Grants

FREQUENTLY ASKED QUESTIONS – STATE OHV FISCAL INCENTIVE GRANT (FIG)

Click on the section links below to find answers to frequently asked questions associated with our Quarterly State OHV Grant. If you don’t see the answer to your question, please contact the State OHV Grant Administrator through our Contact Us sidebar.

Applying For a Grant

The Grant Review Process

After A Grant Has Been Awarded, (Or Not)

Closeout Documents & Questions

Other Questions


Applying For a Grant

What grant falls under State OHV Grants?

We currently offer one state OHV grant opportunity. A Quarterly Fiscal Incentive Grant, which is usually referenced as FIG.

As of 1/16/21, the Division of Recreation Off-Highway Vehicle Program no longer offers an Annual Fiscal Incentive Grant. The Annual FIG has been diminished and merged into a Quarterly grant instead.

Who qualifies?

State OHV grants may be submitted by any

  • Federal Agencies
  • State Agencies
  • Political Subdivisions of the State
  • Off-highway vehicle (OHV) organizations incorporated as a nonprofit corporation in the state under Title 16, Chapter 6a (Utah Revised Nonprofit Corporation Act), for the purpose of promoting the interests of OHV recreation.

What qualifies?

State OHV grants can fund a wide range of projects as long as they benefit OHV recreation.

1.  All state OHV funds may be spent on the construction, improvement, operation, acquisition, or maintenance of publicly owned or administered OHV facilities (including infrastructure). This trail work may include the development and rehabilitation of trailside and trailhead facilities, the purchase and lease of trail construction and maintenance equipment, the acquisition of property for trails/trailheads, and the assessment of trail conditions for accessibility and maintenance.

2.  Funds may be spent on access protection, such as the participation in federal travel planning processes by OHV organizations, the State of Utah, and its subsidiaries. Please understand that this is not access AND protection.

3.  Funds may be spent on search and rescue (SAR), which includes the goods and services that SAR teams need for an effective response to OHV-related incidents.

4.  Funds may be spent on tourism, such as the promotion and administration of OHV related events and/or facilities.

5.  Funds may be spent on education, such as the development and dissemination of publications, as well as the operation of educational programs that promote safety, courtesy, and resource conservation related to OHV trails (including non-law enforcement trail safety and trail-use monitoring patrol programs).

6.  Funds may be spent on other uses that further OHV policy directly related under Title 41, Chapter 22, Section 1: “It is the policy of this state to promote safety and protection for persons, property, and the environment connected with the use, operation, and equipment of off-highway vehicles, to promote uniformity of laws, to adopt and pursue a safety education program, and to develop trails and other facilities for the use of these vehicles.”

What is the duration grants are open for?

Applications are open 1.5 months (45 days) in advance of the closing date. When applying, applicants must use the proper application for said Quarter/Fiscal Year.

  • January: Opens December 1st and closes January 15th
  • April: Opens March 1st and closes April 15th
  • July: Opens June 1st and closes July 15th
  • October: Opens September 1st and closes October 15th

All State OHV Grants must either be emailed, hand-delivered, or time stamped and in the mail by 5 p.m. Late applications will not be accepted.

Please submit State OHV Grant applications electronically to racheltoker@utah.gov or by mail:

Rachel Toker
Utah Division of Recreation
PO Box 146001
Salt Lake City, UT  84114-6001 

How much can we request?

The Quarterly FIG currently has no limit, but proposals tend to range from $20-100k.

Do you require a 50/50 match like the Recreation Trails Program (RTP) grant does?

We do not require a 50/50 match. We do require that an applicant does contribute some funding towards the grant proposal (up to a 50% match of the total project cost). Applications that offer a higher match will be more competitive.

Can an individual apply?

No. We award grants to eligible nonprofit 501(c)(3) organizations, organizations using a nonprofit fiscal agent, and municipal or government agencies only.

My organization is part of a statewide or national organization. Can we still apply?

Yes, you can. Off-highway vehicle (OHV) organizations incorporated as a nonprofit corporation in the state under Title 16, Chapter 6a (Utah Revised Nonprofit Corporation Act) for the purpose of promoting the interests of OHV recreation are allowed to apply.

I am part of a non-profit, but am not incorporated in Utah. Can we apply?

Unfortunately, no, if you are a non-profit, you MUST be incorporated in Utah. We request proof of land-management agency permission, nonprofit status (proof that your organization was incorporated as a nonprofit corporation and is currently registered), most recent bylaws, approved board meeting minutes for which funding is supported and supporting financial documentation. 

Note: Please include these documents even if your organization has received state funds in the past.          

We are a volunteer organization operating under the town. Is a town eligible to apply for a grant?

Yes, they are a subsidiary of the state.

Why do you require a substitute project manager?

We require a substitute or secondary project manager for a number of reasons: in case OHV staff is unable to contact the primary project manager, the primary manager leaves the organization, unforeseen circumstances arise, etc.

Who can sign as a substitute project manager?

The substitute project manager should be an individual from the applying organization who has the authority to sign and is aware of the project. They must also be willing to take over and complete the project should the primary be unable to.

What if my grant falls under multiple categories?

Please choose the category that you believe will best fit your project. We have limited funding for certain categories and this may cause us to decline funding depending on our budget. Checking multiple categories does NOT make an application more competitive, and most projects fit predominantly into a single category.

What if I applied for another grant outside of the Division, can I show that as a match?

Yes, you may. Please include this information in your proposal and detail how you intend to fund the application if you do not receive funding for the other grant(s) outside the Division.

What if my project is related to OHV and non-motorized recreation, can I still apply?

Yes, you can still apply. However, whatever percentage or amount of the project is not related to OHVs must be funded by the project sponsor. Funding for this grant comes from OHV registration dollars and therefore cannot fund any non-motorized projects or items.

 My application pertains solely to snowmobiles, can I still apply?

Unfortunately, no. The funding for this grant was allowed through House Bill 143 in the 2018 General Session and solely comes from the increased cost of Utah OHV registrations. Utah snowmobile registration fees were not included in this bill, therefore, FIG funding cannot be utilized for snowmobile-related projects.

What qualifies as a valid match?

A match can be any of the following: in-kind donations of donated cash, materials, supplies, volunteer hours, donated equipment, or donated supplies. You may also match with other grant money outside of the OHV Program. More information can be found under the Closeout section.


The Grant Review Process

Do you have a grant timeline?

Yes, we do! Click here to view our timeline. This timeline shows pre and post-award items.

Who decides which grant applications to fund?

Submitted applications will be reviewed and evaluated by Utah’s Off-Highway Vehicle Advisory Council (OHVAC), which consists of a committee of appointed volunteers across the state of Utah. Once the Council has reviewed the applications, their recommendations will be vetted through the Outdoor Adventure Commission for final review before awarding applicants.

The OHV Program’s staff supports the work of the committee but does have the ability to recommend projects that were not recommended by the OHV Advisory Council.     

What is the review process like? Are applications rated on a scale?

No, applicants are rated on a ‘Yes’ or ‘No’ basis. The OHV Advisory Council scores each applicant individually before the OHV Advisory Council meeting then reviews them together, and scores. If the majority vote in favor, the application is recommended.

Please review the Evaluation Sheet on the State OHV FIG page for a better understanding of what the OHV Advisory Council is looking for when reviewing applications.

I have applied for a grant, when will a decision be made about the grant recipient(s)? When would funding start?

Generally, the OHV Advisory Council will review applications by the end of the month of each grant deadline. Notification will go out 6-8 weeks after the grant closing date. This may vary depending on the time of year. Funding will begin once a Fiscal Assistance Agreement (contract) is in place with the Utah Division of Recreation.

How will I be contacted to find out if I received funding for my grant?

We will primarily utilize email to communicate with all applicants. Be sure to check email regularly, including spam folders. Email updates to all applicants will generally come from racheltoker@utah.gov.

Please be responsive throughout every step of the grant process, even after your organization has received funding.

Why does it take so long to make a decision and award grants?

We recognize that it can be difficult to wait a long time to get a response about grant proposals that have been submitted and have streamlined parts of our review process. We are committed to having a transparent process, and always let grant seekers know the timeline and expected announcement dates. Our State OHV Grant review process can take 2 weeks to a month from submission to decision. In some cases, another month is required to confirm the budget and outcomes for an approved project.


After A Grant Has Been Awarded, (Or Not)

Our organization was awarded a grant, what are the next steps?

Once a grant has been recommended by the OHV Advisory Council, it is presented before the Outdoor Adventure Commission for final review and approval. Fiscal Assistance Agreements (contracts) will then be emailed to the Project Manager 1-3 business days after the Outdoor Adventure Commission meets. After the contract has been signed by the Project Manager, the Division Director signs off on the grant and they are sent to finance and assigned a contract number.

When an official contract is in place, grant work can commence. Our OHV staff will contact you with more information on how to proceed.

Grant recipients can request partial payment (75%) before the completion of the project and request the remaining funds once the project is complete. Or they can request a final and only reimbursement once the project is complete.

Please be responsive throughout every step of the grant process, even after your organization has received funding.

What if we began work before a contract was put in place between the Division and the applicant?

No project work or associated items can begin until a Fiscal Assistance Agreement (contract)  is in place with the Utah Division of Recreation. Funds already spent toward the project prior to a grant award cannot count as a match, and cannot be paid from grant funds.

Our grant request was denied last quarter, why?

Please remember that it is discouraging to have to say “no” to good people doing important work. Applications are usually not turned down because they are “bad” applications. Occasionally, an application will be missing required material, please double-check your application and make sure to include all of the items on the application checklist.

Some applications fall outside the bounds of our guidelines and the Council will find itself unable to help, (please read the guidelines carefully before you invest the time and energy in making an application). Generally, it is the case of the competition being very tough. It is a quarterly occurrence to receive far more in requests than our grant budget allows us to provide in grants.

Is feedback available for declined proposals?

Yes! We will notify you if your proposal was declined. Our State OHV Grant Administrator is more than willing to work with you and explain the reasoning for the declined proposal.

If I was denied previously, can I submit the same application again?

Yes, you can. If you have questions as to why your application was denied, please reach out to the Division’s State OHV Grant Administrator. If you re-submit the application without changes, the Council may not recommend it. 

If an organization applies, and is declined, will that hurt its chances of receiving funds in the future?

No. Each year there are many organizations the OHV Advisory Council is not able to fund. Some organizations do successfully receive a grant after having been initially declined. If your organization is declined, you may wish to contact our State OHV Grant Administrator before submitting a new proposal to determine if your request fits within the application’s criteria.


Closeout Documents & Questions

What closeout documents do I need/do you provide?

Once an official contract is in place, our State OHV Grant Administrator will contact you with more information on how to proceed. A closeout packet will also be provided and can be downloaded below.

Maintaining sound financial records and transaction documentation is critical for ensuring that the correct information is reported to the Division of Recreation Off-Highway Vehicle Program. The organization is not required to use the provided closeout documents, they are examples of what the OHV Program requires for accurate records; you may alter/create them as the organization sees fit.

All grant funds AND match funds must be spent on the scope of work as defined in your budget.

  1. Closeout Packet #’s 2-9 Combined
  2. Closeout Instructions
  3. Timeline
  4. Closeout Overview – Fillable
  5. Reimbursement Request Form – Fillable
  6. Timesheet for Volunteers – Printable
  7. Timesheet for Employees – Printable
  8. Budget Sheet – Printable
  9. Equipment Cost List

#4-8 in Excel Instead of PDF – All required upon closeout (#6 & 7 subject to circumstances).

What does each cost category mean on the Billing Statement (#4)?

1. In-Kind Match

In-kind professional services, services performed by volunteers, or in-kind donations of materials, must be documented — especially if they are part of the match. The use of donations must be a necessary part of the project proposal and occur during the project period (more info in the next question).

Personnel Costs: The time of your organization’s full-time staff that is directly related to the approved project scope may be reported as a match but is NOT a reimbursable cost. The reportable amount is the employee’s regular hourly rate of pay, excluding taxes, benefits, and overtime.

Volunteers: If community volunteer services are donated to your project, record it appropriately using a sign-in sheet. – Standard est. Volunteer Rate in Utah is $28.54 per hour.

2. Material & Supplies

Includes consumable items (e.g. lumber, tools, safety equipment, surface materials, trail signage, equipment lease or rentals, etc.) required for the project.

3. Real Property

Includes the lease or purchase of land, structures (including modular units affixed to the real property), and appurtenances. It does not include moveable machinery and equipment.

4. Miscellaneous Costs

This includes, but is not limited to: equipment repairs, travel, publication costs, training, consultant fees, or other anticipated direct project charges not included in other budget categories.

What is the eligibility and value of donations?

The use of donations as part of the entire sponsor’s match should be indicated in the project’s scope of work. Donations are volunteer labor, equipment, materials, or real property by sources independent of the project sponsor. Use of the project sponsor’s own employees, equipment, materials, or real property does not constitute a donation.

The value of donations charged to the project should be determined as follows:

LABOR – The value of labor donations is the hourly wage rate of the project sponsor’s own employees. The rate which may be charged for skilled workers, working in their trade, is the actual wage these workers are normally paid for their labor. In both cases, only base wage rates are allowable, exclusive of any fringe benefits. Accurate time records must be maintained on a daily basis. Lump-sum hours for more than one day can not be accepted. Timesheets should include the date, hours worked, occupation, type of work performed, worker’s signature, and supervisor’s signature. Timesheets are available in the closeout packet and upon request from the Division of Recreation.

EQUIPMENT – Rates for donated equipment used on the project may not exceed the equipment’s fair rental rate. Hourly rates may be based on, the current Equipment Cost List (provided above), Utah Department of Transportation Equipment Codes, Classes, Rental Rates, or a rental rate guide book that provides regional average rates for construction equipment. Timesheets are also available and are filled out in the same manner as for donated labor.

MATERIAL – The allowable amounts charged for donations of materials may not exceed market value. This is defined as the amount these materials would be sold for in the area at the time of the donation. Documentation should include a signed statement from the donor describing the donations and their market value. An independent statement of market value given by a dealer or vendor may also be required.

REAL PROPERTY – May only be used as a donation on projects identified in the application as a land acquisition with a commitment of a land donation. The value of the donated real property is based upon an approved appraisal prepared by a qualified appraiser. In order for a donation of real property to be eligible as a match for grant assistance, the project sponsor may not accept the title prior to the approval of the project agreement.

Where can I find my grant’s agreement number?

You can find the grant’s agreement number on the top of the first page of the Fiscal Assistance Agreement. Utah’s Finance Department assigns this number and the Division uses it to track and make payments towards the grant.

What is a vendor number and where can I find it?

A vendor number is how the Division distinguishes one organization from another. If the organization does not have an established vendor number, the Division will request a W-9.

What is my billing period?

The billing period start date is the date found on the first page of the Fiscal Assistance Agreement. The billing period end date is the last day your organization worked on the project.

What if we come in under budget?

If an organization’s project total is under budget, the agreed-upon % match will still need to be met. The grant recipient’s % match is found on the Fiscal Incentive Agreement.

Example: If a grant’s approved budget is for $1,000.00, with a 50% match but the total cost comes to $500.00, 50% of $500.00 would be required as a match ($250).

If the organization requests 75% of funding upfront but then comes in under budget, the organization is required to return part of a partial payment if the total project cost is less than the partial payment.

What is a remaining reimbursement and how do we get it?

This is the amount of funding requested upon closeout. If the organization received a partial payment (75% of the total FIG funding), ≤ 25% of the remaining funding can be requested. It might be <25% if the project comes in under budget.

If the organization does not spend the full FIG funding, they will not receive the full reimbursement; even if they exceed the agreed-upon match.

Please fill out all of the required documents upon closeout to receive the remaining or full reimbursement of funds.

What if we cannot complete the project by the deadline, can we get an extension?

Yes, we do allow modifications on grant timelines. In order to do this, you will need to contact State OHV Grant Administrator, Rachel Toker, for further steps. All modification requests must be vetted through the Division Director.

What if we need to modify our budget or scope of work?

Please contact State OHV Grant Administrator, Rachel Toker. If an organization wants to modify its budget, it must submit an updated budget and a formal request on letterhead. Further steps will then be taken.

A modified scope of work must be reviewed and approved by the OHV Advisory Council. A formal request on letterhead must be submitted in addition to an updated budget sheet (if applicable). Once approved by the Council, further steps will be taken.

All modification requests must be vetted through the Division Director.


Other Questions

Where does the funding come from?

HB143 in the 2018 General Session, takes OHV registration fees (does not affect snowmobile registration fees). These fees cannot exceed $35.00 for an OHV and no more than $72.00 for Street-Legal ATVs This went into effect on January 1, 2019.

With this influx of additional money to the Program’s restricted fund, the Board of Utah State Parks & Recreation approved a new grant program that may be utilized throughout Utah.

Can I change my application after it has been submitted?

Yes, as long as the changes are submitted before the application’s closing date/time.

Is there a specific time of day when applications are due?

Yes, all applications are due no later than 5:00 p.m. Exceptions will not be made for late applications.

I am waiting on 1-2 letters of support, can those be submitted after the deadline?

Yes, we allow letters of support to be submitted up to one week after the closing date of the application. The deadlines for late letters of support must be submitted no later than 5 p.m. on the 22nd of the said quarter.

Please let OHV staff know if more letters of support are coming.

May I submit an application late?

No, we will not accept applications submitted after the deadline. If you miss the deadline you are encouraged to apply for the next grant cycle.

Applications are open for 45 days.

  • January: Closes January 15th
  • April: Closes April 15th
  • July: Closes July 15th
  • October: Closes October 15th

How/where can I submit my application?

You may submit them electronically to racheltoker@utah.gov, otherwise, they may be delivered by hand or mailed to:

Rachel Toker
Utah Division of Recreation
PO Box 146001
Salt Lake City, UT  84114-6001

Please note that if you mail your application close to the deadline, it MUST be time-stamped prior to 5 p.m.

I have a question on how to fill out the application, who can I contact?

Please contact our State OHV Grant Administrator, racheltoker@utah.gov. Please understand that we will only suggest alterations and we will not write the application for you. Please do your research before reaching out to us.

Can I use an old application from a different quarter?

No, the State OHV Fiscal Incentive Grant application is updated after every quarter. Please use the most up-to-date version of the application when applying.

What are your funding priorities?

State OHV funds may be spent on the construction, improvement, operation, acquisition, or maintenance of publicly-owned or administered OHV facilities (including infrastructure). This trail work may include the development and rehabilitation of trailside and trailhead facilities, the purchase and lease of trail construction and maintenance equipment, the acquisition of property for trails/trailheads, and the assessment of trail conditions for accessibility and maintenance.

Title 41, Chapter 22, Section 1: “It is the policy of this state to promote safety and protection for persons, property, and the environment connected with the use, operation, and equipment of off-highway vehicles, to promote uniformity of laws, to adopt and pursue a safety education program, and to develop trails and other facilities for the use of these vehicles.”

What is the difference between letters of commitment and letters of support?

A letter of commitment (a formal binding agreement between a lender and a borrower) should come from funding sources.

Letters of support demonstrate the credibility of the applicant and are an outside testimonial that backs up an applicant’s claim.

Our operating budget is extremely large, do you want us to submit all of it or just the portion that relates to our application?

Please show your match for the portion that relates to the application. If you include the entire budget as your match, you will need to send all of the information to us when your grant is being closed out.

Will the fact that my organization has received many years of funding from the OHV Program be a favorable factor in this competitive environment?

Not necessarily. Some organizations have received support for many years because of the unique nature of their direct services in the community. If the OHV Advisory Council believes it is important to ensure that this work is continued, a new grant may be looked upon favorably. The OHV Advisory Council will consider past performance when evaluating a new request, regardless of whether or not the organization has been previously funded.

Can my organization apply for a new grant if a current grant is already underway? 

Yes, you may apply even if you have a current grant underway. The OHV Advisory Council will consider open grants when recommending applications. If an organization applies for multiple grants but has a history with incomplete grants or funds not being utilized before their deadline, this may influence the Council’s decision to recommend the application. 

Can I apply for more than one grant? Or multiple Division of Recreation grants?

Yes! You can apply for multiple grants; there is no limit. The application does have a section that asks for a history of grant submissions with the Division, please keep that in mind when applying.

How can I increase my organization’s chances of being funded?

You should ensure that your organization meets the application criteria, follows guidelines, submits a complete application, and is responsive throughout the review process. Even if your organization is eligible and responsive, the OHV Program cannot guarantee that a grant will be funded.

Can I submit my application before the closing date for review?

Yes, you can! Our State OHV Grant Administrator, racheltoker@utah.gov is willing to review applications no later than 5 p.m. one week before the closing date. Applications are due on the 15th of the following months; July, October, January, and April.

Please make sure to not sign the fillable application when submitting it for review. Once the application is signed, changes cannot be made to a fillable PDF.