Once an application is approved, the grantee should complete the project as outlined in their original application, acknowledge their funding from the LCC and MCC, and then request reimbursement. This section further discusses how to go through this process, as well as how to handle changes to a grantee's original proposal.
Grant Extensions. Grant
recipients have one year from the date of their approval letter
to request reimbursement. LCCs can, at their discretion, approve
reasonable extensions for projects. Grantees must make their
request in writing to the council and the council will respond
in writing to the grantee.
Modifications. Grant recipients
need the LCC's written permission to make changes to their
projects. Project modifications should be requested in writing,
and the modification should not significantly alter the original
purpose of the approved application. The council will respond
to the grantee's request in writing.
Conditional Approvals. LCCs
may place conditions on approved applications (i.e., the applicant
must hold the proposed program during the town festival, or
the performing group must provide free tickets to senior citizens).
LCCs must communicate any conditions to the applicant and
if the applicant does not agree to the condition they can
choose not to accept the grant.
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Credit and Publicity Requirements
All grant recipients are required to acknowledge the
financial support of the LCC that approved their grant and
the MCC in published materials and announcements about their
information about the MCC credit policy for LCC grant recipients.
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All LCC grants are reimbursement-based. If approved for a grant, the grantee expends their own money on the project. Once the project is complete, the grantee submits paperwork for reimbursement to the LCC that approved their grant.
Grant recipients have one year from the date of their final approval letter to request reimbursement. In order to request reimbursement the recipient must complete a reimbursement form, which is provided by the council. Reimbursements may be made either directly to the applicant or to third party vendors who have provided goods, materials or services to the applicant. Progress payments may be made at the discretion of the LCC, but should be proportionate to the percentage of the project that has been completed.
LCCs process reimbursements as they arrive to ensure timely payment of grantees. Councils may take up to four weeks to forward approved reimbursement requests to the municipal treasurer, who will then pay the grantee. Once the city/town treasurer has received the approved reimbursement form, it may take 1 to 4 weeks for the city/town to process the payment.
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