Instructions
Eligible Expenses
Only the payrolls of regular full-time and part-time employees are eligible for reimbursement. Stipends are not considered reimbursable.
Paid staff personnel from the program who are actively engaged in the receipt or distribution of food. Administrative staff are not eligible for reimbursement.
Submission Requirements
- Time Sheets
- Pay Advice / Check
- Employee name, rate of pay, and hours worked.
Eligible Period
The grant period is from July 1, 2025, to June 30, 2026. However, all awards must be documented by May 31, 2026, to meet NYS reimbursement requirements. It is likely your organization won't be able to include some of May and all of June 2026 expenses; please plan accordingly.
Reimbursement
Agencies can expect reimbursement to be made within ten (10) business days of submitting a completed grant claim form. If the grant claim form does not meet NYS's accepted accounting standards, or if the form is incomplete, it will not be reimbursed within that ten-day window, and you may have to supply additional information.
Staff Portion of Time
The staff portion of time refers to the percentage of time the employee spends on activities such as receiving and distributing food. Administrative activities, fundraising, or other non-food distribution-related hours are not eligible for compensation.
Hours Worked
For the hours worked portion, please include all hours during that period, even if the employee is 100%. The form is designed to do the calculations automatically. For salaried employees, please enter the work hours as specified in their job description.
Do not include paid time off, holiday pay, or reimbursement pay in the calculations. If paid time off or holiday pay is included in the pay advice, please subtract it from the "Gross Pay" column.
Example:
Sally works at the community center for 40 hours each week. During this time, the food pantry is open for 6 hours, and Sally spends an additional 3 hours unloading the truck and stocking shelves. Her work effort allocated to the program is 22.5% (represented as 0.225). With her hourly rate set at $21.00, her gross earnings for the week are calculated as 40 hours multiplied by $21.00, totaling $840. By multiplying $840 by 0.225, Sally's organization is eligible for reimbursement of $189.00.