Grant recipients are responsible for the successful completion of their projects and should maintain open lines of communication with NCLWF staff regarding any questions, concerns and/ or possible changes to their project. Changes must be discussed with NCLWF prior to implementation as some changes may require NCLWF Board approval. Unless approved by NCLWF, all work must be completed as outlined in the grant contract scope of work and budget. Projects that involve construction are required to enter into a construction contract within one (1) year of the award date of the grant, per General Statute 143B-135.238(e) and have additional predisbursement requirements outlined in Exhibit C of the contract.
Step 1. Submit / update contract pre-disbursement documents.
Prior to the release of any grant funds, the pre-disbursement documents outlined in your grant contract must be submitted.
- Check that your pre-disbursement documents outlined in Exhibit C of your contract are up-to-date. Submit any necessary pre-disbursement documents.
- NCLWF currently has predisbursement documents (Exhibit C) on file for most non-profit organizations, but it is your responsibility to update these documents when changes occur.
- In addition, non-profit organizations must have submitted a copy of their most recent annual audit, per NC Grants requirements.
- Please Note: Protective easements must be in place before NCLWF will release any funds toward construction costs. Failure to meet this requirement can, as has, resulted in NCLWF holding back construction funds regardless of whether construction costs have already been incurred. NCLWF strongly recements that that no NCLWF grant recipient incur or authorize project construction work or costs without securing and recoding required permanent easements. Easement templates can be found here.
Step 2. Submit Progress Reports
- Progress reports must be completed at least every three (3) months detailing progress made towards each output in the scope of work.
- Refer to the link on this page to download a fillable Progress Report form. Once completed and signed, the form can be uploaded to the grant agreement in the grant management system EBS.
- Detailed instructions on submitting progress reports can be found in the EBS Help Document.
Step 3. Submit Claim (Reimbursement) Request
Claims are submitted online through the EBS system. Project costs as budgeted in the grant contract may only be incurred after the award date and prior to the grant contract expiration date.
- Attach all backup documentation justifying the reported expenditures.
- Additional forms may be necessary to document expenses incurred throughout the project. These documents can be downloaded by clicking the corresponding link on this page.
- Detailed instructions for submitting a claim in GMS can be found in the EBS Help Document.
Step 4. Submit the final report
A final report and any other documents outlined in Exhibit A Special Conditions or Exhibit C must be submitted at the completion of the contract. Final payment will not be processed until all conditions have been satisfied. The final report and final invoice are required within 2 weeks of grant expiration. Refer to the link on this page to download a fillable Final Report form.