Interim Reports, Final Reports, and Reimbursements

Legacy Grant Report and Reimbursement Process

These forms and Processes are for grants with award periods that run from July 1, 2025 to June 26, 2026. Grantees with different award periods should use the new process, detailed below.

Interim Reports

In December, you should start filling out the interim report form that explains what milestones you have achieved, publicity you have posted, how many records you have processed so far, problems that have arisen, and whether you believe your project is still on track to be completed within the grant work period. This report lets the Board know how well you are progressing, and they can offer feedback or suggestions to address potential problems or set backs. This report should be submitted to the executive secretary USHRAB@utah.gov on January 15 via email. You can download the form below.

Final Report

In order for a reimbursement to be issued, a final report must be submitted. The final report form is similar to the interim report form, but asks you to list what was accomplished, how the project has benefitted the public, plans for follow-up projects (if any), links to finding aids or other public access components, links to digital collection (if it was a digitization project), quantifiably measurements of records processed, publicity documentation and other supporting documents that demonstrate the labor that went into your project’s success. This report should be submitted to the executive secretary USHRAB@utah.gov on June 26 via email at the latest, but earlier is always preferred and appreciated. You can download the form below.

Reimbursements

USHRAB archival project grants are reimbursement grants. Over the course of your project year, your project should be keeping records of expenses as laid out in the budget guidelines. In order to request reimbursement, you must complete the Time Expense form and the Reimbursement Request Summary forms. Please remember that these forms need to have your institution’s name listed exactly the same as the contract that was completed in June as part of your award notification. The contract also includes your institution’s vendor code, which should also be included on these forms. If the name, address, and code listed on the forms does not match what is on file with the State of Utah government’s contracts, the reimbursement will be delayed until fixed.

June 30 is the end of the State of Utah government’s fiscal year, which means the Division of State Finance is very busy processing payments. If you are able to submit your reimbursement request earlier in the month, the reimbursement request will probably be processed and issued faster than requests submitted on June 26.

To begin the process of requesting your reimbursement, you must first download and complete time and expense sheets for all staff, materials, services, etc., that you have purchased for the project. Each staff member must complete and sign their own sheet documenting and describing hours and tasks done.

For more detailed instructions on how to document expenses, what expenses are eligible for USHRAB funds, and how to estimate the value of volunteer time, please see the Budget Guidelines sheet.

Below are examples of what a project’s Time and Expense Sheets look like. Keep in mind that each sheet must come with itemized receipts and proofs of purchase if it is a material or service being purchased.

In the example below, the staff completed their project in a day; In reality, your staff will be working on this project over the course of a year, so you may need several sheets to record each individual staff’s daily project work. Think of it as a record of “clocking” in and out with a description of what you have done that day.

You will need to record whether the cost incurred is paid for with grant funds, in-kind (by your organization) or a mix of both. In the example below, John Doe is a temporary hire that the organization has brought on for this project. USHRAB agreed to pay for half of his wages, and the organization paid for the other half as an in-kind match.

On the next sheet, we can see that all of Jane Doe’s wages are paid for by the organization. This is because Jane is already a full time employee at her organization, so her wages and time for this project are an in-kind match. USHRAB does not allow for grant funds to pay for the wages of existing full-time staff, but you can count full time employee’s time as an in-kind match.

This project is a digitization and rehousing project. The Organization paid for a University Library’s digitization services, who offered them a flat rate to digitize their photos. USHRAB agreed to pay for these costs with grant funds.

The organization needed to buy new archival-quality sleeves to properly rehouse these photos. They itemized the archival supplies that they purchased and attached receipts to the sheet. The organization agreed to pay for these supplies themselves as an in-kind match.

Once you have completed all of your time and expense sheets and attached receipts, you will need to complete a Reimbursement Request Summary form.

The Reimbursement Request Summary should summarize the total costs incurred for each staff member’s labor, the total costs of services, the total costs of supplies and materials, etc. This list does not need to be itemized, since you’ve already done that in the expense sheets. For example, if you bought many types of archival boxes, folders and sleeves, you can just list “Archival rehousing supplies” as the line item and provide the total of all of the supplies that you purchased.

Please be sure to list your organization’s name as it appears on your USHRAB contract and list the contract number, which is found on the upper right side of the contract. Do not worry about the funding code string, since that will be added by the executive secretary later.

As with the Time and Expense Sheet, you will need to list whether the cost is coming from grant funds, or whether your organization is paying for this cost as an in-kind match or cost share. Ultimately, the total in the grant funds column may not exceed the funding award amount listed on your contract, and your cost share must meet (or exceed) the funding award amount as a 1:1 match.

In the example sheet below, the organization has a USHRAB contract in which USHRAB agreed to award the organization with a $100 funding award. The organization used these grant funds to cover half of the wages for a temporary hire and the full cost of digitization services, which total $100. To match this, the organization is paying for its own full time staff, the other half of the temporary hire’s wages, and the archival photo sleeves needed to rehouse the collection, which totals $100. The total costs of this project come to $200.

Please keep in mind that the total in the Grant Reimbursement Amount column cannot exceed the amount of grant funds that you were awarded in the contract. Any costs beyond the contracted grant amount must be covered by the grant recipient and should be applied to the cost share column. If the organization in the above example project needed to buy more supplies or use more staff labor, those costs would need to go in the cost share column and the final cost share total would exceed the 1:1 cost share match, which is acceptable.

The totals in the Grant Reimbursement Amount column and the In-kind and/or Cash Donation Amount must be a 1:1 match OR the In-kind/Cash Donation may be more than the Grant Reimbursement Amount. If the total In-Kind/Cash Donation Amount is less than the Grant Reimbursement Amount, you will only be awarded at a 1:1 match. In the above example, if the project did not spend $25 on photo sleeves, their in-kind match would only total $75. This means that they did not meet the 1:1 match, and could only be awarded a maximum of $75 in grant reimbursement.

Once you have completed these forms please email them to USHRAB@utah.gov. PDF is preferred, but please make sure that the document is not “locked” from editing so that the funding code string can be added later. Please remember that your reimbursement will not be processed unless the Final Report has been received.

New Grant Reporting and Reimbursement Process

For grants with award periods from January 15, 2026 to October 31, 2026.

These forms are currently being updated. Grant recipients will be notified when the forms become available.