Community Outreach

The contract period refers to the one-year timeframe or timespan for the awarded project.
On invoices, it should be indicated in the following format: mm/dd/yy-mm/dd/yy

Example: For a contracted project that begins September 1, 2024, the contract period would be:
09/01/24-08/31/25

Reporting is required to be completed on a quarterly basis; therefore the reporting period refers to the 3-month timeframe of the quarter respective to your project’s contract period. On invoices, it should be indicated in the following format: mm/dd/yy-mm/dd/yy

Example: For a contracted project that begins September 1, 2024, the quarterly reporting periods would be:
(Q1): 09/01/24-11/30/24
(Q2): 12/01/24-02/28/25
(Q3): 03/01/25-05/31/25
(Q4): 06/01/25-8/31/25

The voucher refers to an invoice that has been approved (or has yet to be approved). The voucher # directly corresponds to the invoice frequency. It will not necessarily correspond to the reporting period.

The 1st invoice submitted will become voucher # 1;
the 2nd invoice submitted will become voucher # 2;
the 3rd invoice submitted will become voucher # 3; and so on.

Building on the example above, for a contracted project that begins September 1, 2024, expenses may not be incurred until the 2nd quarter. Therefore, the 1st invoice could potentially be submitted in February, and the voucher # will be 1. The 2nd invoice could be submitted in June, and the voucher # will be 2.

On the NYSP2I Invoice & Financial Reporting Form, only approved invoice amounts should be entered in the appropriate Q1 Voucher, Q2 Voucher, or Q3 Voucher columns.

An interim voucher is an invoice submitted that is not your final/last invoice. It could be voucher #1, 2, 3, etc. A contracted project may have multiple vouchers that would be indicated as an interim voucher.

The final voucher is the very last voucher submitted. Only one voucher, submitted at the end of the contract period, should be indicated as the final voucher.

Abbreviation that stands for “Scope of Work”. This refers to the details of the contracted work to be performed, including any milestones, reports, deliverables, and end products of the project.

NYSP2I uses the term “Contractor” to refer to the organization that is awarded the grant funding. The organization may also be referred to as a “Grantee” or “Awardee”.

Personnel are staff members directly employed by the awarded organization. Consultants or other sub-contracted individuals should not be included under the “Personnel” section.

When invoicing for personnel salaries, the amount entered in the “Personnel” column should only cover the quarterly time-period you are invoicing for, not the total annual salary.

Only staff from the awarded organization should be included in the “Personnel” section. Individuals from external organizations, such as consultants, guest speakers, facilitators, and sub-contracted individuals who are doing project-related work for the awarded organization should be included in the “Other Direct Costs” section (not Personnel).

“Fringe Benefits” refer to any additional compensation a staff member receives that is separate from their salary, for example, health insurance, paid time off, a retirement plan, etc. The “Fringe Benefit” expense amount is determined by the pre-set percentage rate associated with the project personnel.  

All materials and supplies purchased with NYSP2I funds must be accounted for. For printing services, please include quantities and costs.

Example: printed handouts, flyers, posters, banners, and other educational or promotional materials.

Covered travel expenses include mileage, tolls, fuel, meals, lodging, and others, such as bus rental.
Travel costs are allowable in accordance with NYS travel guidelines, which can be found at: www.gsa.gov/travel. Travel outside of New York State is not covered under this program.

This section includes any other costs associated with the project that are not covered in the previous sections. This is typically reserved for any contracted costs, including vendors, event spaces, food, and other services. Any contracted personnel or services should be listed in this section.

The maximum overhead recovery (indirect costs) is limited to 5% of the total direct costs.

Example: office equipment; insurance; accounting, HR, or general administration expenses; facilities expenses such as rent or utilities; software; etc.

Contractors will be required to submit quarterly progress reports. Progress reports must include a list of all project tasks and deliverables and their completion status to date. All reports should include narrative detail to clearly illustrate the progress for each task and deliverable. Reports, and any other grant materials, will only be accepted via email submission as attachments unless otherwise approved by NYSP2I. Reports should not be submitted via Google Docs or any other document collaboration service.

Metrics reports are required to be submitted on a quarterly basis (every 3 months throughout the contract period). Contractors will track and submit the following metrics, as applicable to the project:

• Number of events, trainings, workshops, webinars, tabling, meetings, conferences, and/or roundtables conducted (i.e., any planned event drawing attendance from multiple facilities and designed to disseminate P2 information)
• Number of attendees at each session (e.g. workshop, training, etc.) conducted as part of the project
• P2 information developed (i.e., any publication designed to be disseminated (hardcopy or electronically) to inform others about P2 or related events)
• Number of P2 informational materials distributed (in hardcopy or electronically)
• Number of clients reporting that they implemented P2 suggestions
• Number of clients reporting adoption of P2 policies
• Number of clients reporting increased awareness and understanding of P2 opportunities
• Any measurable environmental outcomes such as pounds of waste or emissions reduced

A Metrics Form will be provided by NYSP2I and must be submitted with each quarterly progress report.

A final report is due no later than 15 days after the project's end date. The final report consists of a set of general questions to include a brief overview of the project activities, its challenges, and its achievements.
A Final Report template will be provided by the Program Manager.