General Instructions

You will have received an approved budget with your grant award letter. We anticipate that actual expenses will mirror the budget approved for your grant. Significant variances from the approved budget should be explained in writing and mailed with the Grant Disbursement Request Form.

You may either submit invoices for direct payment by the NEF (include a copy of the invoice), or you may submit for reimbursement of costs incurred for approved expenses for your grant (include receipts). Please include a copy of the Grant Disbursement Request Form with each disbursement request. Make sure that each form includes your project name and number. Be sure to list in Section F of the form "who" the check should be made out to, and where it should be mailed.

Please try to consolidate costs so that no more than three forms are sent for the entire grant duration. Keep in mind that disbursements are made on a periodic basis, as all of our administrative work is done by volunteer Board members. Allow 2-5 weeks as the average time frame for reimbursement to be received.

Grant Disbursement Request Form Instructions - use these instructions when filling out the Grant Disbursement Request Form

A. Personnel:

1. School Department Employees: Once grant hours are completed, for each person for which reimbursement is requested, please note their name, date, and hours worked, and total cost. For individuals earning more than $400, please submit a completed I.R.S. Form W-9. This allows the NEF to issue individuals a Form 1099 for tax reporting purposes.

2. Substitute Teachers: If arrangements are made for the School Department to pay substitutes directly, please enclose a copy of the School Department requisition for payment.

3. Consultants: Once grant hours are completed, include names, date and hours, rates and total cost for each consultant. Grantees should also submit an I.R.S. Form W-9 completed by each consultant. This allows the NEF to issue consultants a Form 1099 for tax reporting purposes.

B. Transportation Costs: (Please Include payment invoice or requisition form for costs.)

C. Supplies/Materials: Direct payment by NEF can be made for supplies ordered from local vendors or mail order catalogues. Include all paperwork and order forms with your Grant Disbursement Request Form, and NEF will make a check out directly to the supplier. Allow adequate lead time in case NEF payment takes 3-5 weeks. If payment for supplies/materials are made by the grantee, retain all receipts and include receipt copies with Grant Disbursement Request Form.

D. Miscellaneous: If direct payment is made by the grantee, please retain all receipts and include receipt
copies with Grant Disbursement Request Form.

E. Total Disbursements Requested: Total up all of the payments requested on each Grant Disbursement Request Form.

F. Check Disbursements: List each person/supplier to whom check should be issued, and the amount of the check. Be sure to give address where check should be mailed.

G. Mail the Grant Disbursement Request Form with supporting invoices and/or receipts to:

Northampton Education Foundation
P.O. Box 44
Northampton, MA 01061

Please contact NEF Treasurer Betsy Barone at 584-4794 with any questions or concerns.

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