Guidelines for Monthly Progress Reports
As the State Historic Preservation Office must monitor the progress of subgrant projects, it is a requirement of each Subgrantee that monthly progress reports be submitted. The due dates for submission of reports are the tenth of the month unless specified differently in the subgrant agreement (Subgrant Stipulations). The report format presented in Exhibit "A" must be utilized. Subgrantee may simply xerox the report form from this chapter or the form may be reproduced on the subgrantee's computer. If the form is computer generated it must contain all the information requested and be printed in a letter quality format. Letters or other formats will not be acceptable. Complete the entire report including the effort and outlay sections. Do not forget to sign the report.
The monthly progress reports must be complete, accurate, and timely. When narrative form answers are required, the Subgrantee must be specific and provide enough information for the State Historic Preservation Office to determine that adequate progress has been made to insure that project work can be completed on schedule. Also, it must be clear that the work conducted was in keeping with the project scope set forth in the subgrant agreement.
A complete monthly progress report not only has all items completed on the report format, but has attached to it any documents or other items specified in the subgrant agreement project schedule. For example, draft survey reports, bibliographies, draft national register nominations, survey forms, or draft brochure copy must be submitted with the appropriate monthly progress report. Failure to provide these materials on schedule will only result in delays of reimbursement. When a subgrantee is repeatedly delinquent in the submission of complete monthly progress reports this can result in termination of the subgrant agreement.
Reimbursement requests are produced promptly upon receipt. However, if complete and accurate requests are not submitted, delays will result. Inaccurate or incomplete requests for reimbursement will be returned to the subgrantee for correction. REQUESTS FOR REIMBURSEMENT WILL BE HELD UNTIL COMPLETE MONTHLY PROGRESS REPORTS ARE RECEIVED AND REVIEWED BY THE SHPO STAFF.
Guidelines for Preparing Final Project Reports
Within thirty (30) days of the project ending date, the Subgrantee must submit an acceptable Final Project Report to the State Historic Preservation Office. The format provided in Exhibit "B" must be used. (Subgrantee may copy the form from the web for his/her convenience.) Letters or other formats will not be acceptable. The report must be typed or computer generated. The final reimbursement specified in the subgrant agreement will be withheld until an acceptable Final Project Report is received.
All items of the report format must be completely and accurately addressed. It is important that the Subgrantee note the Final Project Report is in addition to other report documents, such as reports of survey activity, produced under the terms of this subgrant agreement.
Special Provision
Responsible management of subgrant assisted projects requires careful attention to project schedules and reporting deadlines. The State Historic Preservation Office will not send monthly reminders about report deadlines. Failure to comply with this provision of the subgrant agreement may result in termination of the project.