Grant Reporting Forms

General Information

• National Park Service (NPS) contact information
• Resources and Information
• Secretary of the Interior's Standards for the Treatment of Historic Properties
• Section 106 Process
• Citizen's Guide to Section 106 Compliance

Reporting Forms

• Federal Financial Report (FFR, or SF-425) - Sample form and instructions available on Grants.gov
• Interim Progress Report cover sheet
• Final Project Report cover sheet
• Competitive Negotiation and Small Purchases Contracting Documentation Form
• Subgrant/Contract Payment Approval Checklist

Payment Information

The National Park Service (NPS) has moved to a new business and accounting system called the Financial and Business Management System (FBMS). FBMS uses an electronic payment system called the Automated Standard Application for Payments (ASAP), which you will now use to draw down your grant funds after the NPS Grant Program Manager has approved your request for reimbursement.

All current NPS grantees should have received an email from the Department of the Interior containing forms to register with ASAP. If you are an existing NPS grantee and did not receive prior ASAP registration instructions, please complete and send the registration form to [e-mail].

If you are already registered in ASAP for other federal grants, you must make sure your ASAP account includes the National Park Service. Do this by completing the ASAP enrollment form and returning it to [e-mail].

All grant recipients MUST register in the System for Award Management (SAM) in order to receive payment through ASAP. Register now at https://www.sam.gov/ (SAM replaces the Central Contractor Registration (CCR) system).

*IMPORTANT: The new financial systems do not affect the terms and conditions of your Japanese American Confinement Sites Program grant agreement. The grant agreement, which is signed by the NPS and the grantee, is a binding legal document, and grantees must continue to comply with all grant terms and conditions.

Reimbursement Requests

To request reimbursement, all grantees are required to submit documentation listed in the newly revised “Request for Reimbursement Checklist” to the NPS Japanese American Confinement Sites Grant Program Manager for review and approval PRIOR to drawing down funds via ASAP.

*Please note, the SF-270 Request for Reimbursement Form is no longer required with the request for reimbursement submittal. However, if the form assists you in maintaining accurate financial records, you may include it with your request for reimbursement package.

After receiving approval for a reimbursement request by the NPS Grant Program Manager, the grantee will be able to submit a payment request via ASAP. Payments will be made by electronic funds transfer directly into the grantee’s banking account as registered in SAM.

Please make sure that your ASAP payment request is ONLY for the reimbursement request amount that has been approved by the NPS Grant Program Manager. Any unauthorized drawdown of grant funds will require a return of funds to the NPS.

Reimbursement Request Forms:

• Request for Reimbursement Checklist
• Expense Table Examples

In-kind Match Valuation Forms:

• Value of Donated Construction Labor/Materials Form
• Value of Donated Contractual Work Form
• Value of Donated Equipment Form
• Value of Donated Personnel & Fringe Benefits Form
• Value of Donated Supplies Form
• Value of Donated Travel and Per Diem Form

Grant Project Publicity & Program Acknowledgement Requirements

Press releases about projects must acknowledge the grant assistance provided by the NPS and copies of press releases must be provided to the NPS. As stipulated in 36 CFR Part 800, public views and comments regarding all Federally funded undertakings on historic properties must be sought and considered by the authorizing Federal agency. Therefore, the grantee is required to send a press release regarding the undertaking under this grant to one or more of the major newspapers or news sources that cover the area affected by the project within 30 days of receiving the signed grant agreement. A copy of the posted release must be submitted to NPS within 30 days of the posting.

The grantee must also send notice of any public ceremonies planned to publicize the project or its results in a timely enough manner so that NPS, Department of the Interior, Congressional or other Federal officials can attend if desired

Sample Press Release

[Grantee] Receives Japanese American Confinement Sites Grant

 

The [Grantee] has received a $[amount] grant from the Department of Interior,
National Park Service (NPS) through the Japanese American Confinement Sites (JACS) grant
program, for  [project name or description]. In [year], NPS awarded [number]
grants totaling over [amount]. With these funds, JACS grants are awarded to private nonprofit
organizations; educational institutions; state, local, and tribal governments; and other public
entities to preserve and interpret U.S. confinement sites where Japanese Americans were detained
during World War II.

(Grantee may add quote from local official/grantee acknowledging benefits of grant; detailed
description of project work; listing of other project partners/contributors; additional information
about grantee)

For more information on this project please contact [Grantee]. For questions
regarding the JACS grant program, please contact Kara Miyagishima, Program Manager, Japanese
American Confinement Sites Grant Program, NPS, at 303-969-2885.

Acknowledgement and Nondiscrimination Statements

The grantee must include acknowledgment of grant support from the Japanese American Confinement Sites Grant Program of the NPS and a nondiscrimination statement in all publications and videos assisted with grant monies and/or concerning NPS grant-supported activities. At least three (3) copies of each publication and video concerning NPS grant-assisted activities, or published with NPS grant assistance, must be furnished to the NPS Grant Program Manager within 30 calendar days of publication. All consultants hired by the grantee must be informed of this requirement. The NPS shall have a royalty-free right to republish any published material generated by a Japanese American Confinement Sites grant.

All publicly released materials (print, audio, and videos) produced under a Japanese American Confinement Sites grant must contain the following statements:
 

This material is based upon work assisted by a grant from the U.S. Department of the Interior, National Park Service. Any opinions, findings, and conclusions or recommendations expressed in this material are those of the author(s) and do not necessarily reflect the views of the U.S. Department of the Interior.

This material received Federal financial assistance for the preservation and interpretation of U.S. confinement sites where Japanese Americans were detained during World War II. Under Title VI of the Civil Rights Act of 1964, Section 504 of the Rehabilitation Act of 1973, and the Age Discrimination Act of 1975, as amended, the U.S. Department of the Interior prohibits discrimination on the basis of race, color, national origin, disability or age in its federally funded assisted projects. If you believe you have been discriminated against in any program, activity, or facility as described above, or if you desire further information, please write to:

Office of Equal Opportunity National Park Service 1849 C Street, NW Washington, DC 20240