Frequently Asked Questions

A Unique Entity Identifier (UEI) is a unique number assigned to all entities (public and private companies, individuals, institutions, or organizations) who register to do business with the federal government. (U.S. General Services Administration). UEI numbers are obtained from SAM.gov. Go to the GAS’s website to learn more.

Reach out to your district forester. They may be able to help develop a project or recommend a prescription for your area. They will also be able to give you more information on any current projects that may be happening that you could be included in or other partners to collaborate with.

Each program is different. Some aim to reduce fuel loading, others aim to improve forest health or control invasive species. Check out each program’s webpage and the table flier for more information

Each program has a different goal, but all programs do not allow:

• Construction

• Purchasing of capital equipment (>$5,000 per unit)

• General maintenance

Depends on who you are. Check each grant’s Request for Applications for specific limitations. Typically, eligible applicants include governments, non-profit (501c3) organizations, fire departments, universities, and Tribes. Individuals and for-profit companies do not qualify for direct funding, but may work through one of the other eligible applicants.

• Depending on the program, grant opportunities are available almost year round

Yes! You can apply for multiple grants at the same time. Just make sure your organization is capable of handling the requirements of each grant.

Depends on the program and funding amount, but usually no more than 3 years.

Depends on the program. Some grants allow up to $10,000, while others allow up to $500,000. Check each grant’s Request for Applications for limitations.

Great! Check with your district forester to learn about nearby operations that you may be able to participate in. They can also tell you more about available grant opportunities you can apply for if you meet the eligibility requirements.

Landowners cannot apply directly, but may work through other eligible applicants. Check each grant’s Request for Applications for specific limitations. Typically, eligible applicants include governments, non-profit (501c3) organizations, fire departments, universities, and Tribes. Individuals and for-profit companies do not qualify for direct funding, but may work through one of the other eligible applicants.

NO, there is no cost to apply for any of our grant opportunities.

Each application is open for at least 6 weeks, and all applications MUST be submitted through the online grants portal. Once in the online portal, follow instructions on the Request for Applications and application submission guide. Make sure you include ALL of the required materials.

The review period is usually about 3 weeks. However, it may take longer to be notified depending on the amount of applications that we receive.

Yes, reach out to our Grants department for more info.

A DFFM representative will reach out. If applicable, they will schedule a preliminary site visit. Once this has been completed, you will be given instructions on how to complete your Detailed Project Plan which will be used to build a formal grant agreement. Remember, for reimbursement grants, costs may not be incurred before execution of a formal grant agreement with State Forestry.

• The main point of contact should be the person who will be directly responsible for all grant activities. This could be the same or a different person from the person who submitted the application.

• The signatory should be the person in your organization who has authority to sign for and accept awards of this size. This could be the same or a different person from the main point of contact.

Simply put, a shapefile contains geographic data needed to map a project’s “shape,” location, and other information associated with the project. This is submitted with your Detailed Project Plan.

• The most common way to make a Shapefile is using ArcGIS software. Check out our polygon submission guide

  • We recommend getting a GIS professional to help meet the rigorous mapping requirements

A Shapefile is NOT a single file. By creating a Shapefile, at least three files are created with .shp, .shx, and .dbf extensions. The other extensions that may be created automatically are: .prj, .xml, .sbn, .sbx, etc. We have to pay attention that these files are related and cannot be separated. To move, copy or send a Shapefile, we need to copy all the extensions and save them in one folder. The best way to move a Shapefile is by making a zip file and ensuring all extensions are included.

• The general rule of thumb for matching rates is that they should be equal to the amount for the same paid work in your geographic location, up to $20/hour. When no specific rate can be found, we recommend $20/hour or less for volunteers. If you want to use a rate higher than $20/hour, it will need to be pre-approved by State Forestry and could require additional support documentation.

• Equipment rates can be found here in the FEMA schedule of rates. Keep in mind, these are emergency rates, so the rate you should use for budgeting is half of this rate. FEMA rates also include fuel and maintenance, but not the labor required to run the equipment.

• Supply costs can be calculated based on current item prices.

• Travel rates can be found here.

• Capital equipment costing over $5,000 cannot be used as match.

NO. Food and drink are never allowable as reimbursable or match costs.

Hard dollar match is used when funds have been directly expended (i.e. money has exchanged hands; for example supplies with receipts or employee payroll). In-kind (soft) match includes funds that are not directly expended (e.g. volunteer time).

Monies are reimbursed after costs have been incurred by the recipient. In order for reimbursements to be processed, the recipient must submit complete supporting documentation for both matching and reimbursable costs. Compile all of the documentation for the reimbursement period, fill out and sign the reimbursement request form and send it to your primary DFFM contact as denoted in your grant agreement. Any reimbursement package over 20 pages should be sent by mail if they cannot be converted to PDFs and emailed. Include a summary sheet if your reimbursement is lengthy or cumbersome. Reimbursements may be submitted as often as once a month, but no less often than every 6 months.

At maximum, it may take 60-90 days to process a reimbursement. Typically, however, reimbursements are able to be processed within 30-45 days, depending on the complexity of the request and supporting documentation. Support documentation that is well organized and complete will expedite the reimbursement process.

Once a reimbursement request is approved, DFFM finance is able to pay via warrants/checks or Electronic Funds Transfers (EFTs). Typically, organizations that have accounts set up for EFT payments will receive reimbursement payments faster.

• Quarterly reports are due NO LATER than 30 days after the end of the calendar quarter. If delayed, your project could be put on administrative/financial hold per your signed grant agreement.

• Final reports are due NO LATER than 30 days after the end of the grant’s expiration date. The final report is typically 3-5 pages total including a 1-2 page narrative of the project’s goals, accomplishments, successes/failures, etc. as laid out by the Detailed Project Plan, 1-2 pages for before and after pictures, and final maps (if required by the grant program). If required by the grant program, you should also submit your final shapefiles with the final report. If delayed, your project could be put on administrative/financial hold per your signed grant agreement.

• Single Audit Certifications are due at the end of your organization’s fiscal year. If you are required to partake in an audit, the audit report must be submitted to State Forestry within 30 days after completion. The Single Audit Certification is a requirement from the Office of Management and Budget and Arizona Revised Statute section 35. The certification tells us that you are complying with the necessary audit requirements for your organization and funding types.

Yes. The electronic forms can be found here or in your signed grant agreement.

No. There is no required form for the final report (see above).

Yes! We will visit at least once per year to check on the progress of the project and the great work that is being done. This is our opportunity to familiarize ourselves more with the project area so the before/after difference is just as impressive to us as it is to you.

We like to see examples of pre or post work on as many properties as you would like to show us. This is a good time to ask any other questions you may have about your grant or about future grant opportunities. We may also review financial or reporting documentation during the visit.

Reach out to your grant administrator and let them know what is happening. They will recommend an appropriate course of action.

Reach out to your grant administrator and let them know what is happening. They will recommend an appropriate course of action. This will likely acquire a grant amendment, but each case is unique. To figure out the next steps, email your grant administrator with the reasons for delay and how long you would like to extend your grant

Grant records must be retained for at least 5 years after the end of your grant.

• Arizona Department of Forestry and Fire Management shall be acknowledged in all publications, audiovisuals, and electronic media. If your program is funded by the USDA Forest Service, you must also acknowledge that in all publications, audiovisuals, and electronic media. The following statement must be included, in full, in any printed, audiovisual, or electronic media for public distribution:

  • • In accordance with Federal law and U.S. Department of Agriculture policy, this institution is prohibited from discriminating on the basis of race, color, national origin, sex, age, or disability. (Not all prohibited bases apply to all programs.)

• If there is not enough room to fit the full statement above, the publication must, at a minimum, include the following statement, in print size no smaller than the text of the publication:

  • • “This institution is an equal opportunity provider”

• The USDA Forest Service and Arizona State Forestry reserve a royalty-free, nonexclusive, and irrevocable right to reproduce, publish, or otherwise use, and to authorize others to use the publications created for federal government purposes.

• Email us: grants@dffm.az.gov

• Call us: 602-771-1575