Allowable Grant Costs
Grant funds may only be used on direct expenses associated with the development and implementation of the project. All expenses must 1) be directly linked to the project and 2) be traceable to the project. Allowable expenses include:
- Academic and Research-related Supplies. Allowable items include, but are not limited to books, publications, software, and other resources to support the project and project activities.
- Allowable items include, but are not limited to:
- Rental space fees
- Food and beverage expenses
- Fees for equipment use (e.g., technology, tables, chairs)
- Marketing and Public Awareness. All marketing and public awareness charges must be non-revenue generating. Community-Engaged Alliance (CEA) must be acknowledged as a funder/sponsor of the project on all materials (see Sponsor Recognition Policy). Allowable items include, but not limited to:
- Printing for flyers, publications, and other grant specific promotions.
- Advertisements such as social media boost, local newspaper ads, and other advertisements.
- Apparel and promotional items for project or event participants.
- Project Supplies & Equipment. Allowable items include, but not limited to:
- Printing and copying
- Limited-use and or disposable project supplies necessary for successful implementation
- Sustainable supplies to ensure participant safety, continued community-campus engagement, or continuation of the project
- Equipment with no more than a one-year useful life and/or under $300 without prior approval from CEA
- Stipends. Stipends must be used as compensation for time invested, work/research done, and/or scholarship produced (e.g., manuscripts, presentations, creative works, educational tools). Stipends can be used for:
- Community member staff or individual community member
- Employees of any rank or employment status at CEA member institutions
- Students of any type at CEA member institutions—may be disbursed as stipend, wage, or institutional scholarship
- Travel. All travel must 1) be specifically related to the project and/or dissemination of scholarly work related to the project and 2) not include any activity that produces revenue for Community-Engaged Alliance (e.g., CEA program/event registrations, CEA customized assistance fee). Common travel items include:
- Mileage, vehicle rental, and/or fuel reimbursement
- Per Diem
Non-allowable Grant Costs
Grant funds may not be requested for indirect expenses. Non-allowable expenses include:
- Direct Marketing Platforms. For example, iContact, Mail Chimp, Constant Contact
- Equipment. Durable equipment with a useful life of more than one-year and/or costs over $300, unless otherwise approved by Community-Engaged Alliance in writing, is prohibited. Examples include:
- Office equipment (e.g., large printers, furniture)
- Computers and tablets
- Entertainment. Purchase of items such show tickets and/or entrance fees, unless otherwise approved by Community-Engaged Alliance in writing
- Fundraising. Activities where students are directly handling donor funds is strictly prohibited. Directly or indirectly related to the project that is intended to gain donations and/or donors
- Memberships and Subscriptions. Payment for association memberships and/or subscriptions unless included as part of another allowable expense (e.g., conference registration payment) or otherwise approved by Community-Engaged Alliance in writing.
- Incentives. Participants cannot be incentivized to take part in activities, unless otherwise approved by Community-Engaged Alliance in writing and/or it is part of an IRB-approved research protocol. This includes items such as:
- Gift cards
- Fuel cards
- Cash incentives
- Paid Advertisements. Only paid advertisement can be directly linked to a specific project are allowable up to 50% of the total sponsor provided funds, unless otherwise approved by Community-Engaged Alliance in writing.
- Partisan-Based Activities. Sponsor-provided dollars can only be utilized for non-partisan activities.
- Travel. Such expenses that generate revenue for Community-Engaged Alliance, for example registration fees paid to Community-Engaged Alliance from sponsor-provided funds, are not allowed. However, utilization of institutional match funds to pay registration fees to Community-Engaged Alliance is an allowable expense.
- Questions. If you have questions about allowable expenses, please contact us at firstname.lastname@example.org to discuss your project.
Institutional Routing, Proposal Submission, and Funds Distribution
Applicants are responsible for ensuring their proposal has been routed through, and approved by, their granting offices (e.g., sponsored program, contracts & grants, or other similar offices) in accordance with their university's policies for obtaining external funding prior to submission to Community-Engaged Alliance. Any application not approved, or properly routed may not be funded.
All proposals are to be submitted via the Community-Engaged Alliance submission system. See each individual RFP for details on what information is to be directly entered into the online form and what information is to be uploaded as an Adobe PDF (.pdf).
Grant funds are disbursed 30 days following receipt of a fully executed Funding Agreement unless otherwise noted in a specific funding opportunity Request for Proposal. Disbursement will take place via one of the following mechanisms:
- ACH Transfer: Preferred disbursement is via secure electronic ACH funds transfer to the institution or organization. Institutions who select this option will designate a fiscal officer to receive a secure link in which the appropriate banking information will be entered along with an institutionally identified payment tracking number (e.g., project number, account number) to ensure the funds are properly routed once they are received. Once this information is proved, funds should be transferred in 3 to 5 business days.
- Physical Check: An alternative is via a mailed check to the institution or organization. Institutions that select this option will be mailed a physical check. To ensure that payments are not misrouted, Community-Engaged Alliance will request the name and direct campus mailing address of a fiscal officer, along with an institutionally identified payment tracking number (e.g., project number, account number) to ensure the funds are properly routed once they are received. We will also require email confirmation once payment has been received. Funds can be expected approximately 1 week after they have been mailed.
Additional Terms and Conditions
- Data. Any data and/or results derived from the project shall be the joint property of grantee and Community-Engaged Alliance. Neither party will be required to report or account to the other for its use of data and/or results and each shall be free to use data and/or results for any lawful purpose. The author of the works produced will be credited appropriately.
- Deadlines & Reporting Dates. All submissions will adhere to the deadlines set forth in each Request for Proposal. Failure to adhere to the deadlines and reporting dates will result in loss of funding and cause to repay all awarded funds.
- Grantor Recognition. Any materials (print and/or electronic), marketing and public awareness, and communications (e.g., press release, social media posts, news stories) produced with grant funds must acknowledge Community-Engaged Alliance as a funder of the project and include the Community-Engaged Alliance logo (where possible).
- The brand standards and below logo guidelines and provides parameters for the use of logos, press releases, and social media tags. Failure to include Community-Engaged Alliance on all/any of the referenced outlets will result in a loss of funding.
- Partnership. Institutions/organizations must remain an active member of Community-Engaged Alliance throughout the duration of the funded project. Any institution/organization who leaves the partnership during their funded project terms will forfeit all remaining grant dollars. The institution/organization will be required to return all remaining grant dollars within 30 days of the partnership termination.
- Photographs. Grantees will be required to submit high-quality action photographs with project reports. In order to ensure high-quality photographs, Community-Engaged Alliance recommends coordinating with your institution or organization’s media relations office. These offices can help to ensure quality subject matter and digital usage of images. Any images submitted to Community-Engaged Alliance will be used to promote your specific project as well as the overall work of the organization. Examples of places these images may be shared are media posts, press releases, funding reports, and organizational reports and presentations.
- It is your responsibility to ensure that the images can be used for public dissemination.
- Please refrain from photographing and/or submitting the face of minors or vulnerable individuals without their express written consent or that of a guardian.
- Project & Budget Amendments. Changes to the project scope and service, budget, or duration must be approved, in writing, by the Community-Engaged Alliance prior to the implementation of the requested change. Requests must be made, via email to email@example.com, at least 30 days prior to the end of the project term.
- Budget Adjustment Requests must include a Budget Adjustment Request Letter, on institutional letterhead, providing a brief budget narrative (no more than 300 words) outlining the changes and rationale for the request. This letter must be accompanied by an updated Community-Engaged Alliance Project Fiscal Form.
- Project Extension Requests must include a Project Extension Request Letter, on institutional letterhead, providing a brief project update (approximately 300 words) and rationale for the project extension request.
- Project Scope and Service Requests (e.g., adjusting the deliverables of the funded project) must include a Project Scope Request Letter, on institutional letterhead, providing a brief project update (approximately 300 words), changes to the project scope being requested (no more than 300 words), and rationale for the changes.
- Terms of Service Compliance. In addition to these funding specific terms and conditions, grantees must also agree to Community-Engaged Alliance’s Terms of Service. Failure to do so will result in loss of funding and returning all awarded funds.
- Use of Works Produced, Created, and Submitted. Community-Engaged Alliance reserves the right to use, in part or as a whole, your project’s application, grant report, and works produced as an example of successfully funded projects. Works may be posted on the CEA website, in other print/electronic materials, and CEA resource repository. The author(s) of the works will be credited appropriately.
Branding & Logo Usage
All institutions, organizations and individuals who receive funding from, member and or collaborate, and participate in Community-Engaged Alliance events, programming, and/or opportunities agree to abide by the Community-Engaged Alliance branding and logo usage guide:
Brand Standards. The brand standards for Community-Engaged Alliance are available to download. These standards include logo usage, colors, fonts and more.
Logo. The Community-Engaged Alliance logo must be used on any and all printed and/or electronic materials (e.g., flyers, electronic invitations, event handouts, t-shirts, event registrations) that result from a Community-Engaged Alliance sponsored project.
- The logo may not be altered in any manner.
- You can download the Community-Engaged Alliance logo here. The logo is available in formats other than .jpeg, including a transparent version. To request another format, contact Community-Engaged Alliance at firstname.lastname@example.org.
All media releases promoting a Community-Engaged Alliance event, program, project, and/or opportunity must include information the boilerplate below:
About Community-Engaged Alliance
As a 501(c)(3) nonprofit, Community-Engaged Alliance is dedicated to advancing the field of community engagement through education, support, and collaboration with with their members and additional partners in higher education. Through funding, professional development, and collaboration opportunities, Community-Engaged Alliance supports capacity and enables students to graduate with the knowledge and skills necessary to create positive social change. Visit www.communityengagedalliance.org for more information.
- Funded Projects & Programs. All media releases on funded projects and programs must credit Community-Engaged Alliance as the funder, include the boilerplate above, and must be sent to Community-Engaged Alliance for approval prior to publishing.
- Approval Process. Media Releases needing approval are to be emailed to email@example.com a minimum of 5 business days prior to release.
- Request for Quotes & Endorsements. Those seeking a quote and/or endorsement from a Community-Engaged Alliance staff member should submit a written request to firstname.lastname@example.org a minimum of 5 days prior to its use.
- Notice of Release. Community-Engaged Alliance is to receive notice of all media releases promoting a Community-Engaged Alliance event, program, project, and/or opportunity. This should be done in writing via email to email@example.com.
Photographs. In order to ensure high-quality photographs, Community-Engaged Alliance recommends coordinating with your institution or organization’s media relations office. These offices can help to ensure quality subject matter and digital usage of images. Any images submitted to Community-Engaged Alliance will be used to promote your specific project as well as the overall work of the organization. Examples of places these images may be shared are media posts, press releases, funding reports, and organizational reports and presentations.
- It is your responsibility to ensure that the images can be used for public dissemination.
Social Media Use. Community-Engaged Alliance encourages you may use social media to promote your funded program, project and/or event. Community-Engaged Alliance should be tagged in all related posts as follows:
- Facebook – @Community-Engaged Alliance
- LinkedIn – @Community-Engaged Alliance