Commonly Asked Questions
Accessing Grant Information
Q: How can I directly link to the Idaho Travel Council grant program?
A: tourism.idaho.gov/grants - Do not use www.
Q: When I browsed the Idaho Department of Commerce website I found a link that didn’t work. Why?
A: It is pointing to an old server. Please notify the grant analyst.
Funding Source/Objectives/Application
Q: What is the source of funding that supports the Idaho Travel Council grant program?
A: Established by the Legislature in 1981, the funds are generated by the 2% tax on the sale of hotels, motels, and private campground accommodations.
Q: What is the primary objective of the ITC grant program?
A: The creation and implementation of programs designed to stimulate and expand the travel and convention industry within the state's seven planning regions.
Q: Who is eligible to apply?
A: Pre-established, permanent, non-profit, incorporated organizations with tourism promotion in the region as their primary function.
Q: When can you apply for an ITC grant?
A: ITC Grant Schedule
February - Idaho Travel Council Grant Managers Workshop, Boise
May 15 – Grant Application Submitted for review process
June - 1st Monday - Grant Applications Due
July - Idaho Travel Council Grant Awards
Q: If an application has an ineligible project will that disqualify other eligible projects in the application?
A: No. The applicant will be told the project is ineligible, but the other projects will still be considered for funding.
Q: What is the correct name I should use on the application and on submissions for reimbursement (request for funds)?
A: The name as listed on your certified non-profit documentation.
Q: How do I find out if my application was funded and the amount?
A: After the grant awards log into your application. The awarded dollars will be available per element.
Q: How many ITC grants can I have at one time?
A: Two. If funding is awarded for a third year there will be a stipulation placed on the funds making them unavailable until the oldest grant is closed.
Q: Who retains ownership on ITC funded projects?
A: Anything produced with ITC funds becomes the property of the grantee.
Q: Are the grant files public information?
A: Yes we follow the Idaho Public Records Law.
Grant Contract
Q: We did not receive the full dollar amount requested in our grant application. Is the match still the same?
A: No, the match is figured on the dollar amount awarded, not what was applied for.
Q: How long is the grant contract period?
A: 14 months, with the ability to request an extension.
Q: Is it allowable to shift funds within grant elements?
A: Grantees may shift up to 25%, not to exceed $10,000 of grant budget. If the amount exceeds 25% or $10,000 a formal amendment is required.
Q: Do final Narrative Reports need to be submitted with the final Request for Funds or can they be submitted on the next scheduled due date?
A: The final Narrative Report is due with the final request.
Q: Where do I find the Narrative Report schedule?
A: Attachment A of the grant contract.
Q: If a grant contract is not signed until long after the award date, is the recipient required to file a Narrative Progress Report (NPR) for time period prior to signing the contract?
A: Yes. Even though the contract was not signed, grant activity begins at the time of the grant award. All time periods must be accounted for, regardless of contract signing.
Match Requirements
Q: What is the match requirement?
A: The match requirement is 50% of the grant award, of which 25% must be cash match.
Q: Is the match 50% of the total grant awarded, or is it broken down as 50% of each element awarded?
A: 50% of the total award.
Q: What is administrative match and when is it credited?
A: In-kind match. 10% of the total ITC funds drawn are credited on the final request for funds.
Q: Can ITC funds be matched by other state/federal program funds?
A: Yes. Based upon the level of participation by grantees.
Q: Can volunteer time be shown as in-kind match?
A: Yes, with documentation provided for work done by volunteers on a specific grant project.
Q: Can meals purchased be used as cash match?
A: Yes, as long as documentation is provided. Actual value of meal allowed.
Q: What type of phone calls is reimbursable or eligible for match?
A: Any long distance calls made directly to carry out projects of the grant or 1-800 lines implemented under the grant program. 800 lines are limited to one per region.
Q: How do people attending travel shows document as match the incurred costs? In-kind or cash?
A: Actual hours worked at show may be claimed as in-kind. Actual out of pocket expenditures, with proof of payment, are cash match.
Audit Requirements
Q: Are all grants required to have an audit performed?
A: It is the responsibility of all grantees, with a grant totaling $100,000 or more, to have an audit. The audit shall be performed by a Certified Public Accountant and submitted to Idaho Department of Commerce within 60 days following the close of the grant. At the department's request, an audit may be required even if the grant is less than $100,000.
Q: Can Licensed Public Accountants (LPA's) perform grant audits?
A: No. Idaho LPA's do not meet the yellow book requirements for governmental audits.
Q: CPA is auditing a grant for the designated contract period. The grantee is closing the grant early (before the ending date). How does the auditor account for this in the audit report?
A: Two options: a. Auditor does not audit the grant until the closing date has passed. b. Auditor can note in his opinion letter the exact period being audited. Then, in the financial disclosure the auditor will: 1) disclose actual contract period, 2) indicate the grant was completed early and 3) all transactions were audited.
Q: The grantee budgets an initial audit of $700. If the grantee can secure an audit for $500, can the grantee utilize the remaining $200 elsewhere?
A: Yes. However, the grantee must shift the funds with the proper documentation.
Bids/Subcontracts
Q: Does the bid process have to be followed if each portion of a project is less than $10,000.00?
A: Yes. All work, whether similar or not, is considered as a whole project under one agency. Bid is required.
Q: If bid specs change before a contract is awarded - what do you do?
A: If RFP bid specs change prior to bid opening date, send an amended RFP. If the contract has not been awarded, cancel and rebid.
Q: Is it necessary to submit bid information?
A: It is necessary to submit documentation for formal bids over $10,000. Submit bid form; provide copies of specifications provided to bidding agencies, along with evaluation rating forms. Review bid form for completeness and reason for awarding the bid to whichever agency.
Q: Do I have to bid on the same project every year?
A: If the scope of work remains the same as original bid, the bid may be renewed for an additional three years (total of four years).
Q: A Grantee was contacted by the company to whom they awarded the bid. The vendor wants to see the bids submitted by the other companies. What is the rule of thumb to follow? Can the company put the request into writing requesting the chamber to respond within 5 days? Are there grant rules stating the successful vendor cannot see the other bids?
A: Once the contract has been awarded, they become public record and anyone can review them (same guidelines as state purchasing process).
Q: Can solicitation of bids be limited to chamber of commerce membership?
A: No. ITC funds are public funds and therefore cannot be limited to organization memberships. Everyone is entitled to the right to bid on ITC projects.
Q: Do I submit a subcontract prior to signing for staff review?
A: It is highly encouraged to send a draft of the subcontract for staff review prior to signing.
Q: What is the definition of a Sole Source?
A: A sole source item is described as an item with only a single supplier in the whole world.
Ad/Brochure Approval Process
Q: Is it mandatory to have brochures, posters, ads, etc. approved prior to completing a grant project?
A: ITC guidelines state advertising is to be reviewed by Tourism Development staff for prior approval. If the project does not meet the ITC requirements, payment may be withheld.
Q: Is the credit logo, or credit statement where appropriate always required?
A: Yes, unless advertising is being used as match, then it does not require the ITC logo or credit statement.
Q: How is billboard advertising seen by ITC?
A: Not considered a PRIMARY project under advertising. A good billboard-marketing plan should be in place, with a way to track ROI. Remember: A welcome sign, signage/advertising on buildings, or banners over main street are not eligible.
Q: I tried to use the grant website several times today to fill out the approval form. It leads to the ICL main page vs. travel grant information and logos. Why?
A: The server may be down, please notify the grant analyst.
Q: When I try to access the ad approval folder I get a message that indicates “Unable to display the folder. Microsoft Office Outlook could not access the specific folder location. Why can’t it be displayed or accessed?
A: The server is temporarily down. Please wait and try again later.
Q: When I hit submit nothing happens, what should I do:
A: The problem is not related to the ad approval system. It is a software issue. Notify the grant analyst so the problem can be cleared.
Q: I tried to submit a TV Commercial attachment that is 8MG compressed and I receive a delivery failure. Is there an ftp site I can upload to?
A: Currently Idaho Department of Commerce does not allow outside FTP access. The ICL connection is controlled by the Department of Administration and they do not allow this through the firewall. Consider using FTP service provided by sendthisfile.com which provides limited free service.
Q: I tried to send a request for ad approval online and a message keeps telling me I need to enter information in the fields. Every field is filled in and the drop down menu is used. What should I do?
A: You don’t need to fill in all fields. Some grant managers use a program called Mozilla Firefix which is not reliable and does not allow requests to go through. If you do not use Internet Explorer or Netscape, functionality cannot be guaranteed.
Q: When entering the number of brochures on an approval form, do I use a comma?
A: No, the programming does not allow for the use of a comma. The red font will warn that only numeric characters are allowed.
Q: Does it matter if I select Ad or Brochure for an approval?
A: Yes, there are two separate forms with different information requested.
Q: If I resubmit an ad should I send a new approval form?
A: No, there is already a form in pending that can be used.
Q: Can an ad agency or web provider drag an ITC logo into his web file at the correct size?
A: No, the jpeg must first be opened and resampled to 72 dpi and then placed into web design.
Travel Reimbursements
Q: The online Travel Reimbursement form already shows a zero for dollar amounts. How do I change this so it will calculate dollar amounts?
A: Save the form on the desktop. Open the form, go to preferences. Click general and check auto calculate fields, then okay. You can then fill in the form and print. Note: You can’t save the form’s data but you can print. If the Auto calculate isn’t on it won’t do totals.
Q: Air travel - can grantee be reimbursed from an invoice rather than an actual ticket?
A: Yes - if the dates of travel are on it. If not, a travel voucher must accompany.
Q: Are grant funds available for trade show booths at GCORT?
A: No. You are talking to your own industry peers.
Q: A grantee submits and receives ITC reimbursement of $51.00 for cleaning services at a trade show. The services were not received, or an inappropriate amount requested on an invoice. How would it be best to return that to the grant?
A: The grantee can write a check to ITC, or deduct $51.00 from their next request for funds to make up for the reimbursement. It is suggested to deduct $51.00 from the next request.
Q: A new grant year is beginning - what is the rule of thumb for travel show registration which sometimes has to be paid prior to the grant cycle's start date?
A: Payment by ITC is approved since the actual show falls within the grant contract period.
Q: What adjustments are made to out-of-country travel, based upon state auditing procedures?
A: Exchange rate factored and expenditures converted to US dollars.
Q: If grantee pays US funds for a foreign trade show and no conversion rate is done to determine grantees cost in the foreign funds, what does ITC reimburse?
A: ITC will reimburse the converted amount.
Q: Grantee has FAM category in contract which lists participation in specific FAMS. Can grantee use match generated from FAMS coming through the area but not listed in the contract?
A: Yes. Grantee can use applicable in-kind or cash match, if FAM is recognized by Idaho Department of Commerce in its relationship to tourism development.