The following QWL Grant Guidelines outline how to apply for funding and complete the reimbursement process. If you have additional questions after reviewing the information below, contact your Regional Field Associate for guidance and support.

Application Period
April 1 - December 31 
 

Application Deadline 
December 31
 

A written decision will be received about three weeks after application submission. Applications are not accepted between January 1 - March 31.

Project Coordinator 
This individual fulfills all grant requirements on behalf of the agency/facility and works closely with the agency fiscal officer. They do not have to be a state manager. This person can be anyone who is willing to take on the responsibility. 

Management
Someone who can obligate and speak on behalf of the State, the agency, and facility or location.  
 

CSEA Leaders
This is the CSEA Local President. In instances where the President is on any extended leave, the Executive Vice President would be allowed to sign. If the CSEA Local is an administrativeship, the Regional President can sign.

Agency Fiscal or Procurement Staff 
This person will oversee or delegate the procurement, reimbursement processes, and SFS activity. This could be someone with a procurement/fiscal title or an administrative/clerical title.
 

Joint Labor/Management Support
CSEA leaders and state management representatives must commit to work together through all phases of the grant project.

Exclusive Benefit
The project or program funded by the grant must be for the exclusive benefit of CSEA-represented NYS employees. However, once the items are purchased, PEF and MC employees are allowed to use them at the discretion of labor/management.

You can apply for up to $3,000 per grant category, each fiscal year. To apply for more than one grant category, submit a separate application form for each.
 

Break/Lunchroom Improvements 
Make improvements at sites that lack sufficient accommodations. (Kitchen furniture, such as tables and chairs. Appliances, including coffee makers, toaster ovens, microwaves, and refrigerators.)
 

Employee Recognition 
Develop or complement an existing employee recognition program for length of service, exceptional one-time performance, or outstanding achievement. (Plaques, clocks, certificates, pins, shirts, hats, and meals at recognition events.)
 

Wellness and Health Education
Help employees learn life-enhancing techniques. (Nutrition, stress management or health/ fitness trainings/speakers. Heart disease prevention and control.) 
 

Working Conditions 
Improve the physical working conditions for employees. (Heaters, fans, portable air conditioners, and ice makers.)
 

Special Projects
Bring us your unique and innovative ideas for consideration. (Bulletin boards, nursing mother's lounge, and wellness rooms.)

The Partnership makes all decisions related to grant funding. Our primary responsibility is to ensure that the grants are used in an appropriate and responsible manner. However, there are certain items which cannot be covered by grant funding. Therefore, we reserve the right to reject any project or item that we consider ineligible for grant funding. 

Please note that the following items are ineligible for grant funding: 

• Air purifiers or air humidifiers. 
• Capital improvements (for example – lockers, cabinets, stoves, ranges, central air). 
• Cash or cash equivalent awards (for example – gift cards, savings bonds). 
• Dishwasher, hot plate or induction cook top. 
• Entertainment items/equipment (for example – televisions, radios). 
• Food or beverages for the worksite, including water coolers. 
• Gas grills or smoke ventilators. 
• Massage chairs/massagers. 
• Ongoing projects or recertification courses, exercise equipment, health club memberships, smoking cessation programs, and weight loss classes. 
• Replacement microwaves, refrigerators, and any commercial-grade appliances purchased with Quality of Work Life grants within the last four years. 
• Signal boosters (cell/internet). 

Break/Lunchroom Equipment Limitations

The number of CSEA employees determines the size and number of items you will be allowed to purchase. 
 

Maximum Coffeemaker Size
1-10 CSEA Employees: Household grade with one burner or single-service (for example, Keurig, Nespresso, etc.) 
11+ CSEA Employees: Commercial grade with up to three burners
 

Maximum Microwave Quantity and Size
1-30 CSEA Employees: One microwave no larger than 2 cubic feet 
31+ CSEA Employees: Up to two microwaves no larger than 2 cubic feet
 

Maximum Refrigerator Size
1-4 CSEA Employees: Up to 5 cubic feet max 
5-10 CSEA Employees: Up to 11 cubic feet max 
11-20 CSEA Employees: Up to 16 cubic feet max 
21-30 CSEA Employees: Up to 19 cubic feet max 
30+ CSEA Employees: Up to 21 cubic feet max
 

Employee Recognition Award Limitations

You may apply for both awards and meals. There are limitations on cost based on the award and/or meal type, per person. You will not receive any amount of reimbursements exceeding the below maximum allowable cost per person.

Award Type, Maximum $ Per Person 
Special Achievement: $35 
10 Years of Service: $35 
15 Years of Service: $40 
20 Years of Service: $45 
25 Years of Service: $50 
30 Years of Service: $60 
35+ Years of Service: $75 
 

Award Type, Maximum $ Per Person 
Breakfast: $8 
Lunch: $15 
Dinner: $30 
 

Please also be aware of the following: 

• All staff awards are at the discretion of the Partnership. We cannot approve meals for holiday parties and membership meetings. Alcohol as a gift or as part of a meal will not be approved.
   
• Meals will be reimbursed for one guest speaker, one CSEA representative, one management representative, and awardees only. 
   
• You must submit an award proof to us along with your application when incorporating artwork of any kind, such as engravings and logos. When logos are in use, both the relevant NYS and CSEA logo must appear and maintain equality in size. 
   
• You must complete the required sections of Part D2 when you apply for the grant and then, after delivery of the award or meal, you must complete the Attendance/Receipt and For Reimbursement sections of Part D2. You will be reimbursed based on an attestation of the total number of eligible employees who attended the recognition event. Not everyone who is eligible for an award may be able to attend the event so please plan accordingly.

The QWL Grant may be withdrawn if purchases are not completed, and the required documentation is not received within 90 days from the approval letter OR before the end of the NYS fiscal year in which the grant was awarded, whichever comes first. 

Follow all state and agency purchasing practices, including: 
 

• Do not buy anything before you get formal written approval. 
• Purchases should never be made using a personal credit card. 
• NYS agencies are tax-exempt. Therefore, do not include sales tax. 
• Always use list/sticker price. Never use the sales price in your quotes. 
• Per Executive Order 22, applicants are encouraged to purchase Energy Star appliances (most notably refrigerators and air conditioners) whenever possible. 
• Be sure the vendor’s name is clearly visible on all price quotes. 
• For each item $499 or less - Submit two different vendor price quotes. 
• For each item $500 or more - Submit three different vendor price quotes or single source justification. 
• Enter the lowest quote in the budget worksheet. The amounts listed in the worksheet must match the supporting vendor price quotes. Be sure to include any delivery, set-up, or removal fees. 
• Keep all invoices, original receipts, procurement card statements, and copies of purchase orders (including screenshots showing proof of payment).

The Partnership retains ownership of any equipment purchased with grant funds. Your Regional Field Associate will setup a visit to your site to tag grant-purchased items. An inventory tag must remain on all grant-purchased equipment.

The security, maintenance, repair, and/or replacement of equipment purchased with grant funds is the responsibility of CSEA leaders and management representatives. Keep all equipment warranties on file.

Failure to submit all necessary documentation may result in the grant being withdrawn. Reimbursement for approved project expenses will occur through a funding expense transfer process. This happens via a General Ledger Journal Entry in the Statewide Financial System (SFS), following NYS Finance Law and Office of the State Comptroller’s rules and regulations. Agencies will need to coordinate with their agency staff who are able to enter SFS General Ledger Journals. Once entered, the required reimbursement documents listed in your approval letter should be attached to the Journal. Once the journal is approved by the agency, it will automatically be routed to Office of Employee Relations for approval.

Once you have reviewed the QWL Grant Guidelines above, you're ready to apply!
 

How to Apply