Reimbursement and Subcontracting Guidance


Outdoor Heritage Fund (OHF) and Environmental and Natural Resources Trust Fund (ENRTF) pass-through grants are reimbursement based. The grantee must pay for project expenses prior to seeking reimbursement. Eligible expenses are then reimbursed under the terms of the agreement with the State of Minnesota.

The grant agreement and current Reimbursement Manual outline the reimbursement procedure in detail. Reimbursement forms and the current Reimbursement Manual can be found on the Pass-Through Grants Forms page.

Travel Reimbursement and Documentation Guide

Travel must be included in the approved work/accomplishment plan and budget in order to be eligible for reimbursement. Travel and meal reimbursements using state funds must follow the policy of the Minnesota Department of Administration known as the "Commissioners Plan." This guide will help grantees follow state policy so that the travel expenses that related to their OHF and ENRTF projects are reimbursable.


Vendors and Subcontractors

Subcontractors include other organizations and/or businesses that perform services identified in the work/accomplishment plan. Vendors provide supplies or materials to the project. Both must be selected based on contracting/purchasing procedures. You can find these procedures in section 9 - Subcontractor, Contracting, and Bidding Requirements and Attachment D - Reimbursement Manual of the grant agreement.

Transparency, fiscal control, and accountability are key reasons why the State requires grantees to be thorough in the solicitation and selection of subcontractors and vendors.

Subcontracts should contain all provisions of the executed grant agreement with the State and the approved accomplishment plan.

Single/Sole Source

The State may waive bidding process requirements when it is determined there is only one legitimate or practical source for such materials or services and that grantee has established a fair and reasonable price. Single and sole source grants or contracts are used when only one entity is reasonably able to meet a grant’s intended purpose and objectives, due to their geographic location, specialized knowledge, relationships or specialized equipment.

To seek a single/sole source waiver, the grantee must complete a Single Source Justification Form, and submit it to the State’s Authorized Representative for signature and approval. If approved, the Grantee must keep the executed copy on file.

Conflict of Interest

Grantees are responsible for maintaining an adequate conflict of interest policy. Throughout the term of their grant agreement, Grantees shall monitor and report any actual, potential, or perceived conflicts of interest to the State's Authorized Representative. Please note that even though a grantee may not have a conflict of interest at the time the grant was executed, the grantee should always address whether or not a perceived conflict of interest exists on all subcontracts and single/sole source contracts. Signing Attachment C of the grant agreement certifies that the grantee will maintain an adequate Conflict of Interest Policy throughout the term of the grant agreement.

Prevailing Wage

For projects that include construction work of $25,000 or more, prevailing wage rules apply per Minnesota Statue 177.41 through 177.44. Prevailing wage is the minimum hourly wage employers must pay certain workers who work on state-funded construction projects or others projects covered by the law. It applies to construction work that could include building, restoration, and enhancement projects. The work being done is the main factor for determining if a project is subject to prevailing wage.

For more information, including how to determine if prevailing wage applies to your project and what is required if it does, please see the Prevailing Wage Fact Sheet . For general prevailing wage information, please visit the Department of Labor and Industry's website.

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