Public Agency Instructions and Forms

A Public Agency is defined as any agency that is 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. 

Before the Application Process, please note the new requirement that may pertain to your organization...

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

Application Process

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, 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

• 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!

Interim Payment (Optional)

1.) Instructions: Read First

Word Version - 

PDF Version -

2.) Forms

Forms	Form #	Word Version	PDF Version
Interim Project Expenditure Report	FS-25

3.) “Before You Mail" Checklist Interim Payment

Word Version - 

PDF Version -

 

Final Expenditure Report (Required)

1.) Instructions: Read First

Word Version - 

PDF Version - 

2.) Forms

Forms	Form #	Word Version	PDF Version
Public Agency Final Expenditure Report - Long Form	FS-10-F

3.) “Before You Mail" Checklist Final Payment

Word Version - 

PDF Version - 

 

Additional Information

Fiscal Guidelines for Federal and State Grants