Grant Disbursement Instructions

NEF Grant Disbursement Instructions

Please pay special attention to your grant’s approved budget. Actual expenses should approximate the budget approved for your grant, and adhere to the line item descriptions in the left-hand column. If expenses exceed 10% of the approved budget for any budget line item (e.g. Consultants, or Transportation), you must request and receive an amendment from the NEF Small Grants Administrator before requesting payment. The total amount received may not exceed the total grant awarded.

You may either submit invoices for direct payment by the NEF, or you may submit for reimbursement of costs incurred by you for approved expenses for your grant. Please include a copy of the appropriate Grant Disbursement Request Form with each disbursement request. Additional Grant Disbursement Request Forms can be printed from the NEF website . Make sure that each form includes your project name, number and signature. Non-Personnel requests be sure to list in Section F of the form who the check should be made out to, and where it should be mailed.form

Please try to consolidate costs on Small Grants so that no more than three forms are sent for the entire 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 2-6 weeks as the average time frame for reimbursement to be received for all submissions except school department employees.  The NEF will forward these requests for payment directly to the Northampton Public Schools. Wages will be disbursed 4 times a year. Please see the NEF Payment Schedule below. Your grant ends on June 30, 2016. That means that no expenses for your project can be incurred after that date. All requests for payments should be made by August 15, 2016.

Please contact NEF Small Grants Administrator, Jason Berg, at jasond413@comcastnet or 413-563-0125 with any questions.

Filling out Grant Disbursement Request Form

A. Personnel:

*** Click here to access Non-Personnel Disbursement Request form***

  1. School Department Employees: Once grant hours are completed, for each School Employee for whom reimbursement is requested, please note their name, hours worked, and total cost. Grant Hours for teachers will be reimbursed on the following schedule. Please note this process now reflects a change in NPS policy.  Please try to limit requests to one each quarter.

Payment Schedule for NEF Grant Work: 2015-2016

Date Requests Are Due to NEF

Payroll Date

Friday, Nov 13, 2015

Thurs, Dec 17, 2015

Friday, Feb19, 2016

Thurs, Mar 24, 2016

Friday, May 13,2016

Thurs, June 6, 2016

Monday, Aug 15 2016

Thurs, Sept 22, 2016

  1. Substitute Teachers: When arrangements are made for the School Department to pay substitutes directly, please enclose a copy of the School Department requisition for payment with your request form.

B. Non-Personnel:

*** Click here to access Non-Personnel Disbursement Request form***

  1. Consultants: Once grant hours are completed, include an Invoice with name, date(s) of service, hours, rate and total cost for each consultant. Grantees must submit an IRS Form W-9 completed by each consultant paid $600 or more.
  2. Transportation Costs: Include payment invoice or requisition form for costs.
  3. Supplies/Materials: Direct payment by NEF can sometimes be made for supplies ordered from local vendors or on-line suppliers. Include all paperwork and order forms with your Non-Personnel Grant Disbursement Request Form, and NEF will make a check out directly to the supplier. If payments for supplies/materials are made by the grantee, retain all receipts and include receipt copies with Non-Personnel Grant Disbursement Request Form, and submit for reimbursement.
  4. Printing and Postage: If direct payment is made by the grantee, please retain all receipts and include receipt copies with Grant Disbursement Request Form, and submit for reimbursement.
  5. Other: must have documentation.
  1. Total Disbursements Requested: Total up all of the disbursements requested on each Non-Personnel Grant Disbursement Request Form.
  2. Check Disbursements: List each person/supplier to whom check should be issued, and the amount of the check. Be sure to give address where check should be mailed.

                                 Your Grant will NOT be processed without it.
 Mail the Grant Disbursement Request Form with supporting invoices and/or receipts to:
Jason Berg
48 Dunphy Dr
Florence, MA 01062
*Submissions by E-mail are accepted.  Your submission has been accepted when you receive a confirmation e-mail.