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F. Procurement When Historic Preservation Funds are used to procure supplies, equipment, or personal services, the purchases must be made in compliance with state and federal standards. Any procurement that takes place prior to the official start date of the grant is void and not reimbursable under this grants program. Any procurement that does not comply with state and federal standards is also void and not reimbursable. Procurement requirements will be covered in detail during the initial meeting between the grant recipients and the DHPA Staff. G. Submitting Reimbursement Requests Historic Preservation Fund grants are reimbursement grants. This means that the grant recipient may only receive money from the State after providing the DHPA Grants Staff with appropriate documentation showing that project costs have been incurred and that local matching funds have been expended. The DHPA normally provides grant recipients with prompt grant payments when quarterly progress reports have been filed on time and when proper reimbursement requests have been submitted. However, 15% of the total grant amount will be retained until the final product has been reviewed and approved by the appropriate DHPA Program Area Staff. Specific instructions on filing reimbursement requests are contained in the Grants Manual, which will be supplied to grant recipients during the initial meeting with DHPA Staff. No grant project may result in a net financial profit for any party. Any funds generated in the course of a grant project will be considered as "program income," and must be applied toward the total project costs. This reduction of the total project costs will result in a corresponding reduction of the grant award. Applicants who believe they may generate program income as a result of the proposed project should consult with the DHPA's Grants Staff for advice before completing this application. H. The Annlication Process In order to apply for an Historic Preservation Fund (HPF) grant, carefully complete this application in accordance with the instructions set forth in Part II of this document, and return it to the Division of Historic Preservation and Archaeology no later than 5:00 pm Friday, October 8, 1999. Please note that applications received after this deadline will not be considered for funding, and will be returned to the senders. Completed applications and/or questions should be addressed to: Grants Section Division of Historic Preservation and Archaeology 402 West Washington Street, Room W274 Indianapolis, Indiana 46204 Additional information or advice on the HPF program may be obtained by contacting Steve Kennedy or Patrick McClary of the DHPA's Grants Staff at (317) 232-1646, or FAX (317) 232-0693. PART II: INSTRUCTIONS FOR APPLYING FOR FUNDS All of the various forms needed to apply for grant funds are attached. Please supply five copies (one original and four photocopies) of the items marked with an asterisk "*". Specific instructions for each of these items are contained in items A through J below. Assemble five application packets (one with all of the original documents and four with all photocopies), with the parts put together in the order shown below. Whenever possible, please use the forms provided or photocopies of the original forms. Completed grant applications must include all of the following: A.* Proposal Cover Sheet B.* Grant Application Checklist C.* Project Description and Timetable 4