OSU Extension
Ohio 4-H Youth Development

Grant Applications

To apply for a grant from the Ohio 4-H Foundation, please fill out the application and appropriate forms below.  

The deadline for the 2009 grant cycle is 5:00 pm on November 19, 2008.  This deadline applies to all 4-H Foundation grants, including Sauder grants.

Grant Impact

For 2008 Grant Recipients, please fill out the Grant Impact Report below.

Frequently Asked Questions

This section addresses some of the questions posed during the 2006 grant cycle.
It is in no way complete and I strongly recommend reviewing the websites for the
Extension Business Office and Human Resources. Nothing in the 4-H
Foundation information should differ or contradict the Business Office; this is only
an attempt to clarify areas of specific concern for grant reimbursements.

  • All grants are for the specific calendar year.
  • Extensions are rare.
  • Impact reports are due 60 days after the completion of the project.
  • Grant accounts run in the negative until the completion of the
    project, impact report submission, receipt and approval of all
    expenses, and the transfer of funds are authorized. Generally fund
    transfers happen during the first quarter of the following year


Proper Coding of Request for Payment Form is Essential!

  • If the Payee for the request is not an employee, the social security number
    must be provided and an AP Compliance form must be attached if this is
    the first payment this individual has requested.
  • Description of the Payment should include more than just the title of the
    grant. Please provide a brief description of the project.
  • When completing your request for payment, it is very important to include
    the Org. number, Fund number, Project number and UserDefined for your
    grant. In addition, the account numbers must be specific to each item.
    More than one item expense can be on a form and additional pages are
    permitted. Coding purchases as “educational materials” will not be
    accepted for all purchases.
  • Any food purchases which are consumed as well as lunches,
    snacks, dinners, etc. much be accompanied by a list of the
    individuals who were served. If this is problem, an explanation should
    be provided.
  • Original receipts must be included with your request. If there is an invoice,
    proof of payment must be included: copy of a check, credit card receipt,
    etc.

Which forms are required and when?

The Extension Business Office and the Extension Human Resources
department have Web sites that can provide you with a list of forms.

There area variety of forms, review the business office website. Non-
Personnel questions can be directed to your Business Office Representative.
Most forms are required prior to event occurrence. Please plan ahead.

Miscellaneous Questions


What are the most common problems that delay processing a form sent
to the Business Office?
Missing or incomplete information is the number one problem. Be sure to fill
out your form correctly and completely including: organization number, fund
number and account number. Attach required documentation and make sure
the appropriate person signs the form.


Can I sign contracts/agreements on behalf of OSU?
No, the authority to sign on behalf of OSU rests with the Vice President for
Business & Administration and with the Director of Purchasing. Employees
who sign contracts assume personal liability for complying with contract
terms.


Do I have to fill out the address and phone information on every form I
send to the business office?
Yes. (Here's a tip - create a label that includes the office name, contact
person, address, and telephone number)


If the Purchasing Card is not accepted at a store, can a charge account
be set up and paid from the local checking account, and then sent in for
reimbursement on request for payment at month end?
No, individual has the authority to set up a charge account on behalf of the
University. If the store does not accept Purchasing Cards, a purchase order
should be established with the vendor. If the vendor states they do not accept
purchase orders, call your Business Office Representative for assistance.


How do I add funds or change a purchase order?
Complete a requisition, form 1303, describing the change; be sure to include
the vendor’s name and reference the purchase order number. Remember that
the effective dates of a blanket purchase order should not be changed or
extended; we'll need to issue a new purchase order. Blanket purchase orders
should be reissued or renewed yearly.

PCard

Copies of pcard purchases for grants should be copied to:

Erin Wingfield, 4-H Foundation                                                                          Nationwide & Ohio Farm Bureau 4-H Center                                                       2201 Fred Taylor Dr.                                                                          Columbus, OH 43210

If pcard expenses are not copied to the 4-H Foundation, fund transfers may
be delayed.

Impact Reports

  • Impact reports provide a summary of the grant and what was
    accomplished. The reports should tell who, what, where, why and
    how of the project and provide details of the outcomes. Photos are
    highly encouraged. The amount spent on the grant that is reported
    on the Impact Report should agree with the amount reimbursed
    through accounting. Discrepancies between these numbers will
    hold up the transfer of funds.
  • Impact Reports are due 60 days following the completion of
    the grant project.