2. Direct reimbursement

• Grantee submits a Non-Personnel Disbursement form along with receipts for purchases. (Receipts are uploaded to the form.) These can be supplies, travel costs (except NPS bus rental, see “Payment with a purchase requisition” below), services like printing, postage, etc.
• Include name of individual receiving the check and their address on the NEF form.
• Receipts can be scanned or you can send a photo. Please reduce the size of jpegs or pdfs so that you’re not submitting a huge file.

3. Direct payment to grant consultants

• Grantee submits a Non-Personnel Disbursement form, an invoice from the consultant, and a W-9.
• Include name of individual receiving the check and their address on the NEF form.
• Invoice should include name, date(s) of service, hours, rate, expenses and total cost.
• W-9s are available on our website.
• Please do not upload W-9s containing Social Security Numbers to the disbursement form or send them via email, since this is a significant security risk. Send them by U.S. mail to NEF at P.O. Box 44, Northampton, MA 01061, attn: Grant Administrator or contact Tom Annese at the email below to arrange a handoff. W-9s with Employer Identification Numbers (EIN) rather than SSNs are safe to upload or email, as EINs are public information.

          Consultants payment schedule:

• We can pay up to 25% of the consultant’s total fee before the grant work has started.
• We can pay up to 50% of the consultant’s total fee once half of the work hours are completed. (That is, if we paid 25% in advance or 25% before half is done, we would pay another 25% after half the work is done. Then we’d pay the final 50% when everything is complete.)
• We will consider exceptions to this policy on a case-by-case basis.

4. Payment with a purchase requisition

• For purchases of $500 or more, for buses (any amount), and for substitute teachers (any amount). This may include requests for smaller payments to multiple vendors as long as the total is above $500.
• Purchase must be from an NPS approved vendor. If it isn’t an approved vendor, NPS can set them up as one as long as they take purchase orders. (Many online vendors don’t, like Amazon.) To be set up as a vendor, they need to provide a tax ID for the business office.
• Grantee completes a NEF Non-Personnel Disbursement form and an NPS Purchase Requisition form signed by their supervisor (usually the principal) and submits it to NEF, along with purchasing information (a quote or completed order form). If requesting bussing for a field trip, include a Field Trip Bus Quote form.
• Please submit a separate NEF form for each Purchase Requisition form.
• NPS makes the purchase and arranges for delivery.

5. Direct payment to local businesses

• This is common with businesses like Paradise Copies, High Five Books, and Broadside.
• Check with grant administrator first to confirm whether the vendor is one we can work with in this way.
• Grantee submits a Non-Personnel Disbursement form and a quote or invoice from the vendor.
• NEF treasurer will pay the business directly.

Please try to consolidate Small Grant costs so that you send no more than three distribution request forms throughout the grant duration. Keep in mind that disbursements are made on a periodic basis, as all of our administrative work is done by volunteer board members. Allow 4–6 weeks for reimbursements to be received for all submissions, except submissions for school department employee wages.

Contact Grant Administrator Tom Annese at tomannesenef@gmail.com with any questions.