Resources for Grant Recipients
Fall 2022 Awards - Link to Grant Portal
Fall 2023 Awards - Link to Grant Portal
Spring 2024 Awards - Link to Grant Portal
Grant Orientation
Link to Grant Orientation video recording
Link to Grant Orientation Presentation Slides
Reimbursement Request Instructions
Reimbursement Requests are completed in the grant portal linked above, click the following link to see step by step directions:
Reimbursement Requests in 6 Steps
When providing the required supporting documentation for expenses, make sure what you submit includes the 3 following items. (you may need to upload multiple different documents)- A description of the goods/services received that matches the approved budget line item.
- Proof of payment made by the grant recipient, for example:
- A receipt or invoice from the seller that shows a balance of zero and the method of payment (for example, credit/debit card ending in 1234).
- OR an invoice PLUS proof of payment such as a copy or screenshot of your bank/card statement showing the payment was processed, or a copy of the cashed check (front and back). OR
- For used purchases: A bill of sale including a description of the items sold, date, name/address/phone of seller and buyer, and signed by the seller verifying payment was received PLUS a copy of a cleared check or money order. Here is a Bill of Sale Template.
- For staff hours: expanded general ledger, timesheets, or pay stubs that show:
- The employee hours billed to a project during the payroll period.
- The employee net pay.
- Other payroll expenses like taxes.
- Proof of receipt, such as delivery confirmation or a photograph of the received item.
The Snipping Tool can be an easy way to capture/save proof of payment documentation from your bank website.
Register for a Statewide Vendor/Payee (SWV) Number and Direct Deposit:
You MUST become registered as a Statewide Vendor/Payee (SWV) with Washington State Office of Financial Management before any payments can be made.
To request a free Statewide Vendor number, go to the Office of Financial Management website for Statewide Vendor/Payee Services. Complete and submit the following forms (electronic and PDF options are available):
- Vendor/payee Registration, and
- Direct Deposit Authorization (recommended for faster payment via electronic funds transfer).
Budget Modification Request Instructions
Budget Modification Request are completed in the grant portal linked above. Request a change to your approved budget PRIOR to making purchases. Changes will be approved if they retain or enhance the project’s achievability, impact to business viability, and benefit to local food supply chains and market access. Your total award amount will not be changed.
Budget modification requests are not effective unless you receive written approval from WSDA via email. SAVE your budget modification approval emails with your grant agreement.
Click the following link to see step by step directions:
Budget Modification Requests in 4 Steps
What Grant Documents/Records Should I Be Keeping?
The following are documents/records that you should keep related to your grant agreement. You can keep these as either digital or physical files.
- Contract related documents:
- A copy of your completed grant agreement
- copies of email messages that provide approval for budget modification requests
- copies of email messages that provide approval for changing the primary grant contact
- Any contract amendments, should they arrise
- Reimbursment related documents:
- Proof of purchase documentation for all grant funded items/activities. Including:
- A description of the goods/services received that matches the approved budget line item.
- Proof of payment made by the grant recipient
- Proof of receipt/delivery
- Proof of purchase documentation for all grant funded items/activities. Including:
The Snipping Tool can be an easy way to capture/save proof of payment documentation from your bank website.
Additional Resources from the WSDA Regional Markets Program
We recommend taking a look at the “WSDA Greenbook,” which includes many great “fact sheets” about the regulations for selling or processing all types of agricultural products in Washington. The fact sheets for food-processing requirements are here, and include fact sheets for:5. Licensing (general business license needs)
23. WSDA Food Processor License and Facilities
24. Cottage Food Permit
46. Selling Poultry
47. Selling Rabbit Meat
48. Selling Ready-to-Eat Foods
22. Good Agricultural Practices
The fact sheets for regulations for selling particular agricultural products are here, and include:
#27 Selling Beef Pork Lamb Goat and Other Meat
#28 Selling Body Care Products
#29 Selling Dairy Products
#30 Selling Eggs
#31 Selling Fermented Foods
#32 Selling Fiber and Wool Products
#33 Selling Fish and Shellfish
#34 Selling Flowers
#35 Selling Forage Crops, Feed and Pet Food
#36 Selling Foraged Wild Plants and Mushrooms
#37 Selling Fresh Fruits and Vegetables
#38 Selling Herbs
#39 Selling Herbal or Dietary Supplements
#40 Selling Honey
#41 Selling Juice
#42 Selling Marijuana, Hemp, and Cannabis Products
#43 Selling Mushrooms
#44 Selling Nursery Products
#45 Selling Nuts
#46 Selling Poultry
#47 Selling Rabbit Meat
#48 Selling Ready-to-Eat Foods
#49 Selling Salad Greens
#50 Selling Seeds
#51 Selling Sprouts and Microgreens
#52 Selling Wine, Beer, Hard Cider and Distilled Spirits