2013-2015 Grant Application Questions and Answers

 

Updated 3/15/13  

Q: The Lebanon County Juvenile Probation department would like to collaborate on the PLCB grant but we are unsure how to do the budget. Are they considered law enforcement? Can we put breathalizers, for instance, in the budget for them if in the narrative we explain it?

A: Yes, the county probation department is considered law enforcement. Yes, breathalyzers are an allowable expense and should be thoroughly explained in the budget narrative.

  

Q: What happens if we have applied for a supplier number but do not receive one by the grant deadline?

A: If you have applied but have not received the number, you should write “Applied for” and the date you applied.

 

Q: Can two Project Directors be listed on the Grant Application?

A: No. The project director is the one person who is ultimately responsible for the grant’s administration.

 

Q: Can you explain the differences between the responsibilities of the Grant Applicant versus the Project Director?  And would there be any problems if the Grant Project Director was in a different department than the Grant Applicant? 

A: The applicant is the agency or organization that is applying for funds. As previously noted, the project director is the person in charge of the grant’s administration. The project director should be working for the applicant organization. It doesn’t matter what department they work for, as long as the administrator works for the applicant.

 

Q: Are Consultants who are brought to campus to do faculty/staff trainings related to students & drinking permissible use of grant funding?

A: That may be permissible, depending on exactly what type of training is offered. It is NOT acceptable to bring in consultants as speakers for a meeting or assembly, but alcohol-specific training would be allowable. As always, be sure to include a description of exactly what the training will be.

 

Q: Can we include paying the LCB to come in and work with us in our off campus enforcement efforts as part of the grant match funds?

A: The PLCB does not do enforcement; that function is done by the Pennsylvania State Police, Bureau of Liquor Control Enforcement. However, if you wish to pay your local police department overtime pay for increased enforcement, that is allowable.

 

Q: We would like to utilize a design team to help create a logo and slogan for our advertisement campaign. Should the design team costs be listed under the Advertisement Line Item or Consultant Line Item?
A: If the design team is from an outside agency, it would be most appropriately listed on the consultant line.
 
Q: Training for Intervention Procedures (TIPS) is an evidenced based module, but is it an approved training that can be funded by grant funds? Can it be used as matching funds?
A: The TIPS training is similar in kind to the PLCB’s Responsible Alcohol Management Program (RAMP), which is not an allowable expense. Therefore, we will not fund TIPS training. However, both TIPS and RAMP training may be used as cash match for the proposed project.
 
Q: Are educational sessions at high schools and colleges, for parents, students and guardians to promote the Parents Who Host and the BuzzKill programs allowable expenses for the PLCB grant?
A: As stated in the grant instructions, "Strictly educational programs or items such as assemblies, motivational speakers, "Beer Goggles," mock crashes, remote-control cars, entertainers, and speaker fees for these presentations" are not allowable. As to the specific programs you mention, we have stated before in this Q&A that it is not practical for us to list all programs we will consider. Applicants should research the programs to see if they are meet the grant guidelines.
 

Q: Are membership fees covered under the grant?  For example BACCHUS?

A: Membership fees would only be covered if it was for something related exclusively to alcohol or alcohol education.

 

Q: Is it possible to use grant funding for treatment activities?  By using the majority of the grant funding for prevention we are hopeful that more students may identify as wanting counseling help to reduce their alcohol use.  Is it possible to use grant funds for counselor time to run a weekly therapy group aimed at helping students reduce their use, prevent relapse and maintain their recovery?  If so, what line would that fall under in the grant?

A: The focus of the PLCB grants are on prevention activities. Therapy/treatment activities are outside the intended scope of these grants. If you wish to use these activities as a cash match for overall grant project, that would be allowable.

 

Q: I noticed in the Grant Application guide the PLCB recommends that the letters of support are addressed to the applicant.  I noticed that a few addressed the letters of support to the PLCB on the letterhead.  Is this a fatal flaw to our application and should we have the writers change who the letters are address to or are we OK since the individuals are supporting our organization?

A: On page 7, question 7 of the guidelines it states that the letters should be addressed to the organization, not the PLCB. While this will not disqualify the applicant, the application will lose some points.

 

Q: In grant narrative question 1 on page 4.  What is the definition of "the project title?"

A: The project title is the name of the project you are proposing for funding.

 

Q: I know that mock DUI crashes can not be funded with grant funds but can they be used for matching funds?

A: Yes.

 

Q: I have a question before applying for the above grant  and perhaps needing pre-approval.We are planning an adolescent underage drinking conference/town meeting.  We would train high school students in Media Literacy and they would teach the students how  to  dissect an alcohol ad, working in groups and then  presenting.   Have them participate in groups developing a PSA.  Develop a game using “beer goggles”.  Can we use money to buy the goggles? My biggest question is can we rent 2 yellow school buses to transport the  target audience (6th,7th and 8th grades) from designated schools to the High School presenting the Conference? 

A: As stated several times before in this Q&A and in the grant instructions, beer goggles are NOT an allowable expense. Transportation of students would be allowable under travel expenses. As always, explain the reason for the buses and break down the costs.

 

Q: My question is in regard to support letters.  If I were to involve several different schools in my project, do I need one letter of support from each school? 

A: This year our grant process requires a minimum of two letters of support. However, if you are planning to work with multiple schools, it would be advantageous to have letters from all involved.

 

Q: We need to purchase items to implement the program that we are doing, such as posters, window clings, fact cards, etc. Can this go under office supplies?

A: It depends on what the materials are and how they are being used.  Without knowing exactly what the items are, it is difficult to give a definitive answer. Those items may fit into the advertisement category, especially if they are part of a social norms campaign.

 

Q: Are Student Assistant Program assessments covered by this grant, if a preapproved tool is utilized?  Are the costs for the individual performing the assessment covered?

A: It depends on what is being assessed. The grant is specific to reducing underage and dangerous drinking. If it is a drug assessment, for example, it would not be covered by the grant. Staff costs would be an allowable expense if this is related to alcohol use. As always, explain what the staff person would be doing, their rate of pay and number of hours working on the project.

 

Q: Will you accept Salary from my institution as cash match?

A:  If the salary is for personnel who are working on the grant project, it is acceptable. Clearly explain who the personnel is/are, what they will be doing, how many hours they will be working and at what rate of pay.

 

Q: Can counties apply for your recently announced “Grant to Reduce Underage and Dangerous Drinking” grant?  While boroughs, townships and cities are mentioned, counties are not.

A: Yes, counties may apply. On the Grant Applicant Information page, in the first section, write in “county.”

 

Q: The grant affidavit states that the signatory is “binding myself and this organization to the terms and conditions contained herein.”  We are a state university and our authorized official will not agree to be held personally responsible for the terms of this agreement.  Can the affidavit be modified to remove the word “myself”?

A: No modifications to the grant affidavit are permitted.

 

 

  
Q: Does the PLCB grant have to be completed for two years? For example does the timeline and budget narrative have to be for two years?
A: No. If you wish to only receive funding for one year, simply explain and place 0’s in the budget section for the other year.
 
Q: Is there a page limitation to narrative of Pa Liquor Control Board Grant Application?
A: There is no page limitation given for the narrative. The best approach is to answer each question as completely and concisely as possible. Give specifics, not broad generalizations. Simple, straightforward answers are recommended.
 
Q: Our police department is interested in purchasing some Fatal Vision Goggles for educational outreach programs with students.  Is that an allowable expense in the Enforcement equipment category?
A: Fatal Vision Goggles are the same as beer goggles and as such are not an allowable expense, as listed in the grant instructions and referenced previously on this page.
 
Q: Question 5 and 6 seem to be asking for the same information. Could you give me some clarification on these two questions?
A: The information requested in the questions is related, but different. Question 5 asks how you determined the specific programs and activities being planned. Question 6 asks for data to support those activities. While you may want to refer to the data in answering question 5, you will need to give it in more detail in 6.
 
Q: I have a question related to Staff Expenses. It looks like we are able to include funding to pay a staff person (other than the Project Director) to facilitate BASICS classes with our students. Is this correct, and if so, would a permissible rate be $20 per hour? Or is $15 per hour more acceptable?
A:The line for staff expenses is to be used for any and all personnel you hire to work on the grant. As to the rate, it is up to the applicant to look at the type of work and the experience of the person doing the work to determine an appropriate rate of pay.
 
Q: I wanted to gather a little more information regarding the Consultant line of funding for the 2013 – 2015 PLCB Grant Application. We have never utilized a Consultant’s services before, so I wondered if the PLCB is able to provide a listing of suggested Consultants for us to consider, along with information on fees?
A: The PLCB does not maintain a list of consultants. As to fees, that is up to the applicant to determine. Keep in mind the $1500 limit on consultants. Also, when submitting, be sure to elaborate on exactly what the consultant will do and break down their hours or state if they are charging a flat fee.
 
Q: In "unallowable expenses" it states that promotional items (except those approved for social norms campaigns) are not allowed. What are examples of promotional items that would be allowable within a normative campaign? What would be examples of promotional items that may not be allowed?
A: Items allowable in a social norms campaign are things that can be used over a period of time that contain an approved social norms message. Not allowable are items that are "one-use" – things that will be thrown away. Food items are never allowable.
 
Q: In matching funds, would be it allowable to include costs of any survey measure(s) that we would be implementing (CORE, EBI, NCHA??? ) Would AlcoholEDU, since it is used to collect pre and post data from students be allowed to be a matching fund as it’s part of our data collection process?
A: Survey measures and online data collection are allowable expenses for the grant and thus would also be allowable as matching funds.
 
Q: I would like to put in a BASICS training by an outside facilitator. Which line item will that go under, and can I put the travel expenses under the fee in the same line item?
A: Outside facilitators would be listed under consultants. They should include the travel expenses in their billing and thus it would go on the same line. If your staff travels elsewhere to receive the training, then the travel would be listed under the travel line and any registration fee would be listed under training.
Q: Can the consultant to the grant also be the project grant director?
A: Per the grant guidelines, Consultants should give guidance and advice concerning the operation of the grant’s programs and activities. Also per the grant guidelines, the grant project director should be the contact person for the grant, the individual managing the grant activities. It would appear to be "double dipping" to budget for personnel expenses of the grant director and consultant expenses for the same person. Therefore, it has been determined that this is not allowable.
 
Q: I have tried my best but I am not able to get the X into the boxes on pages 2 and 3. What am I doing wrong?
A: Try this: Double click on the box you want to mark. A window should then appear labeled Check Box Form Field Options. Under default value, click "checked" button, then select "okay." The "x" should then appear in the box. If that doesn’t work, you may remove the box (highlight it and select delete) and then place an "x" in the space.
 
Q: Can we match funds with funds from other state or federal grant sources?
A: Yes, PLCB grants may be matched with funds from other state or federal grant monies. However, matching funds should relate to the overall proposed project.
 
Q: Looking at the new grant application. We are looking to purchase 4 driver license readers/scanners for the officer vehicles (equipment line item 3). There is a one-time charge for the actual equipment and a one-time software activation charge. After that there is an annual software fee. What can we actually submit for reimbursed under the grant?
A: It appears that all those expenses would be allowable. Be sure to explain the equipment and how it will be used to address underage drinking.
 
Q: If we include in our funds requested staff expenses to pay for PLCE officers to augment our security force during anticipated heavy drinking times by students, would the same reimbursable structure apply (i.e. our university would initially pay the PLCE for the hours and then be reimbursed through the grant)?
A: Yes. Be sure to use a formula to explain how many hours and at what hourly rate.
 
Q: I am writing to ask whether, under the grant application guidelines, it is acceptable for more than one organization in the same neighborhood to apply?
A: As stated in the instructions, there is no limit on the number of organizations from a single county or municipality that may apply for the grant as long as they are discrete entities.
 
Q: I am working at a boarding school.  We will be contracting a local police department to provide an officer to patrol certain high risk dates and times throughout the school year.  Which line should this cost go under? 
A: That would be considered a staff expense.
 
Q: Are you proposing an electronic signature for the grant affidavit since you want the signed affidavit emailed with the application? What if our organization does not have the capability to do an electronic signature? Can we mail a hard copy of the signed affidavit as long as it is postmarked before 4 pm on 3/22? If so, to whom should it be addressed?
A: No hard copies will be accepted. All materials must be emailed with the grant application. For the signature, have the relevant person sign a hard copy and then scan and email it with the grant application.
 
Q: Can we pay our consultant and evaluator out of our own budget rather than charge the grant for these services? If so, can these expenditures be included in the cash match requirement?
A: Yes. It is not necessary to use every line of the grant. That would be an allowable match.
 
Q: Can you please elaborate on strictly educational programs relative to an unallowable expense (page 11 of the guide)? We have a curriculum framework that is coherent with the purpose of this grant (reduce underage and dangerous drinking) that our prevention education specialists who work in schools instruct on a daily basis and we would like to integrate these lessons into our application activities where appropriate.
A: Strictly educational programs are considered to be those that are a one-time event, such as an assembly, or use of safety goggles. We do not pay for the purchase of those materials nor a fee for their use or for a speaker. If prevention specialists are working in the schools, their salaries would be allowable under staff expenses.
 
Q: If we complete a curricular needs assessment and determine the need to purchase classroom materials for underage and unsafe drinking where do we put the cost for these classroom materials into the grant application?
A: It would depend on what the materials are. First, they must be allowable under the grant guidelines – certain types of materials are excluded. If the materials in question are curriculum materials, they could be placed under the training line. If, however, they are items such as paper, markers, etc. to be used for projects, they would then be considered office supplies and should be placed in that line.
 
Q: I am applying for 2013-15 education grant. Last year my organization applied for a PLCB grant and received a supplier #.  Do we need to apply for a new # or can we use the one assigned to us last year?
A: There is no need to apply for a new number; once an organization has been given a number, they should use that number for any subsequent business with the PLCB.
 
Q: I see the grant permits outside consultation and evaluation expenses.  Are we required to have outside consultation and/or evaluation?  We are contemplating a submission that would show $0 cost for those two line items.
A: Not all lines must be filled. If a category is not needed, simply show that as $0.
 
Q: Are ballistic clipboards (bullet proof) an allowable expense to be used in underage DUI checkpoints?
A: It is not practical to list every item that is allowable. First consider, is this item something that will be used exclusively for the purpose of the grant initiative? In the case of DUI checkpoints, they are only allowable if they are targeted at underage drinkers. The question here would be, are bullet proof clipboards necessary for targeted underage DUI checkpoints?
 
Q: We are considering moving to an online alcohol education/risk assessment for incoming students. If we were to purchase a contract with alcohol edu, for example, for students entering in fall 2013, would we be able to pay for it (sometime after 7/1/13) and get it ready prior to the AG signing the grant this summer, and then be reimbursed for that from the grant? It is my understanding that there is some advance work that needs to happen for online education tools to customize for a specific campus.
A: As stated in the grant instructions, the grants are not considered final until the signature process, which includes the Attorney General, is complete. Therefore no grant funds may be spent and no activities may begin until that date. If the signature process is complete by July 1st, expenses may be incurred then. However, if the signature process is not complete until, for example, July 25th, the project may not begin until then.
 
Q: We are planning to submit a grant application as the Lead Agency/Fiscal Agent for a community coalition.  We have also been requested be a subcontractor on a county PLCB grant submission for another service.  Can we be recipients of two PLCB grants - one as the grantee and the other as a subcontractor? 
A: Each discrete entity may only receive one grant. However, if an agency/organization is also providing contracted services to another successful grantee, it may be reimbursed under an additional grant.
 
Q: We teach a course in drivers safety that focuses heavily on driving under the influence. Would the purchase of a driving simulator be an allowed expense under the guidelines of the grant due on March 22?
A: No.  The grants do not pay for strictly educational presentations/activities. Please see the question below regarding the Safety Bug.
 
Q: For the advertising budget line we do not know an exact amount that a billboard or newspaper ad will cost as those prices fluctuate. Can we estimate costs based on previous advertising campaigns?
A: Placing a figure in the budget does not lock in that figure. There is a mechanism for adjusting the costs upon the successful award of a grant. The idea is to thoroughly consider the entire project and provide the best estimate of expenses possible.
 
Q: Are the programs “Parents who Host, Lost the Most” and “Buzzkill” allowable programs in regards to the PLCB grant?
A: These are the types of programs that are allowable; however that determination is made on a case by case basis in relation to the entire proposed project (as noted in the response below regarding EverFi) 
 
Q: I wanted to set aside a certain percentage of our matching funds for alcohol education/prevention events. I was going to list it as materials and supplies for alcohol education/prevention event that are to be hosted through out the course of the academic year. We know some of the events we will host, but some we do not as part of proposal is to collaborate with other departments and so the actual on campus programming event has not been determined. Is it OK to list the following, "a thousand dollars will be will used by the AOD Counselor for alcohol education/prevention events throughout the academic year". Or do I have to specifically list the events we will do (we do not know all of them as of yet).
A: It is not necessary to list every event. However, you must list how the funds will be used - will it be for advertising the events? For food costs? For room costs? You may make changes to this as the year progresses, but remember that you may not exceed the total amount budgeted for the line item.
 
Q: I’m confused about the letters of support. I am applying for a University. At this point it looks like the grant activities we’re proposing are mostly internal to the University. We are thinking of collaborating with community bars and restaurants to distribute social norms promotional items, and we are hoping to conduct the ACHA Survey. Would it be appropriate to get letters of support from the restaurant owner and the American College Health Association
A: The purpose of the letters of support is to show that you are working with others outside your immediate organization on your grant project. The letters should explain how your organization will be collaborating with others outside your immediate office/organization to complete your proposed project. If the others you mentioned can provide that information, that would be acceptable.
 
Q: Would a program such as EverFi qualify for grant funding?
A: It’s not possible to give a listing of every program that qualifies for funding.  The best advice is to look carefully at the application and the guidelines for the types of things we allow and that aren’t allowable. When writing the grant, be sure to explain the program and why you feel it would be a good fit for your target population.
 
Q: My question is in regard to trainings.  Our local police  chiefs are requesting Controlled Party Dispersal, Fraudulent Document & Cops In Shops.  I am wondering how long each of these trainings take.  I would like to do two in one day if possible.  In your opinion (if possible) which two would you put together?
A: Both the Controlled Party Dispersal and Fraudulent Document Recognition classes are considered full day classes – they are six hours long, so it would not be possible to hold two on the same day. As Cops in Shops is not a training offered by the PLCB, we are unable to give you an estimate on how long the class would take.
 
Q: Would any of the following equipment be authorized under Line 3. 
·           Road Flares (Juvenile DUI Checkpoint)
·           Barrier Tape
·           Evidence Storage Bags/Tape (For Controlled Party Dispersal Kit)
·           Night Vision Optics (Many Underage Drinking Parties Occur in the Woods on Dark Nights)
·           Binoculars
A: Any law enforcement equipment purchased should be specifically intended for the grant purposes – reducing underage and dangerous drinking. Night Vision Optics and Binoculars would definitely be permitted to be used for the purpose of breaking up underage parties at night.  The other items may be more problematic, and will need to be clearly justified. All of these items could be used for general police work, not necessarily specific to the purposes of the grant. However, it is up to prospective grantees to explain how equipment purchases will be made, stored and used solely for the implementation of the proposed project for the life of the grant.
 
Q: Is there a schedule for approved upcoming LCB training for 2013-2015?
A:  There is no schedule for PLCB Law Enforcement trainings for 2013-2015 as they are scheduled based on need and by request.  You may wish to allocate funds for training in your proposal.  If your grant is successful and awarded, we would work with you to schedule the requested training.
 
Q: Is the LCB conference such as the one scheduled in April covered under the line item for training expenses?
A: The annual Alcohol Education conference hosted by the PLCB is an approved expense.
 
Q: In terms of the budget, are we able to allocate money to ourselves as consultants and evaluators, or do you prefer outside organizations are hired for this? It seems to be much less expensive for us to do the work, but we just wanted to confirm before proceeding.
A: The consultant category is only for paying people outside the organization. The evaluator can be used either for an outside evaluator or for the person in your organization who will be doing the evaluation. Generally speaking, line 5, staff expenses are for employees of your organization. Follow the instructions to break down the expenses and explain what the person will be doing.
 
Q: We are putting together our letters of recommendations, but weren't sure if we allowed to ask within West Chester University. Obviously our Health and Wellness Center, as well as our immediate Dean and Provost could speak best to our strengths and the need for this type of project. However, since we are applying under WCU, we weren't sure if this is okay. We do plan on reaching out to some organizations within the borough as well, but I wanted to check the specifics.
A:  The letters of support should be from groups who will be working with you to accomplish the goals of your grant. It is preferable they be from outside organizations, since one of the goals of the grants is to foster collaboration among different groups. However, as long as it is from a separate department, we will accept the letter of support. While only two letters of support are required for the grant, it is acceptable to submit additional letters to accurately reflect the collaborative efforts of your initiative.
 
Q: In the general grant information, it states that the first year grant funds must be expended by June 30, 2015 as the first year funds cannot be carried over to the second year. Is this accurate as the two year funding period ends on June 30, 2015?
A: We apologize for the error; that is NOT correct. While we are accepting applications for a two year project period, they will still be considered two separate awards (keeping the money separate for each fiscal year). Therefore, all first year grant funds must be expended by June 30, 2014. The documents on our website have been updated.
 
Q: Is the DUI Safety Bug an allowable expense?
A: No. The Safety Bug is considered a strictly educational program or presentation, like an assembly or beer goggles, which are also not allowable.
 
Q: Is the annual CPA (Commonwealth Prevention Alliance) a PLCB approved conference?
A: Yes, the CPA conference is an approved conference for the purpose of this grant.
 
Q: Can the funding available in Line 5: Staff Expenses be used to hire a part-time graduate student assistant who would be responsible for implementing certain of the grant activities?
A: Yes, that is an appropriate staff expense.
 
Q: Are organizations who have recently received a grant from PLCB (within the last 3 years) eligible to apply again this year?
A: Yes. There is no limitation on previous grantees applying for the grant.
 
Q: I would like to include in my "Match" dollars to cover the cost of hosting the Campus-Community Coalition. The cost would be coffee/danish and certificates for participation at the end of the year. I know food is not allowed to be covered by PLCB funds but how about the match? I am not including the Campus-Community Coalition as a line item in the budget but I do mention that they are a very integral component for our planning and administration of the grant program. Please advise.
A: We will allow the purchase of food for this type of function as a match. Be sure to clearly explain why it is appropriate and how it will be complementing the grant activities.
 
Q: My two letters of support would be from members of the campus-community coalition (Police and AOD agency). Is that acceptable?
A: Partnering agencies are exactly what we are looking for in the letters of support category. As long as they are separate from your office or organization and the letters adhere to the guidelines set forth in the application (signed, on letterhead, and state what they will do to in support of this grant initiative), they should be fine.
 
Q: I have a question about Line 1: Advertisement. It states: All printed, audio, video, or other materials MUST include a line indicating they were funded through a grant from the Pennsylvania Liquor Control Board/Bureau of Alcohol Education and must be approved by the Bureau of Alcohol Education prior to printing in order to be reimbursed. Can you provide me with an acceptable form for the line explaining that the PLCB is funding advertisement materials? I ask this because to some social norming items have a small printable area.
A: The funding message is required on all items paid for with PLCB funds. Where a smaller area is available, we may sometimes consider an abbreviated message. However, all materials must be approved prior to printing or production. Any change in the message will be considered at that time. It is not necessary to elaborate on the exact message in the application.
 
Q: While I was reviewing the time lines and due dates for the reports (interim and final), I noticed that on the guideline page, it states that the deadline for the Mid-term update report is May 31st, 2014, and the deadline for the Final Cumulative report is July 31st, 2015. However, on the grant application itself, the mid term update report is stated to be due on May 30th, 2014, and the final cumulative report is due on July 30th, 2015. Which is the correct date to use?
A: You are correct, there is a discrepancy and we apologize for the confusion. The Mid-term update report will be due Friday, May 30st, 2014 and the final cumulative report will be due Friday, July 31st, 2015. The documents on our website have been updated.
 
 
When is the grant application due?
 All grant applications must be submitted electronically to
RA-LBAEgrant@pa.gov no later than Friday, March 22, 2013 by 4:00 p.m. Eastern Time. Subject line of the email shall read: (Your organization’s name) 2013-2015 Grant Application
 
How do I get a PLCB Supplier Number?  
The PLCB Supplier Number is an individualized 5 digit code number unique to the Pennsylvania Liquor Control Board. Any entity or person receiving payment for business conducted with the PLCB is required to have a PLCB Supplier Number. This number must appear on all grant applications. If your organization does not already have a PLCB Supplier Number, you must apply for one. To apply for a PLCB Supplier Number you must complete the necessary forms. These forms are located on our web site at:
www.lcb.state.pa.us/PLCB/Partners/SupplyChain/SupplierRegistration. Follow the directions on the site. On the form, note “GRANT APPLICANT” to identify the limited timeframe of the request.  
 
What is a Legal Business Name? 
This must be the same business name as on your PLCB Supplier number. If you do not have a supplier number, you must apply for one prior to application (see above directions).
 
What if our organization goes by another name? 
Provide the other name in the section entitled Doing Business As/Organizational Name: This is the name you use in most transactions; it may be the same as the legal name, or it may differ. Example: Your legal name may be Your County Alcohol Committee, but you may go by Your County CTC.
 
Who is considered the Grant Project Director? 
This should be the contact person for the grant, the one who is managing the grant activities.
 
How do I find my Postal Zip Code PLUS 4? 
You can secure your zip code PLUS 4 by going to
www.usps.gov or contacting the postal service. You must have the zip code PLUS 4 entered.
 
What is an activity milestone required in the timeline of the grant application?
      An activity milestone is a goal that the grantee is striving for during the grant period. An example would be a university receiving the results of a student survey, which will help in developing programs to reduce underage drinking. The milestone of receiving the results will lead to the overall goal of the project, which is to develop effective programming.  
 
What is the Midterm Update? 
       The Midterm Update consists of an updated timeline, budget and budget narrative for the second year of the grant. It should reflect any changes you wish to make after reviewing the results from the previous year. An updated budget will allow you to move funds between line items, but NO NEW LINES may be added. It is due by May 31, 2014.  
 
Must our organization match the funds being requested?  
Yes. Grantees must provide a matching funds component of twenty-five percent (25%) of the total PLCB grant amount awarded. If you are applying for $20,000.00 per year, for a total request of $40,000 in grant funds, your matching funds must be a minimum of $5,000.00 each year. You may exceed the minimum if you choose.
 
What is the difference between a cash match and an in-kind match of funds?  
A cash match of funds for the grant is an amount of money budgeted specifically for the grant activities. A cash match can be a budgeted line item, eligible monetary gift of money, cash gifts of money, proceeds from the sale of a noneligible item that will be used for the grant activity, and monetary pledges of cash paid prior to the end of the grant period. 

 An in-kind match is a noncash contribution to a project, such as donated services or equipment, which are not converted to cash.  
 
Must our organization make the 25% match for each year?  
Yes. You must match 25% of the funds requested for each year. Each year’s budget is separate and the matching funds must represent that.
 
How does the Cumulative Grant Evaluation Report affect my final period payment? 
      In addition to the submission of the Quarterly Grant Reports and the Grant Reimbursement Vouchers for all 8 periods of the grant, the Cumulative Grant Evaluation Report submission is mandatory. Your final reimbursement voucher will not be approved for payment until the Cumulative Grant Evaluation Report is received and approved by the Bureau of Alcohol Education.
 
What is the difference between qualitative and quantitative evaluation? 
      Qualitative evaluation refers to the stories, experiences, and perceptions of the programs/activities while quantitative refers to the changes in indicators in comparison to baseline information. In other words, qualitative evaluation will answer the question “How well did we do?” while quantitative evaluation will answer the question “How much did we do?”    
      
If selected, when does our agency receive the grant monies?  
 The grant is a cost reimbursable grant; therefore, no funds are advanced to the grantee. Reimbursement for costs incurred will be paid only after the proper submission and approval of the Grant Interim Report and the Grant Reimbursement Voucher is submitted for each of the eight (8) reporting periods. The Cumulative Grant Evaluation Report must be received before the final reimbursement payment will be released.  
 
How long does it take to receive payment once the reimbursement vouchers are submitted? 
      Payment is made within approximately sixty (60) days of the date the PLCB approves the payment and receives the hard copy of the approved Grant Reimbursement Voucher. The PLCB reserves the right to withhold payment of vouchers if the Quarterly Grant Report and the Grant Reimbursement Voucher are not submitted in accordance with the specified report dates. Also, reimbursements will not be considered until previous reimbursements have been processed. Incorrect or incomplete reports will delay your reimbursement. 
 
Why must our institution/organization request permission to do a line item transfer to spend funds in
another budget line item in our application?
      Grant funds are for approved specific activities, which is why careful planning needs to be a vital component of your grant application. Your institution/organization will be able to move funds from one budget line item to another, upon approval from the Bureau of Alcohol Education. (Directions on how to do this will be sent to you if your grant is approved for funding.) You can only transfer monies between the budget line items identified in the grant and you may not create new line items. Examples of acceptable budget line items are explained in the grant and in this supplement. This rule also applies to the updated budget for the second year of the grant. 
 
What if our agency has issues with the Grant Agreement and requests a modification of the Grant
Agreement? 
      The Board is reluctant to change any provisions of the grant agreement. However, this question often arises regarding the indemnification issue. The Attorney General’s Office’s position is that when two (2) agencies, neither of whom may indemnify the other under Commonwealth policy, are contracting, indemnification can be left "blank" (i.e. crossed out), and if a problem arises, the results will be determined through the legal processes. (See section 19b of Grant Agreement.)  
 
How many grant reports are required?  
There are a total of ten (10) grant reports and eight (8) quarterly grant reimbursement vouchers that must be submitted to ensure prompt payments: Eight (8) Quarterly Grant Reports & Grant Reimbursement Vouchers and one (1) submission of the Cumulative Grant Evaluation Report. Additionally, an updated timeline, budget and budget narrative are required by May 31, 2014 to ensure second-year funding. 
 
What is the submission schedule for the reports/vouchers? 
 
 
Documents DuePeriod Time FrameDue Date
Year One, First Quarter Report & Grant Reimbursement Voucher
Start date of grant thru
September 30, 2013
October 15, 2013
Year One, Second Quarter Report & Grant Reimbursement Voucher
October 1, 2013 thru
December 31, 2013
January 15, 2014
Year One, Third Quarter Report & Grant Reimbursement Voucher
January 1, 2014 thru
March 31, 2014
April 15, 2014
Year One, Fourth Quarter Report & Grant Reimbursement Voucher
April 1, 2014 thru
June 30, 2014
July 15, 2014
Updated Timeline, Budget, and Budget Narrative for Year Two

                                          

May 31, 2014
Year Two, First Quarter Report & Grant Reimbursement Voucher
July 1, 2014 thru
September 30, 2014
October 15, 2014
Year Two, Second Quarter Report & Grant Reimbursement Voucher
October 1, 2014 thru
December 31, 2014
January 15, 2015
Year Two, Third Quarter Report & Grant Reimbursement Voucher
January 1, 2015 thru
March 31, 2015
April 15, 2015
Year Two, Fourth Quarter Report & Grant Reimbursement Voucher
April 1, 2015 thru
June 30, 2015
July 15, 2015
Cumulative Grant Evaluation Report
Entire grant time frame
 
July 30, 2015
 
 
Do we need approval of the PLCB on any materials created by us for use in the grant project? 
 Yes. All materials created by your organization using grant funds must be submitted to the grant contact person for PLCB approval, prior to being used. Materials that do not receive prior approval may be denied for reimbursement. Also, all materials must include a printed line indicating the materials were created with PLCB funds. The PLCB reserves the right to reproduce, publish, copy, alter or otherwise use and to license others to use any and all materials created by the Grantee. 
 
What happens if our organization does not utilize all the funds awarded? 
      Because the grant is reimbursable, payment is made only for services that were rendered. Careful budget planning is critical to your grant application process. The Bureau of Alcohol Education records the grantee’s end of year financial information and if a grantee demonstrates a consistent pattern of not utilizing all funds, future grant applications may not be considered.
 
May funds not used in the first year be carried over to the second year? 
Funds MAY NOT be carried over from one year to the next. The grant amount for each year must be used in that year or it will be forfeited, so please plan carefully.