Eligible Expenses

All expenses must be incurred and paid between
March 1 and November 16.


Applicants will only be able to submit ONE reimbursement request.
All documentation is due November 16.


Salaries

Eligible
  • Salaries paid beyond planned/regular payroll, for the delivery of services over and above pre-COVID levels to meet increased demand for services or replace lost volunteers (due to COVID)


  • Additional salaries paid in excess of normal hours for COVID sanitation; hazard pay; unemployment insurance costs related to the pandemic if those costs are not reimbursed by the federal government


  • Salaries to retain employees who DID NOT WORK during required closures or reduced hours



Ineligible
  • Expenses reimbursed by other state, federal, or local grants not eligible

  • Salaries that were already planned for in the organization budget, except in the case of closure or reduced hours when employees did not work

  • Bonuses


Direct Assistance

Eligible
  • Direct assistance to at-risk individuals was provided over and above corresponding periods in 2019

  • Direct assistance provided, when prior to COVID-19, the organization did not provide direct assistance, but began in response to community/client needs

  • Direct assistance may include rent, mortgage, utility, or basic needs assistance for individuals impacted by COVID, over and above previous year or pre-COVID levels


Ineligible

Rent payments to public housing authorities are NOT eligible

Supplies

Eligible
  • Supplies needed in excess of pre-COVID levels to meet increased demand for services
  • COVID testing; cleaning supplies; air filters; PPE
  • Food over and above pre-COVID levels


Equipment

Eligible 
  • Equipment necessary to enable social distancing and mitigate the spread of COVID-19
  • Equipment for sanitation
  • Equipment to support contactless services
  • Previously unplanned technology expenses associated with pivoting the delivery of services (i.e. shifting to e-commerce)
  • Equipment or technology required to pivot to virtual fundraising needs resulting from COVID-19 (i.e. website upgrades, virtual fundraising platforms)
  • Technology or equipment needed to facilitate a transition to remote work, if employees did not previously work remotely
  • Equipment and technology for client rentals, so they can receive academic support, telehealth services, etc. 


Ineligible
  • Equipment for diversifying services, when the organization could operate safely under its previous model are not eligible
  • Non-technology related costs associated with virtual fundraising




Facility Reconfiguration

Eligible
  • To enable social distancing and mitigate the spread of COVID-19
  • To expand space in response to state or local occupancy restrictions
  • To meet increased demand for services due to COVID-19


Ineligible
  • Previously planned expansion or renovation not eligible


Other

Eligible
  • Lease costs for additional space to allow for social distancing or increased demand for services
  • Costs associated with food distribution over and above pre-COVID levels
  • Transporation costs associated with increased client demand
Ineligible
  • Revenue replacement is not eligible–including revenue lost from fundraising




Acceptable Documentation

All expenses must have BOTH
Proof of Expense AND Proof of Payment

Proof of Expense

Salaries

Provide paystub or payroll report showing:

1. Business/Organization name

2. Employee name

3. Rate of pay

4. Hours worked

5. Pay period

Please black-out social security numbers except for the last 4 digits.


All Other Categories

Provide receipt or invoice showing:

1. Date

2. Vendor/Store name

3. Eligible expenses

4. Receipt total

5. Method of payment (cash or charge)

Highlight eligible expenses.


Proof of Payment

Pages showing payment for requested items must show:

1. Date of charge

2. Business/organization name

3. Dollar amount of each eligible expense.

Highlight eligible items. Please black-out account number except for the last 4 digits.

For payments by check:

Option 1: Copy of the front of the check AND copy of bank statement



canceled check

credit card or bank statement

Applicant Training Webinars

In case you missed your opportunity to attend the Applicant Training Webinars hosted by the
Missouri Department of Economic Development, you can view the recordings below. 

Nonprofit Relief & Recovery Grant Applicant Q&A – November 13

This is a recording of the Q&A session for applicants hosted November 13. 

Prorated Percent Eligible & Salary Worksheet

This video demonstrates how to fill out the Prorated Percent Eligible calculations for closures or reduced hours as well as the salaries spreadsheet.  

Nonprofit Relief & Recovery Grant Applicant Training – October 27

This training covered the eligible expenses for reimbursement, documentation requirements, online tool navigation, and the timeline for submissions and reimbursement for the Nonprofit Relief & Recovery Grant.

Nonprofit Relief & Recovery Grant Applicant Training – October 28

This training covered the eligible expenses for reimbursement, documentation requirements, online tool navigation, and the timeline for submissions and reimbursement for the Nonprofit Relief & Recovery Grant.

Nonprofit Relief & Recovery Grant Q&A – November 16

This training covered the eligible expenses for reimbursement, documentation requirements, online tool navigation, and the timeline for submissions and reimbursement for the Nonprofit Relief & Recovery Grant.

Frequently Asked Questions

Salaries

No. Salaries can only be reimbursed under the following conditions:

1. New positions created or additional hours (over and above normal) to meet increased demand for services resulting from the COVID-19 pandemic;

2. Additional salaries paid in excess of normal hours (average monthly hours prior to March 1, 2020) for COVID-19 sanitation;

3. Hazard pay (see FAQ #14 concerning hazard pay); and/or,

4. Salaries of workers who, due to the pandemic, did not work during closure or who worked reduced hours but were paid their regular wages.


“Hazard pay” is additional pay for performing hazardous duty or work involving physical hardship that is related to COVID-19.

For example, hazard pay could be covered for a food pantry employee for their time distributing food and other direct assistance in person, but could not be covered for the employee answering pantry phones or packaging food and not interacting in person with the public.

Across-the-board hazard pay for all members of an organization regardless of their duties would not be able to be covered/reimbursable.

Hazard pay does not include bonus or incentive payments used for having a good attendance record. An organization can retroactively pay hazard pay and be reimbursed, as long as the criteria above is met and the expense is incurred and paid by November 16.



You cannot be reimbursed for retroactively paying the employee’s regular pay, even if you were closed or reduced hours.

Hazard pay is the only payroll expense that can can be paid retroactively, if the employee’s work function meets the definition of hazard pay.

No, unless the payroll expenses were for additional work assigned to your employees for sanitation or other purposes related to mitigating the spread of COVID-19.

Yes, if your nonprofit was not open during its usual operating hours, you can be reimbursed for a portion of salaries paid if employees were paid their normal salary while working reduced hours due to COVID-19. See the Nonprofit Relief Expense Documentation Guidance for details and examples.

No, previously budgeted salaries cannot be reimbursed unless the organization experienced closure or reduced hours.

Grant funds cannot be used to reimburse expenses already reimbursed through another source, such as local or federal grants, insurance, etc. This includes the PPP program.

You may claim a different period that has not already been submitted for reimbursement from another source.

Organizations can be reimbursed for salaries incurred up until November 16, 2020 if the nonprofit submits proof of payment documentation (bank/credit statement) to the department for those salaries no later than November 30, 2020. No grant reimbursement will be issued for any expense or category of expenses until this documentation has been received.

Proof of expense documentation (pay stubs/payroll reports) will still be required by November 16. 

Yes, new positions that were created to meet client demand arising from the COVID-19 pandemic are eligible for reimbursement.

If you are requesting reimbursement for the contractor’s work, please provide the contractor’s invoice as well as proof of payment. Please include this in a category other than salaries. 

Yes, FICA taxes, which includes social security and Medicare, and benefits, including unemployment insurance, the employer’s health insurance contribution, etc., are eligible for reimbursement. The organization must prorate benefits to the amount of salaries eligible for reimbursement.

Direct Assistance

Eligible costs under Direct Assistance to at-risk individuals/households may include assistance for: rent or mortgage payments, utilities, transportation (e.g., to program services, for health purposes, for employment), or other basic needs. Organizations can be reimbursed for eligible direct assistance paid to local municipal utility providers, which is a change from the department’s previous guidance.

Organizations can only be reimbursed for direct assistance over and above pre-COVID-19 levels. Awardees will be asked to provide the previous year’s expense documentation to show increased expenditures.


Organizations will be required to provide a list of clients who received direct assistance during the reimbursement period. The list must include: client last name or ID number, the date the assistance was provided, the dollar amount, and type of assistance (rent, utilities, etc.). Organizations will also be required to submit expense reports showing dollar amount direct assistance provided for the same period in 2019, so that the reimbursable amount over and above pre-COVID levels can be established.

No, this is considered revenue replacement and is not eligible according to Federal Guidelines.

Yes, you can reimburse hotel rent for stays incurred and paid by November 16, 2020. 

Yes, this would go under the Direct Assistance to Individuals category.

Yes, this expense would be listed under the Technology (if phones were purchased) or Direct Assistance categories (if minutes were purchased).

If your organization is distributing hygiene items in a manner similar to food distribution by food banks or pantries, you would most likely list hygiene product expenses as Supply costs. You will need to demonstrate that you have provided Supplies over and above pre-COVID levels to justify this expense. We cannot cover normal, previously budgeted expenses.

Treat this as if the organization was using cash.

You must show proof of payment for all clients for whom you are requesting reimbursement through the grant.

If clients were served through other funding, they still need to be documented in your direct assistance worksheet to establish whether your total clients served were over and above 2019 levels.

Supplies

Supplies that are needed in excess of pre-COVID-19 levels to meet increased demand for services due to COVID-19 are eligible, as well as supplies needed for COVID-19 testing, sanitation supplies, air filters, personal protective equipment, etc.

Laptops and equipment that are needed due to a transition to remotely provided services are also eligible, but should be included in the Equipment category.

Equipment & Technology

Equipment necessary to pivot delivery of services to remote/virtual interaction can be eligible for reimbursement.

Technology, equipment, website development, and upgrades for moving to a virtual fundraising platform because of COVID-19 are eligible costs for reimbursement. Actual costs for the fundraising events are not eligible, only the costs that go into the platform and system upgrades to make them possible.

Yes, if the technology, equipment, website development, and upgrades were necessary for remote work, to provide virtual delivery of services, or to establish virtual fundraising capabilities as a result of COVID-19. Actual costs for individual fundraising events are not eligible, only costs for the platform and system upgrades to make the events possible are reimbursable.

Purchases of additional technology/equipment for client use to ensure delivery of service are also eligible for reimbursement.


Per federal guidance, goods must be received by December 30 to be reimbursed.

The purchase of an additional vehicle would be considered eligible if it were deemed to have been a reasonable purchase at the time and necessary with respect to COVID-19. This means the company was not able to meet the need arising from the public health emergency in a cost-effective manner by leasing a vehicle or using a vehicle already owned and has provided supporting documentation. In addition, the vehicle must be acquired and used for the intended purposes by December 30.

Costs that meet the preceding criteria, have been paid prior to the reimbursement request  , and are incurred for the period from March 1 through December 30 would be eligible costs. This includes initial payments, monthly payments, and total payments, but excludes licensing, taxes, and insurance for the vehicle.

Please note that the proof of payment for costs incurred during November are due along with all documentation on November 16 at 5:00 p.m.

If financing the vehicle, the business would also need to submit documentation of the credit/loan agreement. Only payments made on the loan or credit between March 1 and November 16 will be eligible for reimbursement.


Facility Reconfiguration

If facilities were reconfigured as a response to COVID-19 (e.g., to meet social distancing guidelines, to meet increased demand for services), related expenses would be eligible. Facility reconfiguration that was budgeted before COVID-19 or made for other purposes would be ineligible.

Yes, you can submit documentation for an expense that exceeds your total grant award, and the grant will cover a portion of that expense if it meets eligibility criteria.


Rent is not an eligible expense under the Nonprofit Relief and Recovery program unless additional space was rented due to increased demand for services or was necessary to allow for social distancing. If either of those criteria is met, November rent can be reimbursed as long as the organization can show proof of payment.

No. Organizations may not request reimbursement for rent or mortgage expenses that are normally part of their budget. If the organization was required to rent or purchase additional space to meet social distancing requirements, the rent or mortgage expense specific to the additional space can be reimbursed through November 16, 2020.


Yes, reasonable expenses would be eligible as long as the move was due to COVID-19.

No. Per federal guidance, the work must be completed and the improvement put into service by December 30. 

General Questions

If your application was approved, you should have received an invitation from our reimbursement platform, Submittable, asking you to confirm your account details.

If you did not receive this e-mail, you can request the password for your account by entering the e-mail address for the executive director on your application on this page.

Once you log into submittable, click on your submission and click the forms tab to view the reimbursement form.

As long as your application status is still “In Progress,” you can edit your application You’ll need to request to edit your application through submittable.  Click here for instructions.

Yes, the grant can reimburse a portion of an expense if it exceeds your total approved amount. You cannot be awarded more than your total approved amount.

Yes, you can flex your total award amount across the categories however you want. You just cannot exceed your total approved award amount.

Salaries paid in cash cannot be reimbursed.

However, other expenses paid in cash may be reimbursed if they meet eligibility criteria, and proof of expense documentation clearly shows the expense was paid.

Proof of expense must contain vendor name, what was purchased, date of purchase and date paid.


If a personal account was authorized and used to purchase reimbursable expenses, the expenses could be reimbursed if all of the following criteria were met:

a. The original purchase AND the reimbursement to the individual occurred between March 1 and November 16, 2020; and

b. The organization must provide proof of the original expense (original receipt/invoice from the store or vendor); and

c. The organization must provide proof of payment by the individual authorized to make the purchase (e.g., copy of the individual’s credit statement, bank statement, or other payment proof showing the purchase on the individual’s account); and

d. The organization must provide proof of reimbursement from its organizational account to the individual authorized to make the purchase (e.g., copy of the bank statement showing the check number, date of reimbursement, and amount reimbursed; or the electronic cancelled check, printed from the business’s bank account, that clearly shows the date the check was posted to the account).


You will need to show evidence that the expense has been paid by November 16. This could include printing documentation from your online banking or credit account.

You cannot receive more than your approved total award about, but you may submit different items than in your initial application, as long as they are eligible for reimbursement.

You cannot receive more than your approved total award about, but if you’re concerned about the eligibility of any of your expenses, you may submit documentation for 20% over your total award amount for us to consider.

If we find some expenses are ineligible, this will give us some padding to go ahead and award your full award amount. We cannot award more than your approved award amount.


Yes.

Need assistance with your CARES Act Grant?
We’re here to help. 

Use this email form to get your questions answered! Tell us what we can help you with, and we’ll be in touch as quickly as we can.  

Visit the Missouri Department of Economic Development website and use the chat feature to get your question answered.  

Prefer to chat virtually? Send us an email and we’ll get back to you as soon as possible. 

Call: (573) 751-4962

We are reachable by phone between 8 a.m. and 5 p.m., Monday – Friday.