FY 2012 Grant Information

The Principles and Practices section included in the Grant Information for each of the eight categories of eligible project activities provide a framework for thinking about eligibility, rather than a list of what’s eligible and what’s not, as it is not possible to develop an all inclusive list.

Things to be considered:

Preparing an Application

• People reviewing an application likely are unfamiliar with the local area, byway and proposed project. Clearly, concisely, and completely summarize what will be accomplished; the relationship of the proposed project to the byway, to the intrinsic qualities supporting the byway’s designation and to other projects currently planned or underway along the byway (especially those identified in the byway’s corridor management plan); and the benefits to byway travelers.

• Applications may be found ineligible based on a lack of information provided or insufficient information describing the relationship of the proposed project to the byway, the intrinsic qualities supporting the byway’s designation and the benefits of the project to byway travelers. Don’t rely on attachments to tell your story. Integrate pertinent information into your application and provide specific references to the select attachments.  

Projects Benefits and Cost Sharing

A project should benefit the byway traveler’s experience, whether it will help manage the intrinsic qualities that support the byway’s designation, shape the byway’s story, interpret the story for visitors, or improve visitor facilities along the byway.

• Proximity to the road or byway does not necessarily mean that a project will enhance the byway traveler’s experience or that the facility is eligible for National Scenic Byways Program funds.

• References to facilities, improvements, initiatives or actions detailed in the byway’s corridor management plan do not necessarily mean that the proposed facilities, improvements, initiatives or actions are eligible for National Scenic Byways Program funds.

• The proposed amount of National Scenic Byways Program funds should be proportionate to the proposed project’s benefits to byway travelers. We expect an applicant advancing a project benefiting the general public or other functions to propose a larger share of non-byways funds.

• Without significant cost-sharing from other sources, National Scenic Byways Program funds may not be used for local parks, expansion of park or forest land, or trails or bicycle pedestrian facilities serving primarily local residents or existing visitor attractions.

Selected Improvements or Activities that are not Eligible

• The following types of projects or activities are not typically eligible for National Scenic Byways Program funds:

  • Streetscaping and local sidewalks.
  • Routine road construction and maintenance.
  • Routine landscaping, vegetation management and maintenance.
  • Preserving a pool of possible properties, rather than a specific property or properties.
  • Local trail projects that do not have a direct relationship to the byway.

• Entertainment and alcoholic beverages are not eligible for byway funds.

• Grants are subject to Office of Management and Budget Guidance for Grants and Agreements. See Title 2, Code of Federal Regulations, Grants and Agreements (GPO electronic CFR)

  • Part 1-About Title 2 of the Code of Federal Regulations and Subtitle A
  • Part 180-OMB Guidelines to Agencies on Governmentwide Debarment and Suspension (Nonprocurement)
  • Part 215-Uniform Administrative Requirements for Grants and Agreements with Institutions of Higher Education, Hospitals, and Other Non-profit Organizations (OMB Circular A-110)
  • Part 220-Cost Principles for Educational Institutions (OMB Circular A-21)
  • Part 225-Cost Principles for State, Local, and Indian Tribal Governments (OMB Circular A-87)
  • Part 230-Cost Principles for Non-profit Organizations (OMB Circular A-122)

• National Scenic Byways Program funds cannot be used to prepare grant applications for National Scenic Byways Program funds or any other Federal-aid highway funds.

Preparing the Proposed Budget

• The proposed budget should accurately reflect the final costs to complete the proposed project. Contingency costs are not eligible.

• Administrative costs will need to be documented in order to be eligible. We caution applicants about using an estimate of these expenses based on a percentage of the total cost of the project. Administrative costs should be associated with carrying out the specific project for which funding is awarded.

Matching Share

• Guidance on matching requirements for Federal Highway Administration (FHWA) funded grants and subgrants, including National Scenic Byways Program grants, has been issued by the FHWA. To provide more comprehensive and consolidated guidance that reflects current statutory and regulatory requirements, this guidance establishes uniform Federal-aid policy guidance for matching Federal-aid highway program projects. Please see http://www.bywaysonline.org/news/2010/2190.

• The maximum Federal share is 80 percent.

• Private, Local, Indian tribe and State funds may be used as the match share.

• Federal land management agencies are allowed to provide funds for the match share for projects on Federal or Indian lands.

• An applicant proposing Federal funds from other sources must document that those Federal funds can be used to match National Scenic Byways Program funds. Coordination with the State or Indian tribe byway coordinator and FHWA is recommended prior to submitting an application proposing such a match.

• Federal funds from most other sources are not allowed as the match, such as:

  • Transportation Enhancements
  • Save America’s Treasures
  • National Endowment for the Arts

• Property, materials, and services are accepted toward the match share as noted below:

  Source	Property, Materials	Services
  An Individual or a Private Entity	Allowed	Allowed
  Local Government	Allowed	Allowed
  Indian Tribe (Submitting through the State)	Allowed	Allowed
  Indian Tribe (Submitting directly to FHWA)	Allowed	Not allowed
  State Government	Allowed	Not allowed
  Federal Agency	Not allowed	Not allowed

• In general, indirect costs are allowable only if a State or Indian tribe has an approved indirect cost rate approved by the Federal Highway Administration division office.

• Please remember to incorporate the property, materials, and services detailed in the match section into the Work Plan for the project to facilitate review.

Conditions for National Scenic Byways Program Funds

• A project agreement must be approved by the appropriate State or Indian tribe and Federal officials before costs for any work on the project will be reimbursed for eligible expenses. Costs incurred prior to the execution of a project agreement and authorization-to-proceed are not eligible for reimbursement.

• The value and the source of the in-kind or non-cash match must be documented and supported in the project records when carrying out the project.

• Any administrative costs will need to be documented in order to be eligible for reimbursement. Administrative costs should be associated with carrying out the project. While this is true for all expenses, it is particularly important to keep in mind for project management or administrative costs that usually do not have a clear set of receipts associated with incurred expenses.

• Scenic Byway facilities must meet accessibility guidelines under the Architectural Barriers Act or Americans with Disabilities Act (as appropriate). See the following link for guidance: http://www.fhwa.dot.gov/environment/bikeped/guidance.htm#access. See also the US Department of Justice ADA homepage, http://www.ada.gov/, or US Access Board, http://www.access-board.gov/.

• A building purchased, restored, or improved using National Scenic Byways Program funds should be owned or operated by a government entity, Indian tribe, or a legally organized not for profit entity or part of a not for profit entity. Land acquired using National Scenic Byways Program funds should be owned or controlled by a government entity, Indian tribe, or a legally organized not for profit entity or part of a not for profit entity.

• Private property purchased or used for a byways funded project must be acquired consistent with the requirements of Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970 as amended. Federal rules for the Uniform Act are reprinted annually in the Code of Federal Regulations, Title 29, Part 24. For additional information, see http://www.fhwa.dot.gov/realestate/realprop/index.html. Applicants should contact the FHWA division office byway contact, the State byway coordinator or the Indian tribe byway coordinator; see http://www.bywaysonline.org/contacts/states.html.

• All completed products should acknowledge the funding sources used to accomplish the work. See http://www.bywaysonline.org/logo and click on the America’s Byways Graphic Standards Manual for attribution guidelines, and, where appropriate, the use of the America’s Byways® logo.

• A website funded with National Scenic Byways Program funds must provide a link to the National Scenic Byways website for travelers http://www.byways.org or the National Scenic Byways Community Website http://www.bywaysonline.org, as appropriate.

• Websites and materials posted on websites must meet accessibility requirements under Section 508 of the Rehabilitation Act of 1973 (as amended) (29 U.S.C. 794(d)). See http://www.access-board.gov/508.htm.

• Photos, brochures, plans/designs, videos, CD-ROMs and DVDs funded with National Scenic Byways Program funds should be made available to the National Scenic Byways Program for use in presentations, publications, and for posting on the Program websites.