Maritime Grant Reporting
If you’ve received a grant from the Massachusetts Historical Commission, Congratulations! MHC is looking forward to working with you and supporting your project to the end.
MHC Contact Information
The Massachusetts Historical Commission, Grants Division can be reached via email at MHCmaritimegrants@sec.state.ma.us or via USPS mail at 220 Morrissey Blvd., Boston, MA 02125.
Maritime Grant Agreement
All Grantees should be familiar with the MHC Maritime Heritage Education Subgrant Program grant agreement. The maritime grant agreement outlines all of the grant's requirements and contains all of the information you need to successfully manage your grant. Your grant agreement is also a legal document and you're required to comply with its terms and conditions. Grantees should meet all the requirements and conditions outlined in their grant agreement.
Maritime Grant Reporting
The objective of your grant reporting is to provide information to the MHC about measurable accomplishments under your grant agreement. In addition to periodic financial and progress reports required by the National Maritime Heritage Grant Program, you may also have additional requirements such as draft work products, draft architectural plans and specifications, and other specific items. Your grant agreement will outline these reporting requirements.
To assist Grantees in complying with the terms and conditions of the MHC Maritime Heritage Education Subgrant Program, Grantees will use standard forms, worksheets, and optional templates to gather data on grant-supported activities.
The Interim Progress Worksheet
An Interim Progress Worksheet is the semi-annual report and must be submitted for each subgrant project the Grantee received. Interim Progress Worksheets are utilized for semi-annual reporting and are due every six months throughout the life of the grant (generally December and June). Failure to submit timely and acceptable progress reports places a grantee in non-compliance with the terms and conditions of the Grant Agreement and can result in withholding, suspension, or termination of the grant award. The Interim Progress Worksheet provides project updates and details on how the project is progressing along with the review of reimbursable expenses.
Grantees must complete and submit semi-annual report requirements as follows:
- Two (2) Interim Progress Worksheet (generally required in December & June); a third semi-annual Interim Progress Worksheet may be required depending on the length of the agreed upon project period
- A completed SF-425 Federal Financial Report
The Project Completion Report (Attachment C and Exhibits A-L)
The Project Completion Report (Attachment C along with Exhibits A-L) is the final report of the maritime grant project and allows the MHC to evaluate the project and to verify that expenses incurred in the project are allowable, necessary and reasonable. Proof of payment for all project expenditures must be submitted. The final reimbursement check cannot be disbursed until all reporting and reimbursement requirements have been submitted, reviewed and approved by the MHC. Reimbursement for the project will be facilitated upon the completion report being organized properly and contains all the necessary information.
Grantees must complete and submit final report requirements as follows:
- The Project Completion Report (Attachment C), Final Project Grant Worksheet, and forms and worksheets (Exhibits A-L)
- A completed SF-425 Federal Financial Report and back-up documentation.
Forms, Worksheets, Templates for MHC Maritime Heritage Education Subgrant Program for Maritime Grantees Documents needed to manage MHC Maritime Heritage Education Subgrant Program’s semi-annual/annual reporting requirements can be located in the table below. Please Note: All forms are to be submitted to MHC Grants Division for completion of Attachment C (The Project Completion Report (CR) along with its Exhibits.)
| Category | Name | Document Type | Use of Form | Additional Instructions |
|---|---|---|---|---|
| Attachment C | Final Project | Worksheet | Submit with Final Project Worksheet with Exhibit A2-L | Final Completion Report |
| Exhibit A1 | Interim Progress Worksheet | Worksheet | Submit 2x/year during life of grant | Up-to-date evaluation of project |
| Exhibit A2 | Final Project Worksheet | Worksheet | Submit with Final Completion Report (CR) | End of project report |
| Exhibit B-1 | SF-424 | Standard Form Reporting | Submit with Interim & Final Project Worksheet | Interim/Final report |
| Exhibit B-2 | SF-425 | Standard Form Reporting | Submit with Interim & Final Project Worksheet | Interim/Final report |
| Exhibit B-3 | SF-428 | Standard Form Reporting | Submit with Interim & Final Project Worksheet | Interim/Final report |
| Exhibit D | Personnel Services Timesheet | Worksheet | Reimbursement | Reimbursement |
| Exhibit E | Donated Labor | Worksheet | Reimbursement | Reimbursement |
| Exhibit F | Donated Materials | Worksheet | Reimbursement | Reimbursement |
| Exhibit G | Donated Equipment | Worksheet | Reimbursement | Reimbursement |
| Exhibit H | Photographic Documentation | Worksheet | Final completion report | End of project report |
| Exhibit I #1 | Assurance | Worksheet | Final completion report | End of project report |
| Exhibit J | Competitive Negotiation | Worksheet | Reimbursement | Reimbursement |
| Exhibit K | Procurement Process | Worksheet | Reimbursement | Reimbursement |
| Exhibit L | Acknowledgement and Disclaimer Requirements | Guidelines | Reimbursement | Reimbursement |
| Budget | Master Financial Checklist (upon request) | Worksheet | Reimbursement | Reimbursement |
| Request for Reimbursement | Request for Maritime Matching Funds Reimbursement Form | Worksheet | Reimbursement | Reimbursement |
Request for Matching Funds
In order to Request for Maritime Matching Funds, each maritime project has a dedicated master financial checklist (.xlsx) created for the tracking of all expenditures in each cost category. This financial checklist should be completed and submitted along with the following in order to request matching reimbursement funds.
- Dedicated master financial checklist (.xlsx)
- Copies of cancelled checks, receipts and personnel timesheets with payroll
- Complete donated labor, material and equipment forms
- Request for Maritime Matching Funds Reimbursement Form (please see above chart for form access)