Private Agency Instructions and Forms
A Private Agency is defined as any agency other than a public school district, a BOCES, or a Public Library System or a member thereof. Your agency should fit this description. If not, or if you have questions or concerns regarding this, please contact us.
Also, if your agency is not incorporated, please contact us before submitting an application.
- Before completing the Application Process, please note the TWO new requirements that may pertain to your organization.
- After you complete your application using the Instructions and Forms that follow, be certain to use the “Before You Mail” Checklists that are available below.
- The Instructions and Forms indicated below are available in both Word format and Adobe Portable Document Format (PDF). Choose by selecting the "Format" below.
- To access these Instructions and Forms in [pdf icon] PDF, you will need Adobe Acrobat Reader. If you do not already have Adobe Acrobat Reader, you may download for free by using the following link:
Download Adobe Reader [external link icon]
- If you have questions or need guidance on using these Forms, please call the Special Legislative Projects Coordinating Unit at 518-473-5733.
Please read the instructions first so you'll know which forms to complete, print, and mail!
Please save yourself money and help save the environment when sending your budget, by only printing and sending us the 1st page, pages where you are budgeting items, and the last page. Thank you!
Two New Requirements
1. Prequalification Requirement
All not-for-profit contractors doing business with the State of New York must be enrolled on Grants Gateway and be prequalified in order for their grant contracts to be approved. If you are not already registered on Grants Gateway, please go to http://www.grantsgateway.ny.gov for information on how to complete the registration process. Inquiries can be sent to grantsreform@dob.ny.gov .
2. Minority/Women Owned Business Enterprise (M/WBE) Requirement
Article 15-A of NYS Executive Law and Section 163 (6) of the NYS Finance Law require that NYSED promote opportunities for the maximum feasible participation of certified minority/women-owned business enterprise (M/WBE) in the performance of NYSED contracts. For those contracts $25,000 and above, please complete all required forms as indicated below, and submit two copies.
For all other contracts, NYSED is encouraging recipients to engage in minority/women-owned business enterprises as subcontractors to the extent possible. If applicable to your budget plan, please complete the M/WBE Utilization Plan as indicated below. You do not need to return the M/WBE Utilization Form if you are not utilizing M/WBE subcontractors or suppliers on this project.
Therefore, when completing your “Initial Application”, include the following where appropriate:
- If your proposed contract is $25,000 and above, then complete the available M/WBE forms, which are available in PDF for your convenience: $25,000 and above
- If your proposed contract is $24,999 and below, then complete the M/WBE Utilization Form, if applicable, and which is available in PDF for your convenience: $24,999 and below
- Finally, for contracts $24,999 and below, please include a copy of the M/WBE Utilization Plan with your Final Expenditure Report, where M/WBE utilization was applicable.
For more information on M/WBE please visit the following website: http://esd.ny.gov/MWBE.html
Instructions and Forms
Initial Application (Required)
1.) Instructions: Read First
Word version -
PDF version -
2.) Forms
| Forms | Form # | Word Version | PDF Version |
|---|---|---|---|
| Private Agency Proposed Budget | SLP-10 | ||
| Certification of Agency Profile/Charity | |||
| Registration Number Status | |||
| * Form | SLP-11 | ||
| * Guidelines For Using This Form | SLP-11A | ||
| State Aid Voucher | |||
| * Form | AC-1171 | ||
| * Guidelines For Using This Form |
AC-1171A |
3.) "Before You Mail" Checklist Initial Application
Word version -
PDF version -
Interim Payment (Optional)
1.) Instructions: Read First
Word Version -
PDF Version -
2.) Forms
| Forms | Form # | Word Version | PDF Version |
|---|---|---|---|
| Interim Project Expenditure Report | SLP-25 | ||
| State Aid Voucher | |||
| * Form | AC-1171 | ||
| * Guidelines For Using This Form | AC-1171A |
3.) “Before You Mail" Checklist Interim Payment
Word Version -
PDF Version -
Final Expenditure Report/Final Payment (Required)
1.) Instructions: Read First
Word Version -
PDF Version -
2.) Forms
| Forms | Form # | Word Version | PDF Version |
|---|---|---|---|
| Private Agency Final Expenditure Report | SLP-10-F | ||
| Equipment Inventory | SLP-12 | ||
| State Aid Voucher | |||
| * Form | AC-1171 | ||
| * Guidelines For Using This Form | AC-1171A |
3.) “Before You Mail" Checklist Final Payment
Word Version -
PDF Version -
Extensions (Optional)
1.) Instructions
Word Version -
PDF Version -
Information About Receiving Payment
Effective February 28, 2010
In accordance with a directive from the New York State Office of State Operations/Office of Taxpayer Accountability, NEW contracts executed after the above date will mandate electronic payments.
Information about the process for compliance with this mandate is described by the New York State Office of the State Comptroller in the following websites:
Additional Information
| Word Version | PDF Version | |
|---|---|---|
| Errors or deficiencies which will result in a Special Legislative contract application being delayed or returned for correction | ||
| Standard Contract Provisions Related to the Inventory Disposition, and Use of Non-Expendable Assets, Including Equipment |
Contact Information
New York State Education Department
Special Legislative Projects Coordinating Unit
89 Washington Avenue- Room 136 EB
Albany, NY 12234
Phone: (518) 473-5733
Fax: (518) 473-2103
If you need a paper copy of these Instructions and Forms mailed to you, please call the Special Legislative Projects Coordinating Unit at 518-473-5733.