Click the links below to view information about grants.

Adopt-a-Trail Program
Recreational Trails Program
New Grant Reporting Requirements
General Terms and Conditions (AAT and RTP grantees)
Required Forms
Grant Reimbursement
Changes, Modifications, Time Extensions
Annual Reports and Grant Closeout
Final Inspection
Timeline
Communications

All Sections

Adopt-a-Trail Grant Program (AAT): awards $108,000 annually to government agencies, nonprofit organizations and private trail groups for trails projects. The funds can be used for trail building, trail signage and facilities, trail maintenance, trail brochures and maps, and other related uses. Requires no local match or in-kind services.

Download the 2008-2009 Adopt-A-Trail Grant Application Package - MS Word

Grant application deadline is January 31, 2008. Applications for the 2008-2009 Adopt-A-Trail Grant Program should be available for download in October of 2007.

Recreational Trails Program (RTP): The Recreational Trails Program (RTP) is a $1.3 million grant program funded by Congress with money from the federal gas taxes paid on fuel used by off-highway vehicles. This program's intent is to meet the trail and trail-related recreational needs identified by the Statewide Comprehensive Outdoor Recreation Plan. Grant applicants must be able contribute 20% of the project cost with cash or in-kind contributions.

Download the 2008 Recreational Trails Program Instruction Manual - MS Word

Download the 2008 Recreational Trails Program Application Package- MS Word

Grant Application Deadline is January 31, 2008. Applications for the 2008 Recreational Trails Program should be available for download in October of 2007.

New Grant Reporting Requirements: General Statute 143-6.2 - Use of State funds by Non-State Entities became effective on July 1, 2005 to ensure the uniform administration of State grants by all grantor State agencies and grantees or subgrantees.

This information is provided to help non-governmental recipients of any grants awarded by the State of North Carolina (including federal money that passes through the State). Recipients of AAT and RTP grants must understand that state reporting requirements apply. All grantees are expected to be proper stewards of state funds awarded. The reporting required by the N.C. Department of Environment and Natural Resources and State Auditor's office is designed to help ensure fund accountability.

New legislation governing the use of state funds by non-government entities went into effect on July 1, 2005. The legislation defines 'non-government entities' as any person, for-profit organization, not-for-profit organization, public authority or unit of local government. It should be noted that for the purposes of grant-making, any entity that is subject to audit or reporting requirements of the Local Government Commission is not treated as a non-state entity (i.e., grants to local governments should not be affected by the new legislation). Click on the new statutes below to read more:

Note: These laws were written specifically for non-governmental agencies, but the Division of Parks and Recreation is extending these requirements to all recipients of Adopt-A-Trail and/or Recreational Trails Program Funding.

Web sites on this page are not part of the N.C. Division of Parks and Recreation. The division does not control the content or accuracy of external Web sites, nor does the division endorse other agencies and organizations, their products, services and views.

General Statute 143-6.2 Use of State Funds by Non-State Entities

General Statute 143-34 Penalties and Punishment for Violators

General Terms and Conditions for Both the AAT and RTP Grant Program Grantees:

General Terms and Conditions for Governmental Agencies - pdf

General Terms and Conditions for Non-Governmental Organizations - pdf

Required Forms for All Grant Contract Documents:

Should your agency or organization be recommended for an AAT or a RTP grant award, you must complete and submit the following forms, which will be included as part of the grant contract with the State of North Carolina.

Note: Expenditures made prior to receipt of a fully executed grant contract will not be reimbursable by the State of North Carolina.

Governmental Agencies: To comply with new legislation governing the use of state funds by non-state entities that went into effect on July 1, 2005 all governmental agencies must provide the following documents:

1. Grantee's 2007 Adopt-A-Trail Grant Program -- Scope of Work Form - MS Word
2. Grantee's 2006 Recreational Trails Program -- Scope of Work Form - MS Word
3. Federal Certification Regarding Lobbying - MS Word
4. Federal Certification Regarding Debarment

   Web sites on this page are not part of the N.C. Division of Parks and Recreation. The division does not control the content or accuracy of external Web sites, nor does the division endorse other agencies and organizations, their products, services and views.

   Businesses or firms debarred from doing business with the State of North Carolina
5. Federal Certification Regarding Drug-Free Workplace - MS Word

Note: All required certification statements must be copied to your agency or organization's letterhead, signed, and returned to the State Trails Coordinator.

Non-Profit or Non-Governmental Organizations:

To comply with new legislation governing the use of state funds by non-state entities that went into effect on July 1, 2005 all Non-Profits or Non-Governmental Agencies must include with your 'Scope of Work' the following documents:

1. Grantee's 2007 Adopt-A-Trail Grant Program -- Scope of Work Form - MS Word
2. Grantee's 2006 Recreational Trails Program -- Scope of Work Form - MS Word
3. A copy of your organization's tax exempt letter
4. A copy of your organization's Conflict-of-Interest Policy (example - MS Word)
5. A Certification of No Overdue Tax Debts (example - MS Word)
6. Federal Certification Regarding Lobbying
7. Federal Certification Regarding Debarment

   Web sites on this page are not part of the N.C. Division of Parks and Recreation. The division does not control the content or accuracy of external Web sites, nor does the division endorse other agencies and organizations, their products, services and views.

   Businesses or firms debarred from doing business with the State of North Carolina
8. Federal Certification Regarding Drug-Free Workplace

Note: All required certification statements must be copied to your agency or organization's letterhead, signed, and returned to the State Trails Coordinator.

Grant Reimbursement Information: The following forms must be used to request reimbursement for funds expended on approved items listed in grantee's approved scope of work included with the grant contract document. Only expenses incurred between the start and ending date of the grant contract are eligible for reimbursement.

Adopt-A-Trail Grant Program Grant Reimbursement Forms:

Adopt-A-Trail Grant Reimbursement Form - MS Word

Note: This form is to be submitted with copies of invoices and copies of canceled checks.

Recreational Trails Program Grant Reimbursement Forms:

Recreational Trails Program Grant Reimbursement Form - MS Word

Documentation of Matching Fund or In-Kind Services Form - MS Word

Note: All forms are to be submitted with copies of invoices and copies of canceled checks.

Requesting Changes, Modifications and Time Extensions: Grantees are expected to complete their projects as outlined in their original grant proposals, subject to any terms, conditions or modifications outlined by the Division of Purchase and Service in the grant contract and as described in the 'Scope of Work' attached to the contract. All projects must be completed by the contract termination deadline. If you find a need to change or otherwise alter your project, including the project budget, please contact Darrell McBane early in the process to discuss options. All requests for changes, modifications and time extensions must be submitted in writing at least 45 days prior to the end of the contract term -- for consideration by the Division of Parks and Recreation and the Division of Purchase and Services. All approved changes in scope of work -- or completion deadline extensions must be mutually agreed upon and will be incorporated in the original contract as an amendment.

Time extensions: Submit a written and signed request on your letterhead to Darrell McBane providing the following information:

• Brief summary of accomplishments completed to date.
• Accounting of expenditures to date.
• Reason additional time is needed.
• Proposed new timeline for the time extension period including proposed completion date.
• Proposed budget modifications, if applicable.

All time extension requests must first be approved by DPR, and are then sent to DENR, Division of Purchase and Services (DPS) for final approval. Once approved by DPS, a contract amendment is issued to the grantee to sign and return. Reimbursements cannot be made for non-approved modifications. Reimbursements cannot be made for expenditures made after the contract terminates. Contracts cannot be extended or modified after they terminate.

Annual Reports and Grant Closeout Documentation Requirements:

$1.00 But Less Than $25,000

State Grants Compliance Reporting Requirements for Governmental Agencies and Non-Profit Organizations that Receive, Use or Expend $1.00 but Less than $25,000 in State Funds Within Its Fiscal Year A grantee that receives, uses, or expends at least $1.00 but less than $25,000 in state funds within its fiscal year must file annually with the state agency that disbursed the funds a certification completed by the grantee Board and management stating that the funds were received, used, or expended for the purpose intended, and an accounting of receipts and expenditures of all the state funds.

For purposes of the required report, the grantee's fiscal year is used in determining the amounts received, used, or expended. The due date for filing the required report is six months after the nongovernmental organization's year-end, and the accounting must be certified and sworn to by the Treasurer and one other authorizing officer of the grantee. This certification is a representation by management and is not intended to be an independent assessment.

The Office of the State Auditor has developed, in coordination with the Office of State Budget and Management and other key state agencies, standard reporting formats, which should be used by all state agencies for meeting reporting requirements outlined in G.S. 143-6.2 and Title 9, Subchapter 3 of the North Carolina Administrative Code. It is the intent of the State Auditor that there be no exceptions to the financial reporting format. The standard reporting format for grantees receiving greater than $1 but less than $25,000 includes:

State Grant Certification and Sworn Statement by the Treasurer and a second authorizing officer on the entity's letterhead;Gt_Recp_Cert_Sw_Stmt.doc

State Grant Compliance Report for Grantees receiving $25,000 or less, which includes supplemental compliance information, as well as financial and programmatic information.

The reports should be made available to the various oversight agencies and committees upon request.

$25,000 But Less Than $500,000

State Grants Compliance Reporting Requirements for Governmental Agencies and Non-Profit Organizations that Receive, Use or Expend $25,000 but Less than $500,000 in State Funds Within Its Fiscal Year

A grantee that receives, uses, or expends at least $25,000 but less than $500,000 in state funds within its fiscal year must file annually with the state agency that disbursed the funds a certification completed by the grantee Board and management stating that the funds were received, used, or expended for the purpose intended, and a Schedule of Grantee Receipts and Expenditures accounting for those funds. In addition, the grantee must file a description of activities and accomplishments undertaken with those state funds.

For purposes of the required report, the grantee's fiscal year is used in determining the amounts received, used, or expended. The due date for filing the required report is six months after the nongovernmental organization's year-end, and the accounting must be certified and sworn to by the Treasurer and one other authorizing officer of the grantee. This certification is a representation by management and is not intended to be an independent assessment.

The Office of the State Auditor has developed, in coordination with the Office of State Budget and Management and other key state agencies, standard reporting formats, which should be used by all state agencies for meeting the reporting requirements outlined in G.S. 143-6.2 and Title 9, Subchapter 3 of the North Carolina Administrative Code. It is the intent of the State Auditor that there be no exceptions to the financial reporting format. The standard reporting formats for grantees receiving at least $25,000 but less than $500,000 include:

State Grant Certification and Sworn Statement by the Treasurer and a second authorizing officer on the entity's letterhead;

State Grant Compliance Report for Grantees receiving $25,000 but less than $500,000 that includes supplemental compliance information;

Schedule of Grantee Receipts and Expenditures (cash basis) and,

Program Activities and Accomplishments Report -- Reports are to be submitted to and maintained by the state granting agencies. The reports should be made available to the various oversight agencies and committees upon request.

Final Inspection: The state will only reimburse grantees up to 90% of their grant award until staff of the State Trails Program conducts a final inspection.

Grantees might consider requesting your Regional Trails Specialist conduct this final inspection prior to submitting your final request for reimbursement all required close out documentation.

Timeline: Contract start date will be assigned by DENR, Division of Purchase and Services. Deadline to request time extensions and modifications - approximately 45 days before contract terminates. Contract termination date will be listed in the grant contract - unless a time extension is authorized. Final Reimbursement Request and Final Reports are due prior to the end of the contract period. No reimbursements can be made for expenditures dated before the contract start date or after the contract ending date. The only exception is if a time extension has been approved and the contract has been amended.

Communications:

Address all correspondence relating to the grant to:

N.C. Division of Parks and Recreation
State Trails Program
1615 Mail Service Center
Raleigh, NC 27699-1615

Important: Include your contract number when corresponding about your grant

N.C. Division of Parks & Recreation • 1615 MSC • Raleigh N.C. 27699-1615 (919) 733-4181