P.O. Box 110500 

Juneau, AK 99811-0050 

--ti~ef'hilt tl'i!~ded-fef dispesnl-efsolid-wastcoi=1 Department-of--··-- ·- ·· · · 

: hazardous material· ·· - - ~-Environmental Conservation 

' (907) 465-2800 

http://ced.alaska.gov/ 

I . .. .. . . I 

; l'crmit needed for the disposal of wastewater j P.O. Box. 111800 

! on laud or in waters. ! Juneau, AK 99811-1800 

! ! (907) 465-5285 

Plans for the construction, installation, 

modification or operation of a public water 

supply system must be approved prim· to 

or 

Storage Tank Pto!,>tam construction 

Food Safety & Sanitation Program ! .Pre-operation in~pection is required to ensure 

555 Cordova 

Anchorage, AI< 99501 

(907) 269-7501 

lOt 

Plan Review and Health Inspections of Public I compliance with health and sanitation · 

Establishments i standards for food sct'Vice establishments, 

l 610 University A venue 

! Fairbanks, AK 99709 

Anadromous (Salmon Spawning) Fish 

Protection Permit 

Critical Habitat Area Permit 

State Game Refi1ge Permit 

J Tospital and Health Facility Construction 

Unemployment Insurance 

I schools, day-c~u:e and pre-elementaty schools, 

;/

1 hotels and motels, swimming pools and 

bathing areas, and public toilets. 

! (907) 451-2120 

! http://www.dec@alaska.gm: 

Approval fornnywork in or near anadtomous ·Department of Natural Resources 

rivets, lakes, or streams. Diviaion ofilabitat 

Approval for any work <>r development in a 

cdtical habitat area. 

Permit needed if proposing work or 

• development within a designated state refuge 

Authority of the Department of Health & 

: Social Senrices for licensing and establishing 

standatds for the construction of hospital and 

, health facilitic~. 

• P.O. Box 115526 

'Juneau, AK 99811-5526 

(907) 465·1852 

: (or contact local office in Palmer, Anch<>rage, 

Fnirbankg, Craig, Pete~bur!tor Soldotna) 

Imp: I /www.habitat.adfg.alaslm.gov/ 

· DcpartmeutofHealth & 

Social Se.rvices 

Health Facilities Licensing and Certification 

619 11 Ship Creek Avenue, Ste. 232 

Anchorage, AK 99501 

(907) 334-2483 

: bttm I lwww hss.alaska.gov 

Individuals, companies, and organizations that Department of Labor & Workforce 

have one or mote workers in covered Development 

employment for any part of a day must Employment Security Division 

register with the Department. 1'.0. Box 115509 

Juneau, AK 99811-5509 

. (907) 465-2712 

hitPi I /Iabor.alas)m.gov/ 

Designated Legislative Grants- GRANTEE HANDBOOK (revised May 2012) 

20 
DIVISION OF COMMUNI1Y AND REGIONAL AFFAIRS 

Type ofPetmit, Approvals, Etc. 

Workers' Compensation Jnsurance 

Certification of Fitness -Electrical and 

· Pll!nibing·Ccrcification··of Pressure Vessels 

**~--tck 

• Description 

Any employer with one or more employees 

working within the state must buy a wocltcrs' 

' compensation insurance policy and submit 

proof of insurance to the Department. 

Regulatory Agency 

Departmetlt of Labor & Workforce 

Development 

Division ofWmkers' Compensation 

P.O. Box 115512 

Juneau, AK 99811-5512 

(907) 465-2790 

httm I /labor.elaska.g!?y/ 

i Certifies the competency of clcctridans and Departmetlt of Labor & Workforce 

· · ·· 1 pliimbers:To e1isure Hint boiler ru1d jJressi1re · ·Develiipmei1t ·· 

\ vessels and elevator constructions, installation Mechanical Inspection 

j and operation conform to regulations. 3301 Eagle Street, Suite 302 

' Anchomge, AK 99503 

ll (907) 269-4925 

httm//Jabor.alaska.gov/ 

Clel\l'lUlCe regarding Preservation of : Determination of presence/absence of Department of Natural Resources 

---·.c..·· Pi'ehlatorle'aitd-Archneologicai-Resol!rces---:-cultul'lll-resourci:s·on-the'btiilding-site.-. ---·::..· GfficiH':ifHisforf&"-ArChaeology-------------

550 W71

" Ave., Suite 1310 

Rights-of-Way Easement 

Water Rights Permit 

Sand and Gravel Extraction 

Life/Fire Safety Plan 

Check fm- Constmction/Occupancy of 

Building 

Handicapped Accessibllity 

Driveway Permit 

Discharge of Dredged or Fill Matedal into 

U.S. Waters 

i Authorization required for rights-of-way 

, casement and construction or improvements 

· on easements established on State lands. 

i Must obtaln pennit to use surface orground 

I 

water in Alaska 

To obtain sand and gravel on State lands for 

, usc on the project. · 

)Approval of building plans is required for fire I protection and safety. 'I'his applies to 

, commercial, industrial business, instit1:tional 

J or other Pl!blic buildings containing four or 

t more dwelling units. 

f Construction, repair, remodel, addition or i change of occupancy of any 

i building/ structure as listed above, or 

I installation or change of fuel tanks must be 

· . a!Jpt'<~ved by the State Fire Marshal's 'office · 

[ prior to any work being started. 

) 

' Review and approval of pbns for builcl.ings 

, and facilities with respect to handicapped 

. access. 

: Permit required to construct. and maintain a 

: driveway or approach road on highway right-

' of-way. · 

' 

, Permit requit'ed for the discharge of any 

[ dredged ot· fill material in US waters, including 

' wetland. Permit cost is $100 for commercial 

\ use or $10 for non-commercial use. 

Structures or work in/or Affecting Navigable i Petmit required fot·anywod<.~r plnc~ment of 

Waters l structures in US waters. 

Designated Legislative Grants- GRANTEE HANDBOOK (revised May 2012) 

Anchomge, AK 99501-3565 

(907) 269-8721 

ht,tp://dnr.nlask-.wov/wuks/oha 

: Department Natwal Resources 

• Division of Mining, Land & Water 

550 W 7•" Ave., Suite 1260 

: Anchornge,AK 99501-3577 

' (907) 269-8400 

t http: 1/dnr.alaska.goy/mJw/ 

' 

i Department of Public Safety 

1 Division of F'tre & Life Safety 

· 5700 East Tudor Road 

; Anchomge, AK 99507 

: (907) 269-5491 

! or 

. P.O. Box 111202 

i Juneau, AK 99811-1202 

' (907) 465-4331 

·:or 

: 1979 J>cgcr Road 

i Fairbanks, AK 99709 i (907) 451-5200 

i httm llwww.dps.alaska.gov /fire/ 

Dcpat·tmcnt of 'transportation & Public 

Facilities 

Statewide D & E Services . 

. P.O. Box 112500 

3132 Channel Dr. 

Juneau, AK 99811-2500 

. (907) 465-2960 

' http:/ lwww.dot.state.ak.us /stwddcs I 

Federal Agencies 

US Army Corps of Engineers 

US Army Engineer District, AK 

• ]>.0. Box 6898 

Elmendorf AFB, AK 99506-6898 

(800) 478-2712 

llttp://www.p!>a.usuce.aqny.mil/hm/dcf 

a!l.ll.b.!m 

21 
DIVISION OF COMMUNITY AND REGIONAL AFFAIRS 

Type of Permit, Approvals, Etc. 

National Wlldllfe Refuge Land .....Special Usc 

Permit 

Oil Storage Facilities- SpiUl>revention 

Control Counter Measures Plnns 

**~** : Descdption 

Permit required for casements, roads, or 

utilities in WilcUifc RefugeLands. 

: Approval required for onshore and offshore 

[ oil storage facilities. 

; Also contact the Alaska Dept. of 

t Envirotunental Conservation;-compliance -· 

l Assistance Office at (800) 510-2332 

! 

Regulatory Agency 

US Fish & Wildlife Service 

Division of Realty 

1011 East Tudor Road, MS 211 

Anchorage, AK 99503 

(907) 786-3414 

, http: //alaslca.tWs.gov/nwr /realt;y/ 

: US Environmental Protection Agency 

J Alaska Operations Office 

: 222 West Jrl• Ave. #19 

j Anchorage, AK 99513~7588· 

i (800) 781-0983 

i (907) 271-5083 

i httw //www.epa.gov /regionlO 

Structures Which May Interfere with Airplane . Any construction or alteration of any : US Dept of Transportation 

Flight }laths structure, roadway, overhead wires, and so on, : Fedetal Aviation Administration 

which may interfere with alrph111e flight paths, · Alasl{an Region Airports Division 

----------'m"'-"'us ... t:..ub"'-e-""'m!llitte.dio.J:k.Ee.demi.A'\dation~-. 222:Wcst_'Z'!t_A¥enue_#J4~---

Administmtion. Anchorage, AK 99513 

. (907) 271 ~5438 

• http: {/www.faa,gov/airports/a!askan 

PROCUREMENT 

Procurement is the effective acquisition of goods and services. It is .important that the goods and/or 

services procured are appropriate and they' are purchased at the lowest possible price to meet the needs of 

the grantee in terms of quality and quantity, time and location. Grantees must follow fait and equitable 

procurement standards in the acquisition of all services, supplies, and materials and keep clear records of any 

bid process undertaken. 

All grantees should have a written procurement policy. Grantees which do not have their own wr.itt~J:?, 

procedures must follow the State Procurement Code (AS 36.30) 

(http; I /doa.alaska.gov /das/Pro£:ytement/doc/pandp.pdt) or adopt a procurement policy from 

another h;:gal entity. , ~···· :· 

If the grantee is a city, borough, school clistrict, the University of Alaska, or a political subclivision they may 

be eligible to utilize the State of Alaska's cooperative contracts (AS 36.30.700). This is a way to get a 'good 

deal' on a number of items necessary for purchase. Listed below is a sample of items available for purchase: 

• Computers and peripherals 

• Copiers 

• Office Supplies 

• Fuel 

• Software 

• Paper 

All of the contracts are "non-mandatory" for use by state political subdivisions. If interested, go to this 

website for more information: http; 1/polisubs.alaska.goy 

Designated Legislative Grants- GRANTEE HANDBOOK (revised May 2012) 

22 
DIVISION OF COMMUNITY AND REGIONAL AFFAIRS 

**~** When procuring a contractor it is important to verify that the contractor is not ineligible (i.e. debarred) from 

participation in state programs. The State of Alaska maintains a list of entities debarred from bidding or 

working on public construction projects within Alaska. That list can be accessed online at: 

http: //www.labor.state. ak.us/lss I debarments.htm 

AUDIT REQUIREMENTS 

Grante.es must comply. with. the audit requirements. established by.02 AAC45.010, s.et forth in Appendix A 

of the Grant Agreement. 

Single Audit 

A single audit is the most common type of audit compl~ted for communities t~at re~eive _state or federal 

funds. Another name for a single audit is a financial and compliance audit. The auditors examine the 

---'------'finanditl'-statements-and-accounting-recordn>Hhe"city,.comniuhity,.or-other-group,--as·welhs-ass-ess-their----

compliance with laws, regulations, policies, and grant agreements. Audits completed to meet state 

requirements are usually conducted by Certified Public Accountants (CPA). 

An entity that expends $500,000 or more in state financial assistance during the fiscal year is required to 

have a state single audit completed for that year. "Entity" does not include the University of Alaska or any 

other state agencies. 

State financial assistance includes state grants, contracts, provider agreements, and cooperative agreements. 

This also includes all forms of state financial assistance provided through an entity to a third party. 

According to 2 AAC 45.080, "financial assistance" does not include the following: (1) public assistance 

provided under AS 47; (2) goods or services purchased for the direct administration or operation of state 

government; (3) moneys advanced to an entity under one or more state loan programs; (4) power cost 

equalization payments made to an electric cooperative on behalf of its customers; (5) scholarships, loans, or 

other tuition aid provided to students, but paid to an education institution on their behalf. For a third party, 

"financial assistance" does not include goods purchased from the third party for direct administration or 

operation of the entity that received financial assistance. 

Performance Audit 

In some instances, DCRA's internal auditor will conduct a "performance audit" of the grantee. Performance 

auditing is an assessment of the activities of an organization to see if the grant resources are being managed 

with due regard for efficiency, effectiveness, and accountability requirements of grant agreement. 

Audit Findings 

If the finding(s) are significant or if there are questioned costs, the Department's intemal auditor will 

contact the grantee to discuss the findings and the planned corrective action. Based uponth'e consultation 

with the grantee and the grants administrators, a memo or determination letter will be sent to the grantee 

indicating the department has determined the grantee's response to the finding was: acceptable or 

unacceptable. If there are questioned costs, the determination letter will indicate whether the costs are 

allowable or if a refund is due to the State of Alaska. 

Designated Legislative Grants- GRANTEE HANDBOOK (revised May 2012) 

23 
DIVISION OF COMMUNITY AND REGIONAL AFFAIRS 

**~** Audit Reports 

The Division of Finance is the state coordinating agency for Federal and State Single Audits. The Single 

Audit Coordinator is responsible for ensuring grantees submit required single audits, reviewing the audit 

reports and distributing them to the appropriate agencies. In most cases, the final audit report must be 

submitted to the Division of Finance within nine months after the end of the audit period (the entity's fiscal 

year). Audit questions should be directed to the Single Audit Coordinator at (907) 465-4666. 

Submit Audit Reports to: 

State of Alaska 

Department of Administration 

-------Bivlsion-of-Finanee------------------------

Attn: Single Audit Coordinator 

P.O. Box 110204 

Juneau, AK 99811-0204 

PART IV 

GRANT ADMINISTRATION BASICS 

Keeping organized project management files is a vital component of grant administration and cannot be 

over emphasized. It is important for each grant agreement to have its own f1le with the title and grant 

number clearly labeled. Grantees may also want to include on the label the date the grant lapses. It is 

important to keep f.tles neat, organized, and up-to-date. 

At a minimum, allfiles must contain the grant agreement and financial/progress reports witl1 back-up 

· · documentation. Other imp01tant documents must be easily obtainable, if not kept in~the gr-iilltfile. A 

recommendation for quality grant management is to have files which include all the following sections, as 

applicable: 

A. Grant Agreement section 

B. Documents section 

C. Correspondence section 

D. Contract solicitation 

E. Contracts section 

F. Financial/Progress Reporting section 

Listed below are samples of items which might be kept in each grant section or file. The items listed are by 

no means meant to be exclusive and are provided as a guide only: 

A. The Grant Agreement Section 

• Grant Agreement 

• Amendments 

Designated Legislative Gmnts- GRANTEE HANDBOOK (revised May 2012) 

24 
DIVISION OF COMMUNITY AND REGIONAL AFFAIRS 

**~** • Closeout letter/ Amendment 

B. The Doc1,1ments Section 

• Copy of Authorized Signers Form submitted to DCRA 

• Total Project Snapshot (I'PS) 

• Copy oflnsurance 

• Copy of Electronic Payment Form 

C. Correspondence Section 

• Letters from your grants administrator 

• Letters you send to the grants administrator 

• Emails sent or received related to the grant project 

~---·-·------.--Faxes you· sent or received relatea to tlie grant projed·------. ---·----···-------------

1 

• Correspondence between any contractors and you 

. • Telephone contact sheet which documents all phone calls received/placed related to the grant 

I project 

i 

I 

i 

I 

D. Contract Solicitation Section, if applicable 

• Request for funding and supporting documentation (RFP) 

• Bids/price quotes submitted 

• Bid award notice/letter 

• Notice to proceed 

• Permits 

• Construction certification of completion 

E. Contracts Section, if applicable. 

• Signed contrac!s • 

"" . F. Financial/Progress Reporting Section 

. • Copies of Financial/Progress reports sent to DCRA 

a) Back-up documentation to support the requests for reimbursements. 

b) Invoices, Payment Request forms, copies of checks 

c) Travel related forms and receipts 

d) Copies of deposit slips or proof of electronic payment 

Once you have completed your project and you have received a closeout letter from your grants 

administrator, it is important to keep the file and its contents for a minimum of six years. 

Designated Legislative Grants- GRANTEE HANDBOOK (revised May 2012) 

25 
DIVISION OF COMMUNITY AND REGIONAL AFFAIRS 

**fA** 

PARTV 

GRANT CLOSEOlrf 

Grants are usually closed out by mutual agreement after the project has been completed in compliance with 

the grant agreement and all of the funds are expended, accounted for, and reimbursed. After the grantee has 

submitted the final Financial/Progress report, the grants administrator will provide notificatiot1 of official 

closeout. Please retain your grant files fo:t: a-minimum of six years from-the closeout effective date. 

REAPPROPRIATION 

The reappropriation process provides grantees with an opportunity to request that Designated Legislative 

Gra11ts awarded in prior years be redirected to new grant projects. Sources for these capital reappropriations 

·-----------are-usually-the-bahmce-remaining-after-the-original-projecds-complete-d;-bRlat'i:ces-available-from-aha:n·domm·--- --

1 projects, or due to significant changes in project description or scope. 

: 

CHANGES IN PURPOSE 

Grantees desiring to use an existing grant for a new project that is different from what was originally 

awarded must request that the grant be reappropriated and identify the new capital project. The request 

must be submitted in writing to the legislators that represent your community. The request may then be 

forwarded to the full legislature for consideration during the regular session. If passed, the governor must 

give final approval. Once approved, the existing grant will be closed and a new grant agreement will be 

executed with a full five-year term. 

I~NGUAGEAMENDMENT 

Instead of re-appropriation, a grantee may request a language amendment to change the project title on an 

existing grant. This allows use of grant funds for additional expenses related to the same project or for a 

different project. When requesting a language amendment, grantees are encouraged to propose a title that 

will allow flexibility in the use of funds; i.e., adding "and other c~i:nmunity projects" or "community 

facilities and equipment" to an existing project title. Language amendments also require official approyal by 

the legislature and the governor. The request must be submitted in Writing to the legislators that represent 

your community. 

There are several advantages for amendments vs. re-appropriation. Once a language amendment is 

approved by the legislature and governor, the project tide is changed with a grant amendment. This does not 

require the time-consuming process of closing the existing grant and executing a new grant agreement. 

However, amended language grants keep the same start and lapse date as they had originally. Reappropriated 

grants have a new start and lapse date. 

LAPSING GRANTS AND EXTENSIONS 

Grants administrators will contact grantees with existing grants that are scheduled to lapse on June 30 of the 

current year regarding the status cif their grant(s). Grantees may request a one-year extension of the grant 

term. This request must be in writing and explain why an extension is necessal'y for each project. 

Designated Legislative Grants- GRANTEE HANDBOOK (revised May 2012) 

26 
DIVISION OF COMMUNITY AND REGIONAL AFFAIRS 

**:f.A1:ck 

To warrant a grant extension, a grantee must: 

• Be current on financial/progress reports; 

• Demonstrate progress on their project; 

• Submit a documented plan for continued progress and/ or project completion; and 

• Have a balance that exceeds $1,000.00. 

PART VI 

' 

j SUMMARY 

!

1. This handbook is provided to each. grantee as a resoutce and. guide. Please note the enclosed inform_ ation 

may become out-dated. Your best resource for grant tnanagement_is your grants administrator. If y~>U h~Y~ _____ _ 1 ~~------- -any questions, it is important for youtocontact-them.-Our goai is-for each grantee to- hav;-a successful 

experience completing the project for which funds were awarded. 

PART VII 

APPENDICES 

The following documents arc also available electronically from your grants administrator: 

Financial/Progress Report Instructions and Samples 

Financial/Progress Report Form 

Electronic Payment Agreement Form 

Requ~~t fo~ Advance Payment Form . ' 

W-9 Form (applicable for new grantees and chan~,e of address) 

Designated Legislative Grants - GRANTEE HANDBOOK (revised May 2012) 

27 
·----------~~-----~~-­ --~---------------

• 

----- - ----------------- -~-
Designated Legislative (DL) Grant Program 

Financial/Progress Report Form Instructions 

STATE SHARE GRANT FUNDS (TOP TABLE) 

Authorized Budget/Total Grant Award: This is the total grant amount for a particular project awarded 

by the State. This is the same amount that is specified on the DL Program Grant Agreement cover page as 

"Amount of State Funds." Refer to Attachment A of the Grant Agreement for the authorized "Project 

Budget." 

Authorized Budget/ Administration: No more than 5% of the total grant award may be reimbursed for 

adfriinistration expenses for projects involving equipment purchase or repairs~ N-o more th~n 10% of the 

total grant award may be reimbursed for administration expenses for all other projects. Although the 

Authorized Budget for most grants classifies all grant funds under one cost category (Project Funds), 

Grantees may request reimbursement for eligible administration expenses by reporting them on the 

Financial/Progress Report. 

Grant Expenditures This Period: This amount will be the expenditures for the project that were paid for 

by the Grantee during this report period. 

Total Expenditures to Date: On Report #1, this amount is the total of column Grant ExpcflditmY!s T/Jis 

Pctiotl. On all subsequent reports, this amount is the total of column Grant Expmrlitures Tl.li.r Period plus (+) 

the column Total Expendi#tres To Date from the previous report. 

Balance of Grant Funds: This amount is from the column Attthorized B11dgct minus (-) the column Total 

Expenditures to Date. 

The MIDDLE TABLE was added to the Financial/Progress Report to assist Grantees in tracldng 

any advanced grant funds. All advanced funds must be recovered by the Department before additional 

funds will be reimbursed from the grant. Advanced funds are considered "recovered" once the Department 

approves the Financial/Progress Report which explains how advanced funds were expended on the project 

during that particular report period. 

Current Advance Balance (if any): This amount reflects the balance of any unrecovered grant funds 

issued from the grant as an advance. In this case, "unrecovered grant funds" refers to grant funds advanced 

in the same or prior report period(s) that have nat yet been reported by the Grantee as expended. Refer to 

Sample Reports #1 and 2 to see how the Curmnt Advance Dalam'C reduces on Report #2 based on the Advance 

Recovered on Report #1. 

Less Advance Recovered This Report (if any): This amount may vary based on what the Total Gnmt 

ExpeflditJtroJ This Period is. Refer to the Sample Report #1. The Cttrrent Advam'C Balam'C is $1,500 but the Tott!l 

Grant E'<jJC!lditures This Petiod were only $1,000. Thus, the amount entered in the column Less AdtJant'C 

RecovctY!d this I:Vport was $1,000 (not $1,500). On Sample Report #2, the Advance Balam·e RemainiNg shown on 

Sample Report #1 of $500 is entered in the Cttrre!lt Adva11ce Balance and Less AdtJance Recovmd tbis &port 

columns on Sample Report #2. 

Net Reimbursement to Grantee: This amount reflects the Total GraJJI Evpmditures 'TbiJ' Period minus(-) 

Lm Adva!lt'e Recovmd tbis Rep01t (if tllty}. The Net Reimbursement to Grantee will be the amount the 

Grantee can anticipate to be reimbursed by the Department. 

Page 1 of2 Designated Legislative Grant Financial Report Instructions Rev.5/12 
----------~~~~~~~~~~----

Advance Balance Remaining (if any): This amount reflects the Cttrrent Advance 13alam·e (if a!!J} minus (-) 

the Less Advance Recovered This Report (if a!!J). 

Total Grant Funds Remaining: This amount is the total after subtracting H from the Grantee's Total 

Grant .Award the Total Gra11t Expmditmr1s to Date and the UttmrmrcdAdvam·c Balcmce (if (ll!J)· 

Financial/Progress Report Submission Details: 

=> Grantee Certification: The report must be certified by an Authorized Signer based on the current 

Signatory Authority form on f.tle with the Department. Mail the original signed report to your Grants 

Administrator's attention; keep a copy of the report in your grant file with supporting documentation 

for all expenditures. 

=:>-Repo-icPettod:TneG.rantee must suom1taGrancFinancial1Progress Report eacn montli: or quarte.rly,-----

with the concurrence of the Department, during the life of the Grant Agreement. The monthly .report 

period is the first of the month through the last day of the month. If reporting is quarterly, the report 

period is the first day of the first month through the last day of the third month of the quarter. 

Page2 of2 DL Fit1ancial Report Instmctions Rev. 5/12 
SAMPLE FINANCIAL REPORT 

Designated Legislative Grant Financial/Progress Report 

Department of Commerce, Community, and Economic Development, Division of Community and Regional Affairs 

Grantee: CITY OF X 

Project Title: 

Re ort No: 1 

Cost Cat_egory Authorized Budg~t 

Current Advance Balance (If any) 

Total Grant Expenditures This Period 

LESS Advance Recovered This Report (if any) 

NET REIMBURSEMENT TO GRANTEE 

Advance Balance Remaining (if any) 

Quarterly 

Grant Expenditures 

This 

Grant Number: "" 13-DC-000 

From: 7/01/12 To: 7/31/12 

Total Grant_EXp!!ndltures 

Date 

Total Grant Award 

LESS Total Grant Expenditures to Date 

LESS Unrecovered Advance Balance 

TOTAL Grant Funds Remaining 

.. Balance of Grant Funds 

$25,000.00 

.00 

. Progr'ess Repg&~·()e~~~l.~.e ~~ti~!~¥.,J,~~~- su~p~~ts the ~~P,;fr9J~ures d~rf!Pg t~~.~~~io_d .. lf no ac~Mty h~~: t~ken place P.leal\~,t~f;O.vide ,

1 

an expl~nation. 1~'"-·,·t __ [IY ___ anypr'~)jlems y?u,_have experienced an~/ or accomplishments this period. A.ttach additional pag~s If • .·· · · 

necess~rv.. . 

Purchased windows for facility. No problems to i'ep·ort. 

SAMPLE DL FINANCIAl. REPORT #1 

Grantee Certification: I certify that the above Information Is true and 

correct, and that expenditures have been made for the purpose of, and 

in accordance with, applicable grant agreement terms and conditions. 

Authorized Signature Date 

Name and Title 

Encumbrance No: 

Payment Amount: 

GA Approval: 

DCCED Signature 

DCCEDSTAFFUSE; . 

Date 
·. 
SAMPlE FINANCIAL REPO'RT 

Designated Legislative Grant Financial/Progress Report 

Department of Commerce, Community, and Economic Development, Division of Community and Regional Affairs 

Grantee: CITY OF)( Grant Number: 13-DC-000 

Project Title: Construct Multi-Purpose Facility 

Reporting Period: 

Report No: 2 Monthly Quarterly From: 8/01/12 To: 8/31/12 

. Cost Category Authorized Budget Grant Expenditures . Total Grant Expenditures Balance of Grant Funds 

This Period To Date 

Pro ect Funds $25,000.00 $6,500.00 $7,500.00 $17,500.00 

Administration 0 0 0 0 

---------'-----1--------------1---------------·-

Total This Report $25,000.00 $6,500.00 $7,500.00 

Current Advance Balance (if any) 

Total Grant Expenditures This Period Total Grant Award 

LESS Advance Recovered This Report (if any) LESS Total Grant Expenditures to Date 

NET REIMBURSEMENT TO GRANTEE LESS Unrecovered Advance Balance 

Advance Balance Remaining (if any) TOTAL Grant Funds Remaining 

· . Pro~ress ~~<~\9rt:·J)~scrlbe ~flivity t~at. suppo.rts $he;~xp~n~ltures d~rfl)gl~~· peri(Jd. If n(J a?tivi~V~~as tak~~ _pla~e ~~t .-an expl~tnatlon, Identify any problems you have experlen~"'d and/or ac;c~rnpl.fshmentsthls period. Attach additional 

necessary, • . L 

Ordered and received su lies; laborers completed window instaliation. No problems to report. 

SAMPLE Dl FINANCIAL REPORT #Z 

Grantee Certification: I certify that the above information is true and 

correct, and that expenditures have been made for the purpose of, and 

in accordance with, applicable grant agreement terms and conditions. 

Authorized Signature Date 

Name and Title 

Encumbrance No: 

Payment Amount: 

GAA proval: 

DCCED Signature 

DCCED STAFF USE: 

$17,500.00 

Date 
t-----·-----

1 

[ 

.. 
Designated Legislative Grant Financial/Progress Report 

Department of Commerce, Community, and Economlc Development, Division of Community and Regional Affairs 

Grantee: Grant Number: 

From: To: 

Authorized Budget Grant Expenditures Total Grant Expenditures to Date Balance of Grant Funds 

Administration 

Total This Report 

Current Advance Balance (If any) 

Total Grant Expenditures This Period Total Grant Award 

LESS Advance Recovered This Re LESS Total Grant to Date 

NET REIMBURSEMENT TO GRANTEE LESS Unrecovered Advance Balance 

Advance Balance Remaining (if any) TOTAL Grant Funds Remaining 

· Progr!i!SS Report: oe.scrlbe activity that suppor~~,th~,~xpendlt~i'es during the period.lfno activity .has taken place pleas~ provide. 

an explanation. IdentifY any problems you haJij"txp~rienced and/or accomplishments this period, Attach additional pages if· . . . . . • . . . . . • • ·. . . . . ., • • . . ~I . . ·. ' . 

necessary, . 

Grantee Certification: I certify that the above information Is true and 

correct, and that expenditures have been made for the purpose of, and 

in accordance wlth, applicable grant agreement terms and conditions. 

Authorized Signature Date 

Name and Title 

DCCEDSTAFFUSE: ·· 

Encumbrance No: 

Payment Amount: 

GA Approval: 

DCCED Signature Date 
I 

I 

l 

I 

i 

I 

' i 
,., 

* 

STATE OF ALASKA 

ELECTRONIC PAYMENT AGREEMENT 

Fields designated with* (asterisks) are HEQUIREO 

PAYEE INFORMATION 

-;, TAX 10- SSN I EIN: 

Mail completed form to: 

Dept of Administration, Div of Finance 

PO Box 110204, Juneau, Alaska, 99811·0204 

Or Fax to: (907) 465·3798 

10 number lhat lies to the le al name below 

CITY: *STATE: * ZIP+4: 

CONTACT NAME: *PHONE: 

EMAIL: FAX: 

----- _!__DtrYOU"AC-CEPT-PAYMENTS-BrCREDIT-cARD-?---EJ-yeg--ISj-..N....-0 ___________ _ 

BANKING INFORMATION 

* ARE YOU ADDING CHANGING OR CANCELING THIS AGREEMENT? DcHANGE DcANCEL 

* FINANCIAL INSTITUTION NAME: 

* NAME ON ACCOUNT: 

9 DIGIT ABA/ROUTING TRANSIT NUMBER RT 

* ACCOUNT NUMBER: 

D CHECKING . 

IS THIS A CHECKING OR SAVINGS ACCOUNT? Please attach a voided check 

D SAVINGS 

Attach RTN Verification * 

* IS THIS ACCOUNT PRIMARILY PERSONAL OR BUSINESS? 

. CJ1 PERSONAL • Payments are deposited separately with one addendum (remittance) record for each payment. 

-OR· -

0 BUSINESS • PLEASE CHOOSE ONE OF THE BUSINESS ACCOUNT ADDENDA INFORMATION FORMAT OPTIONS BELOW: 

* D Payments deposited separately with one addendum {remittance) record for each payment. 

D Payments combined into one deposit with multiple addenda (remittance) records for each payment in the deposit. (Used by large 

businesses expecting multiple daily payments). You will need to contact your bank to make arrangements to receive complete 

remittance information. 

NACHA Operating Rules requires your bonking institution to provide you with addenda (remittance) information that the State includes on each payment. Any 

bankin cha e to receive this information is the res onsibil' of the ~ccount holder. 

AGREEMENT AND AUTHORIZATION 

I hereby authorize the State of Alaska to satisfy payment obligations due me by making deposits to the account indicated above. I understand that receipt of the 

electronic fund transfer(s) will fulfill the Statt~'s payment obligation and the State will be credited for the full amount on the date the fund transfer is completed. 

I understand the State will make a reasonable effort to notify me within 24 hours if a reversing entry Is made against this account. This authority is to remain in 

full force through the duration of this agreement. I understand that thirty (30) days written notice is required if I change financial institutions, account numbers or 

type of account. All correspondence with the state concerning this agreement or any changes to account information should be sent to the address at the top of 

this form. All terms remain in effect until this agreement is terminated by either party. 

* PRI/IITED NAME: 

·It SIGNATURE: 

JOB TITLE: 

* DATE: 

For EDI Payment Inquiry and other electronic payment information, visit our website at: http://fin.a~min.state.ak.us/aaovis/index.lsp 

Revised 0310212009 
.. 
Instructions: 

DEPARTMENT OF COMMERCE, COMMUNITY, AND ECONOMIC DEVELOPMENT 

DIVISION OF COMMUNITY AND REGIONAL AFFAIRS 

GRANTS SECTION 

REQUESTFORADVANCEPAYMENT 

(1) Fili in the Grantee, Grant Number, Project Title, Grant Program, Amount Requested and Date. 

(2) Read the language below (*) from Attachment B of the Grant Agreement. 

(3) Check the boxes to confirm that the advance is justified and that you have read and understood the 

conditions under which the advance will be approved and recovered by the Department. 

(4) Attach documentation of costs associated with the requested advance (i.e., price quotes or cost 

estimates, invoices, a spreadsheet outlining projected payroll, etc.) 

( 5) Provide a brief narrative explaining the proposed use of the advanced funds. 

Grantee: Grant Number: 

Project Title: Grant Program: 

Total Amount of Grant: Current Balance: 

Amount Requested (*see below): Date: 

"'According to Attachment B of the Grant Agreement, the Department may advance to the Grantee an amount not to exceed a 

projected 30-day cash need, or 20% of the grant award, whichever is less. Before the Department will issue an advance, the 

Grantee must submit this completed form. All advances will be recovered with the next Financial/Progress Report form. Should 

earned payments during the terms of this Grant Agreement be insufficient to recover the full amount of the advance, the Grantee 

will repay the unrecovered amount to the Department when requested to do so by the Department, or at termination of the Grant 

Agreement. Under no circumstances will the Department authorize an advance unless all required reporting is current. 

0 The Grantee confirms· that the advance is necessary due to a lack of cash on hand to administer the 

grant on a cost-reimbursable basis . 

. . · 

0 The Grantee understands the conditions under which the Department will recover the advance. 

Explain how the advance will be used. Attach additional pages if necessary. 

Grantee Certijlcatlom I certifY that the above iliformation is true and 

correct, and that expenditures will be made for the purpose of, and in 

accordance with, applicable grant agreement terms and conditions. 

Signature Date 

Name and Title 

9/2011 

DCCED STAFF USE 

Encumbrance#: 

Payment Amount: ----------

GA Approval: 

DCC ED Signature Date 
-------------- ------------- -------------
' 

RETURN COMPLETED FORM TO: 

State of Alaska Fax#: 

Attention: 

(To be complaled by State of Alaska) 

Phone# 

Request for Taxpayer ID# and Information Department: 

Substitute Form W-9 Address: 

Vendor#: 

The Internal Revenue Service requires the Slate of Alaska to Issue 1099 forms when payments to individuals, partnershl ps or limited liability companies for rents, services, prizes, and 

awards meel or exceed $600.00 for the year. An IRS Form 10991s not required when payments are speclftcally for mere handise or made to some types of corporations. 

·Please provide the requested Information below to determine if a Form 1099 is required • 

• This Information must match the Information that you provide to the Internal Revenue Service for Tax Rep orting. • Federal Law reauires us to tEike backuo withholdina from future oavments made if vou fa~ to orovide the in formation re uested. 

IN f)/VIDUAL INDIVIDUAL INDIVIDUAL 

LEGAL NAME: SSN: ________________ __ 

/NAME TAX 10 IS ASSIGNED TO AND USED FOR TAX REPORTING) 

ADDRESS: CITY: ______ ST: ZIP+4: ___ _ 

(ADDRESS USED ON LEGAL AND TAX DOCUMENTS) 

REMITTANCE ADDRESS: CITY: 

(ADDRESS USED FOR WARRANT REMITTANCE IF DIFFERENT ----~..,......,,.....--ST: ZIP+4: ---- FROM ABOVE) 

PHONE: FAX: EMAIL: 

BUSINESS BUSINESS BUSINESS 

ORGANIZATION PROVIDES: D Product J Merchandise Dservlce DB oth or D Medical I Legal Services 

BUSINESS TYPE - Check the appropriate boxls: 

D Sole Proprietor 

D Partnership 

D Limited Liability Company (LLC) 

D Other: 

LEGAL NAME: 

D 

D 

D 

0 

Corporati on- General 

LegaiSe rvlces Corporation 

Services Corporation 

t Corporation 

Medical 

Nonprofl 

(NAME TAX ID IS ASSIGNED TO AND USED FOR TAX REPORTING) 

BUSINESS NAME (If different from Legal Name): 

{DOING BUSINESS AS [DBAI NAME) 

TAX JD USED FOR TAX REPORTING: SSN or EIN -~--r---:--~--

ADDRESS: CITY: ______ ST: ZIP+4: ___ _ 

(ADDRESS USED ON LEGAL AND TAX DOCUMENTS) 

REMITTANCE ADDRESS: CITY: 

(ADDRESS USED FOR WARRANT REMITTANCE IF DIFFEREN T:.-F""R""'O,..,.M.,...A-:-:8:-:0""'V~E'"'"l __ ST: -- ZIP+4: __ _ 

CONTACT NAME: 

PHONE: FAX: EMAIL: 

IF CHANGE OF BUSINESS TYPE I OWNERSHIP: DATE OF CHANGE: 

PREVIOUS OWNER I BUSINESS NAME: 

PREVIOUS TAX ID: 

REQUIRED INTERNAL REVENUE SERVICE SSTATEMENT 

The Internal Revenue SE!Nica does not require your consent to any provision of this document other than the certiftcaUa ns required lo avoid backUp withholding. 

Under penaiUes of perjury, lhe person signing this form cartifies that 

1. The number shown on this form Is the payee's correct taxpayer idenllficaUon number, and 

2. The payee is nat subject lo backup withholding because: (a) the payee Is e~empt from backup wllhholding, or (h) th e payee has not been notified by the IRS that the payee is subject to 

backup withholding as a .result of a failure to report Interest or dividends, or (c) the IRS has noUfled the payee they a reno longer subject to backup withholding, and 

3. The payee is a U.S. person (including a U.S. resident alien). 

Printed Name: Title: 

Signature: Date: 

Revised ll/2006