Frequently Asked Questions:
When is my progress report due?
Progress reports are due either quarterly or semi-annually, depending on the grant award amount. Grantees receiving less than or equal to $250,000 report semi-annually, and grantees receiving greater than $250,000 report quarterly. Reporting requirements are specified in the grantees duties section of the contract. Please refer to the Reporting Requirements section under your grant recipients page for more details.
Where do I locate the progress report form?
Progress reports can be located on our web site under the grant recipients section, according to grantee cycle. Here is a link to the version of progress reports we are using now: ADFP Trust Fund Progress Report
When can I apply for an ADFP grant?
Since the Trust Fund does not currently receive recurring funding, we cannot guarantee that we will have an application period every year. Historically, applications are made available in the early fall and then due in the beginning of December. Applications will be posted to our web site as soon as they are available. Check our web site for updates or call our office to inquire about the application timeline.
Where can I find the application?
The application will be available to download from our web site in Microsoft Word and PDF formats.
When will I be notified if my application has been selected for funding?
Contracts begin July 1 following the December that applications are due. Notification will depend on several factors, but grantees are typically notified that they have been selected for funding in the spring. Call the office if you have any specific questions.
What happens after I turn in my application?
After your application is received, it will be scored based on a scoring rubric available on our web site. Then, depending on score and several other factors, your application may be reviewed further in the form of an interview (for plans and projects) or a farm visit (for easements). Applicants who make it to this next step will be scored again. Then both scores are added and compared to like projects in like regions. Staff will discuss and make a recommendation to the ADFP Advisory Committee chaired by the Commissioner of Agriculture. Ultimately, the Commissioner makes the final decision.
How do I request an extension?
The first step to requesting an extension is to submit a letter requesting the extension, addressed to the ADFP Program Manager. Include in the letter the date you are requesting to extend until and your reason for the extension. Also include a revised timeline to reflect the requested contract end date. If your extension is approved, you will receive two sets of paperwork that must be signed and returned to the ADFP office before your extension is finalized. It is important that you ask for your extension BEFORE your contract end date.
What do I need to submit in order to receive a reimbursement check for expenses?
You must submit a Request for Reimbursement form along with all documentation regarding the expenses. You must also make sure that you have already submitted all due Progress Reports and Budget Reports. You are entitled to one Initial Payment of up to $25,000 or 80% of your grant, whichever is less, without expense documentation.
How and when do I create a budget report?
Budget Reports are due on a quarterly or semi-annual basis, as is designated in the grant contract. Budget Reports are not cumulative. They are to represent only the expenses from that quarter or 6-month period. The Budget Report form is located on our website at the following links:
Cycle II Grants: http://www.ncadfp.org/CYCLEIIMATERIAL.htm
Cycle III Grants: http://www.ncadfp.org/CycleIII_Reporting.htm
Cycle IV Grants:
Cycle V Grants:
How do I make revisions to my budget?
The Budget Revision Request form is located at the same above links. Any change amount above 10% requires a budget revision request. Adding or deleting a line item also requires a budget revision request.
How long does it take to get a check once I submit the necessary paperwork?
Allow up to twenty (20) working days to receive a reimbursement check.
How will I receive my payment?
Unless otherwise requested, all payments will be in the form of a paper check.
How much of my total grant amount can I request before the end of the grant contract?
You can receive up to 80% of your total grant amount, as long as you show proper documentation. To receive the final 20% of your grant, you must submit documentation to show that you have also achieved the minimum amount of matching funds.
If I have an upcoming closing date for a conservation easement, what do I need to do to receive a check by the closing date?
To receive up to 80% of the grant amount, you must submit a Request for Reimbursement, along with supporting documentation of expenditures, including an updated appraisal, at least four (4) weeks prior to the closing date. In order to receive 100% of the grant amount, you must also submit all due Progress Reports, Budget Reports, and Matching and In-Kind Documentation. Click here for a check list of all documentation required prior to closing.
Who can I speak with if I have any further budget questions?
The Budget Officer for the ADFP Grant Fund is David Mitchell - (919) 715-1206 x 14.