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Nonpoint Source Grant Application

Proposals for projects to be funded by the KDHE Watershed Management Section (WMS) are required to be submitted through this Kansas Clean Waters (KCW) website. Do not send hard copies of proposals to the Watershed Management Section.

Proposals to be submitted through this website include those seeking funding from these sources: EPA Section 319 grants; State Water Plan Nonpoint Source Technical Assistance grants; Local Environment Protection Plan (LEPP) base grants; and Local Environment Protection Plan Target grants. Not all funding sources are available for all types of projects. The Watershed Management Section will determine the funding source that best fits the proposed project and assign funding accordingly. Match requirements will vary depending upon the funding source.

The website application process is a two part process. Part one is the submission of a proposal. Only limited information is required at this stage. KDHE needs to know something about who is proposing the project, the sponsoring organization, and general information about the project.

The WMS staff will then review the proposal to determine the feasibility of the project and to determine if the project fits into the State’s Nonpoint Source Management Plan as well as the type and availability of funds. Applications for certain funds may be limited to specific time periods after which applications will not be accepted until the next open period.

The project may also be reviewed by other reviewers both within and outside of KDHE. Based upon the results of all of these factors, a decision will be made to accept or reject the proposal. Or additional information could be requested from the proposer.

When the proposal is accepted, the submitted will receive an email notifying them of that decision. The proposal will then be unlocked on the KCW website so that the requestor can complete the additional information required to develop a project implementation plan (PIP).

The additional required will fall into certain categories titled: Project Management; Technology Transfer; Information and Education; Best Management Practices (BMP); and Other. Depending upon selections made by the KDHE project officer, some or all of these categories will be available for completion. Only the categories selected will be visible to the requestor. All categories available must be completed before the PIP can be resubmitted.

When accepting the project, the KDHE project officer will enter the funding source and the match required for that source. As the budget is built during the completion of the PIP.

The project budget will be built as the expenditures for each activity are entered. It is possible to view the final budget, but not edit it. If changes are necessary, they will need to be made at the activity level. When entering budget information, please remember that equipment must cost at least $2,000 per item. Anything purchased for less than that amount are supplies. Organizations can use their own dollar amount threshold for equipment, but when reporting to KDHE, the $2,000 level is to be used.
The system will also keep track of the amount budget for match based upon the “Percent Charged to Grant.” The percentage not charged to the grant is considered as match. Before the PIP can be submitted the total match budgeted must equal or exceed the amount of match required.

When all of the information required for the PIP has been entered and the project submitted to KDHE, it will again go through a review process by KDHE and the EPA and possibly outside reviewers. The person submitting the PIP will be notified via email of the decision regarding the acceptance of the PIP. The PIP will either be accepted, returned for additional information, or possibly that the project will not be funded at this time due to budget constraints.

Once the project has been accepted for funding, a grant agreement will be sent to the project sponsor to be signed and returned. Upon receipt the agreement will be forwarded for signature by the KDHE Secretary. After the Secretary signs the agreement, a copy will be returned to the sponsor and it is not an active project. Please note, that funding is not final until the agreement has been signed by the Secretary.

There is certain information that is very important information. One is the start date. Any expenditures that occur before this date can not be counted toward the project as either a grant expense or as a contributed resource. Second is the ending date. This date may not be the same as the project completion date in the PIP. The ending date is final and cannot be extended. All work on the project is still expected to be completed as stated in the PIP. If the dates in the PIP cannot be met, it must be reported in the quarterly report as soon as this is recognized. The KDHE project office may approve the extension of the PIP for certain circumstances. However, the ending date on the grant agreement cannot be extended and all work must be completed by that time, including submission of the final project report.

The grant agreement also includes the amount of the grant and the amount of required match. The grant amount is the maximum that KDHE will reimburse. There are two limiting factors that could mean that KDHE would reimburse less than the full amount of the grant. One is the amount of grant funds expended and the other is the amount of match funds reported. KDHE will reimburse less if the reported grant expenditures are less that the full grant amount. The amount of the match is the minimum amount of match that must be reported. If less than the required amount of match is reported, the amount that KDHE can reimburse will be adjusted to meet the percentage of match required.

The grant agreement will include, as attachments, a copy of the PIP and the General Grant Conditions. The General Grant Conditions are the legal requirements that KDHE, the State of Kansas, and the U.S. Environmental Protection Agency require to be in contracts. These conditions should be read through carefully as they contain the administrative requirement that the sponsoring organization is agreeing to fulfil. All grant agreements will start at the beginning of a quarter (i.e. Jan 1, April 1, July 1, or October 1) and will end on the end of a quarter (i.e. March 31, June 30, September 30, or December 31). The length of the project will depend upon the amount of funding and the time required to complete the project tasks. Projects will ususally be for a minimum of one year, but can, and will be, for longer periods as warrented.

When the project becomes active, work can begin on the activities as listed in the PIP. For most projects an advance payment of 20% will be made. Receipt of this check will usually be about a month after the signed agreement is received. However, some projects will have a different advance payment percentage, or none at all. The amount of the advance will be stated on the grant agreement.

Likewise, a certain percentage will be retained by KDHE until all required reports have been submitted and approved. The amount of the retainage is normally 10%, but can vary. The amount of the retainage, if any, will be stated on the grant agreement.

Quarterly reports are due for the periods of January to March; April to June; July to September; and October to December. The first quarterly report will be due based upon the starting date of the project.

Quarterly reports and affidavits are to be submitted through this system as well. Copies can be printed for signature for your records, if needed. Do NOT send paper copies of either of these reports to KDHE. It may be necessary to send other work products such as CDs, videos, brochures and pamphlets, etc. to KDHE. If it is necessary to send these types of work products, be sure to indicate the exact project title and project number on the submission and address the items to the KDHE project officer.

The KDHE project officer will review the quarterly report and affidavit and notify you if the reports have been approved and payment is being processed. Payments are processed through the state system and it will normally take about four before you receive payment. If payment has not been received within one month of when you were notified that the quarterly reports was approved, contact the Watershed Management Section. If the quarterly report has not been approved within two weeks of submission, contact the KDHE project officer.

 
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please contact the Administrator at NPS@kdheks.gov
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