Grant Application FAQs

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Application 


Q: The overview for the current grant RFA indicates that municipalities can apply. Would that also include county government agencies?

A: Yes, county governmental agencies may also apply.


Q: Regarding applications from multiple community entities. Would the following entities be eligible to submit a proposal: Chamber of Commerce that is a non-profit representing businesses, educational institutions and services in the community or Business Improvement District (BID) that is a 501(c) (6)?

A: As long as they are discrete entities, not connected in any way, both would be acceptable as applicants as long as the programs they proposed are directly related to reducing underage and dangerous drinking.


Q: In regards to the underage drinking grant, the application states that you need support letters from two separate agencies/organizations. The agency I am applying for has often worked with the local chapter of the LCB on underage drinking task forces. Can one of the support letters be from the local chapter of the Pennsylvania Liquor Control Board?

A: Letters of support from the PA Liquor Control Board would NOT be allowed as they would represent a clear conflict of interest since we are the grantor. Additionally, the PLCB does not have local chapters, however if you meant PA State Police Bureau of Liquor Control Enforcement (BLCE), letters of support from BLCE districts would be acceptable.


Q: If two or more campuses are submitting grants but one grant involves coalition activities and the coalition grant is requesting letters from all campuses in the coalition, will a letter of support for the coalition grant negatively affect the review of that campus’ own application?

A: No. We encourage collaboration so this would not negatively impact the application.


Q: In the Project Summary, Applicant History and Description of the targeted population sections, is the 1500 character limitation with or without spaces?

A: The 1500 characters include spaces. We set the limit in order to encourage applicants to be succinct in their descriptions in this field.


General 

Q: The application states that funds are to be “used as seed money to initiate programs focused on evidence-informed strategies to reduce underage and dangerous drinking.” We are interested in applying for funding to continue some of the programs that we are piloted under our current PLCB grant. Is that allowable under the grant or is new programming preferred?

A: Grants supporting new programs will be given priority, as PLCB grant funds are to be considered “seed money.” However, if your current programming is seeing results, and you want to expand the current program to additional recipients/locations/etc., it may be eligible for funding. Be sure to include all data showing the progress of the current programming. Also, explain how grant funds will not supplant current funding.


Q: If a university is already using an on-line alcohol module, can the grant money be used to become part of a coalition which is an extension of the on-line alcohol module?

A: It is difficult to answer this type of hypothetical question. It would depend upon what type of extension is being requested. If the extension has to do with the purposes of the grant, underage and dangerous drinking, it would probably be allowable. However, if it is an add-on for such things as other drugs, violence or sexual assault, it would not be allowable.


Q: In the application for this grant I am proposing the Purchase of AlcoholEdu for College through EverFi’s. If the cost of the program exceeds the grant and we are planning to cover the extra amount from other funds, will we still qualify?

A: Please refer to the grant instruction guide, page 11. The third paragraph in the calculation section reads as follows: “If you are purchasing an item or service that exceeds the maximum allowed for a line, you may pay the remainder and use it in matching funds. Note in the narrative what the actual cost is, how much you are paying and that the balance will be used for matching funds.” While this refers primarily to line items with specific maximums, the same logic applies to the grant as a whole. You may use the grant to cover part of the expense and then use the rest of the expense to meet your matching funds commitment.


Q: Are SCAS eligible to apply for the LCB Grant? If yes, does it matter if they are a DDAP PFS Grantee?

A: Yes, Single County Authorities are eligible, even if they are a DDAP grantee. As long as they are part of county government and not a branch of a state agency, they may apply.


Q: The recent PLCB grant announcement stated, “Remember, only one grant per entity. (example: ABC University can only send in one grant application…not Public Safety from ABC University and Residence Life from ABC University)”. As Penn State has multiple campuses, can only one application be received from the entire Penn State system?

A: For the purposes of this grant, Penn State campuses are considered separate entities as long as they are in different locations.


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: We are planning to submit a grant application as the Lead Agency/Fiscal Agent for a community coalition. We have also been requested to 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.



Grant Narratives 

Q: The PLCB Grant description includes “underage drinking” and “dangerous” drinking. Our targeted municipality hosts many bars; is it possible to include all drinking ages for purposes of this grant? Or must the grant specifically target dangerous drinking among underage youth?

A: Our grants are for the reduction of underage and dangerous drinking. Underage is easily definable, we have a zero tolerance for drinking prior to age 21. Programs focused on the prevention of dangerous or binge drinking are allowable, however should be targeted to 21 to 29 year olds. Prior to submitting a proposal, please review the instruction guide, in particular the lists of allowable and unallowable programs.


Letters of Support 

Q: I noticed in the Grant Application guide the PLCB requires the letters of support be 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: 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.



Years 1 and 2 Budget Narratives 

Q: For the Grant Budget Line 5: Staff Expenses, Could I put the number of Overtime Hours Worked and the Hourly Rate? Since we would only be able to guess at the actual date the overtime details would take place over the next 2 years the grant will be taking place.

A: Yes, you will need to fill in the number of hours worked and the hourly rate. Under the narrative section, simply put “Dates for month of (fill in month) to be determined.” The dates should be the same as those in the timeline section.


Q: For a social norms grant, is the $1,000 spending for promo items for one location (ie. school) or the total for the whole grant or $1,000 per year?

A: The $1,000 limit is for all promotional items, regardless of the locations involved. Each grant year, the $1000 may be requested. The limit does not include money for posters or ads, only for promotional items.


Q: We would like to hire PLCB Liquor Enforcement Officers from the Philadelphia office to patrol specific areas on specifics dates/times. Is this allowed since we are in Philadelphia and they could be considered local?

A: This is not allowable. The PLCB provides funding that covers the salary of PA State Police Bureau of Liquor Control Enforcement (BLCE) Liquor Enforcement Officers, therefore grant funds MAY NOT also be used to pay BLCE officers.


Q: Though I understand that incentives for participation in grant activities as well as alternate activities at the college setting are NOT allowable costs for the grant budget, would these items be allowable as part of the college’s match?

A: Yes.


Q: We are a college town, and I know that party patrols are an allowable expense under the grant, my question is it allowable to put in for some funds to not only pay for our officers but if we decide to team-up with University Police Officers on joint-patrols could we seek reimbursement under the grant and it allowable under the grant?

A: Normally staff expenses only apply to direct employees of the grantee. However, in this one case we make an exception to encourage collaboration. However, if the university would also become a grantee, we would be vigilant to make sure there is no “double-dipping,” that the PLCB would not be paying for the same patrol twice.


Q: What do you consider "fringe benefits" (as a not allowable expense)?

A: Fringe benefits would be anything other than salary – insurance, retirement, etc.


Q: You list coalition development as an "allowable expense" - are there specific activities you fund under coalition development or will you consider a well-supported plan for development as well as some of the allowable activities (to be completed by/with the coalition?)

A: No specific activities are listed. A well-defined plan would be required for this to be considered. The activities would be separate and would have to conform to the other requirements of the grant.


Q: Are BACCHUS education programs and trainings and conferences allowable expenses under peer education?

A: As long as they adhere to the other guidelines (i.e. they are within the state and they are strictly about alcohol).


Q: I see that RAMP/TIPS training are unallowable expenses but, is the administration of TIPS training to students allowed (as it is an approved SAMHSA evidence-based program)?

A: TIPS training is NOT an allowable expense, whether to students or others.


Q: Can the grant be used to pay for off-campus police that the University would hire to patrol specific areas on specific dates/times? This expense is NOT a University “staff expense.”

A: Generally speaking, this type of expense would not be considered a staff expense, due to the fact that the police are not employees of the university. However, this is the one instance where we will make an exception and allow grantees to use the staff line to cover the costs of paying for additional patrol hours by local police departments only.


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 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: 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: 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.


Matching Funds 

Q: If I am suggesting matching funds to be the entire subscription purchase of E-Chug, which is an allowable expense, do I need to write it out within the section for activities with detailed reasoning and data? This subscription purchase will be 100% paid for with matching funds and will be included in the matching funds budget but does it need to appear in the activity as well? To clarify, Do all of my matching fund activities need to go within the program and activities section where I would need to include the activity, reason for selecting it and data supporting it?

A: Any activities that are part of the grant program should be included on the timeline and in the activities section. If you are using the data for other, funded, activities, you will need to give it to justify those activities. As always, you should strive to give the information in as concise a manner as possible.


Q: In the Project Summary, Applicant History and Description of the targeted population sections, is the 1500 character limitation with or without spaces?

A: The 1500 characters include spaces. We set the limit in order to encourage applicants to be succinct in their descriptions in this field.


Q: In regards to the match amount for the PLCB Alcohol Education Grant- the guideline states that “the matching funds are at least 25% of requested funds”. If my agency is requesting the maximum amount of $40,000 does that mean that we can only request up to $30,000 and must provide the remaining $10,000. Does the match requirement refer to 25% of overall project cost, meaning if we are requesting $40,000 the total cost of the project can be at least $53,333.00, which breaks down to 75% of the project being provided by grant funds and 25% being provided by matching funds?

A: If your agency requests the full amount of $20,000 per year, the match would have to be an additional $5,000 each year.


Q: Does a percent of an administrator’s salary count as matching as it is devoted to activities of the grant? Does prevention lessons that support the activities of the grant count toward matching funds if it is the % of the teacher’s salary spent in prevention lessons?

A: While neither of those would be allowable as grant expenses, they would be allowable as matching funds IF the activities were relevant to the purposes of the grant. In the case of the lessons, they would have to be lessons on prevention of underage alcohol use; prevention of the use of other drugs or other dangerous behaviors would not be applicable.