Managing Your Grant
Reporting Forms and Grant RequirementsGrantees should meet all of the requirements and conditions outlined in their grant agreement. The Historic Preservation Fund (HPF) Manual (link at right), provides detailed guidance on all grants funded through the Historic Preservation Fund.
Interim reports must be submitted every six months unless otherwise stated in your grant agreement. Final reports are due upon completion of the project or 90 days after the end of the grant period, whichever comes first. All reports must be accompanied by the SF-425 Federal Financial Report as well as a printed history of reimbursements made through the end of the reporting period. In addition, all interim reports and the final report must be submitted with the appropriate SF-428 Tangible Personal Property Report even if no equipment has been purchased using grant funds. A complete interim and final report will include all information as outlined in your grant agreement.
Collecting and using metrics help you and others determine if a project is a sucess and/or help identify areas where there can be improvement. This can assist an organization in getting additional support for its future projects. Voluntary metrics to consider when reporting on grant-assisted accomplishments:
- number of volunteers
- volunteer hours
- new business(es)
- new jobs
- net new jobs
- value (in dollars) of rehabilitation/construction
- value (in dollars) of public improvements
- economic development
- measures that can be applied immediately
- number of attendees
- number of individuals involved in community problem solving
- number of issues brought up at community meetings
- percentage of issues resolved (as measure of community leadership/engagement)
- number of new economic development activities
- measures applied after at least one reporting round that document lessons learned
- number of communitiy activities
- number of community accomplishments (recognition activities by the larger community)
- number of visitors
- dollars spent to date
- number of upgraded facilities
- measures applied after at least two reporting rounds that document how data from #1 and #2 have been collected, analyzed and used; these are long-term changes
- number of mentions that highlight the visibility of completed project(s) in social media, print media, or radio/TV; these mentions might also talk about the community or place in direct relation to the grant-assisted work
- percentage increase or decrease of people who preceive the community as a good place to live
- number of new development (redevelopment) areas or former industrial spaces repurposed
- number of new employment opportunities created
- number of educational programs
The economic development metrics were originally developed by the Arizona Department of Parks and Tourism and have been slightly modified.
SF-428 Tangible Personal Property Report ReviewThere are five versions of the SF-428 series; the exact form submitted depends on what action is happening.
|Submit this form...||when...|
|SF-428||You are submitting any of the other SF-428 forms; this form is a coversheet.|
|SF-428A||You are submitting an interim report; this form should be accompanied by the SF-428. You should submit this form with every interim report, whether or not you purchased any equipment.|
|SF-428B||You are submitting a final report. You should submit this form with the final report, wheter or not you purchased any equipment.|
|SF-428C||You are requesting permission to dispose of equipment (property) at any time before the end of the grant.|
|SF-428S||You need more space than is available on another form.|
All reimbursements to grantees are made through the Automated Standard Application for Payments (ASAP) operated by the Department of the Treasury. Grantees must request reimbursements directly through ASAP. Details on using ASAP to request reimbursements, establish user roles, or generate required drawdown history reports may be found on our ASAP overview page. Some grantees are required to submit an SF-270 Request for Advance or Reimbursement to their grant manager for approval prior to drawing down funds. Please review your grant agreement for details on how to request payment and if prior approval from NPS is necessary before making a drawdown.
Some grants have additional reporting requirements such as draft work products, draft architectural plans and specifications, and consultant qualifications. These must be submitted to your National Park Service grant manager for review and approval prior to moving forward with the project.
Environmental Screening FormThis worksheet captures information to ensure compliance with NEPA. It is meant to be a guide to completing the required NEPA review process for development and archeology projects. You may use another format to provide this information as long as the required data is provided to your grant manager or NPS technical reviewer.
- Environmental Screening Worksheet (Word)
- Interim Guidance: Director's Order 12 - Categorical Exclusions (PDF)
Grantees undertaking development projects are required to place an easement (also called a covenant) on the entire property in order to protect the grant-assisted work. These requirements are described more fully in the Historic Preservation Fund Grants Manual. Develpment projects include both construction, sometimes referred to as "bricks and mortar" work, and any ground-disturbing activity.
Other grant programs, like Save America's Treasures, have had different required easement terms. In addition, some easement-holding organizations may require different terms as a condition of holding the easement; for example, some states will only hold easements in perpetuity.
The minimum required term for easements executed under the African American Civil Rights grant program is outlined below and also appears in the HPF grant manual. The term of the easement is based upon the amount of Federal grant funds received.
|Federal Assistance Amount||Time Requirement / Type of Document|
|$1 - $10,000||5-year minimum preservation agreement; covenant amending the deed is not required|
|$10,001 - $25,000||5-year minimum covenant, recorded on the property deed|
|$25,001 - $50,000||10-year minimum covenant|
|$50,001 - $100,000||15-year minimum covenant|
|$100,001 and above||20-year minimum covenant|
References for Recipients & Contractors
- Secretary of the Interior’s Standards for the Treatment of Historic Properties
- Secretary of the Interior’s Archeological Documentation Standards
- NPS Technical Preservation Briefs – recommended methods and approaches for rehabilitating historic buildings.
- Citizen's Guide to Section 106 review
- NEPA review process
- Contact a State Historic Preservation Office
- Contact a Tribal Historic Preservation Office
- Contact a Certified Local Government
- 2 CFR 200, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards
- Sample Preservation Easement (Word file)
- Office of Personnel Management 2017 General Schedule Salary Table
- General Services Administration 2017 Per Diem (continential United States only)