• Break/Lunchroom Category Example Application
   
• Working Conditions Category Example Application
   
• Health and Wellness Education Category Example Application
   
• Employee Recognition Category Example Application
   

Application & Eligibility
 

1. When does the QWL Grants season run? 

   The application period is from April 1 to December 31. The application deadline is December 31. Grant applications are not accepted between January 1 and March 31.
    

2. How much can we receive per year?

   You can apply to receive up to $3,000 per grant category per fiscal year.​
    

3. Do I need to submit a separate application for each location (i.e., multiple buildings, same campus)? And is there a limit for each?​

   You will submit one application per category and location. Depending on the CSEA Local, your Field Associate can advise on a case-by-case basis.
    

4. Is there a limit to the number of grant applications per year? Can we submit multiple applications if they are below the limit?​

   You are allowed to apply for one grant per category, per year. If you put a grant in for less than the $3,000 limit, that counts as one grant. Money does not carry over to the following year. 
    

5. Should we use the fillable grant application? 

   Yes, you should always use the most up to date fillable application on our website. 
    

6. Who can help me fill out the application?​ 

   Utilize online resources such as reading the guidelines, looking at sample grants, and watching the recorded webinar; then reach out to your Regional Field Associate if further clarification is needed.
    

7. Do I really need signatures from both Labor (CSEA Local President) and Management?​ 

   Yes, if your Local President or Management representative is not available (empty position or on leave) then you may need to find an alternative representative.
    

8. Are electronic signatures allowed to be used?

   You are allowed to use electronic signatures, but once they are used and the file is saved, the documents can’t be edited by anyone. 
    

9. As a PEF employee who oversees 14 CSEA employees, can I submit a grant proposal for items for them?​ 

   Absolutely! You must work with both labor and management. ​
    

10.  Are PEF and M/C allowed to use breakroom equipment purchased with grant money? What percentage of CSEA employees are needed?​ 

    There is no set number of CSEA employees needed to purchase equipment. The number of CSEA employees determines the size and number of items you will be allowed to purchase. The project or program funded by the grant should 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. 
      

11.  What items qualify for each category?​ 

    Some examples include, but are not limited to: 

    • Break/lunchroom improvement – kitchen furniture and appliances​
    • Employee recognition – certificates, shirts, meals​
    • Wellness and health education – health and fitness education programs​
    • Working conditions – air conditioners, fans, ice makers​
    • Special projects – bulletin boards or nursing mothers’ lounge 

     

12. Can I submit an employee recognition grant application before I have all attendee information?​ 

    No, applications must be complete before submission, which includes attendee information for employee recognition events.
     

13. How can we maximize funding for employee recognition events?​ 

    This depends on the award that is chosen and whether you choose to include meals. One way to maximize funding would be to choose a cheaper award and provide breakfast. ​It’s always best to reach out to your field associate for guidance and assistance. 
     

14. Can we purchase plaques or other gifts for retirees?​ 

    No. They must be an active CSEA-represented NYS employee receiving a paycheck to qualify.​
     

15. Can we purchase a stove top, oven, or air fryer?​ 

    Air fryers may be approved. Stove tops and ovens have not been historically approved. If you have specific questions about items, please reach out to your Regional Field Associate.​
     

16. Can grant money be used to purchase coffee & donuts during a training day?​ 

    No. Food can only be purchased for an employee recognition event. ​
     

17. Can we use the Wellness and Health Education category for CPR/AED training?​

    No, the Office of Employee Relations already hosts free training for CPR/AED. Agencies should otherwise be covering the cost as part of their operating budgets. 
     

18.  What qualifies as a Special Project?​ 

    Some examples include, but are not limited to: nursing mothers’ lounges, bulletin boards, and tick removers.​
     

19. How long is the grant approval process? 

    Once your Regional Field Associate receives an error-free grant, it is roughly 2-4 weeks.
     

Purchasing & Reimbursement
 

1. How many bids do we need?​ 

   Two quotes from different vendors for items or services under $500. 
   Three quotes from different vendors for items or services $500 and above.​
    

2. Do we have to purchase through a specific source? 

   There are no required sources for the purposes of the grant, but you should follow agency guidelines for purchasing. ​
    

3. Who approves purchases on p-cards 

   This would be a labor-management discussion when you are preparing the grant and choosing a purchasing agent.
    

4. What if we don’t have a high enough credit available on a p-card to make a purchase?​

   Purchases can also be made through a PO or Purchase Order and are not required to be made on a P-card.​
    

5. If items are on sale, can we still purchase them? 

   Yes, as long as you’re buying the type and size item you were approved for.
    

6. If we buy items on sale and spend less than the approved grant amount, can we use the extra money to buy other items?

   No, you must follow the approved list of items and price per item approved. Never buy a larger size or higher price item than approved. 
    

7. Grants don’t cover sales tax; how do we ensure we are not charged tax when the union is making the purchase?​

   Purchases must be made either on a State Agency Purchasing card (P-Card) or through a Purchase Order.
    

8. How and when do we get reimbursed?

   Someone in the budget or finance office for the agency will have to submit a journal entry in the Statewide Financial System (SFS). Coding is provided in the approval letter on how to submit for reimbursement in the SFS.