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The Utah Labor Commission
Workplace Safety (WPS) Grant Application

Purpose and General Application Guidelines
July 2012- June 2013

A. Purpose of WPS Grants

The purpose of this application is to identify businesses, educational institutions and community agencies who demonstrate a commitment to workplace safety and desire to implement initiatives which promote either new or existing safety programs within the workplace. The program is to be completed by June 30, 2013.

Goals:

1. Increase workplace safety by reducing accidents.
2. Promote employer\employee awareness of the need for workplace safety.
3. Assist employers in establishing new programs or supplementing existing programs which promote workplace safety.
4. Inform employers and employees of resources available through the Labor Commission to assist them in improving workplace safety programs.

The funding for this program comes from monies appropriated by the Legislature from a 0.25 percent assessment of workers' compensation premiums paid annually in Utah. This assessment is deposited in a restricted account known as the Workplace Safety Account. The Commission has been given the authority to fund safety programs or initiatives recommended to it by the Worker’s Compensation Advisory Council.

B. Eligibility

The following entities are eligible to apply for purpose of this grant:

• Utah Businesses
• Community based organizations
• Utah Non-profits
• Local Associations
• Educational Institutions
• Government Entities

Applications are limited to workplace safety projects to be implemented in the state of Utah, and for companies or agencies conducting operations in the state.

C. Priority Criteria For Funding Proposals

Criteria that will be used in making a decision regarding which proposals to fund include, but are not limited to:

• Programs that address higher industry or occupational trends and which are striving to reduce workplace accidents or fatalities in high-risk settings or industry occupations.
• Programs that are innovative, can be emulated and that will set a precedence for best practices in workplace safety programs
• Proposals that make the best use of technology available (example: web-based training)
• Safety initiatives that address language and cultural barriers that affect workplace safety practices
• Preference will be given to those whose projects are supported at least in portion, by sources other than Workplace Safety Funds.
• Priority for funding will be given to entities that have demonstrated financial need as well as small and medium based companies.

D. Suggested Uses for Monetary Awards

• Safety workshops, seminars and presentations focusing on workplace safety
• Trade programs that integrate skills training with emphasis in safety
• Training sessions with emphasis on workplace violence prevention / awareness training
• Innovative workplace safety programs through the use of technology
• Materials\publications\videos
• Initiatives that provide cross training between organizations
• Development of workplace safety initiatives for those with Limited English Proficiency
• Substance abuse programs related to workplace safety
• Implementation\augmentation of workplace safety programs

E. Nonqualifying Uses for WPS Funding

Examples include:

1. Electronic equipment (TV’s, video recorders, phones, etc).
2. Administrative costs related to general grant oversight and monitoring.
3. Fees for rental of facilities owned by grantee, even in instances when the facilities are being used for purposes of implementing safety projects.
4. Social dinners and events NOT related to safety conferences or awards.
5. Travel out of state.
6. Cost of doing business as usual.
7. Fringe Benefits. WPS funds may be used to pay for fringe benefits for individuals directly carrying out program activities. WPS should NOT be used to pay for fringe benefits related to general oversight or administrative functions. These benefits can be counted as grantee’s matching funds for purposes of application, but are not directly reimbursable by the grant.
8. New Positions. WPS monies cannot be utilized to fund new positions regardless of whether or not they are related to a specific safety project being proposed for funding.
9. Facilities maintenance and/or utility bills (heating and electrical bills, etc.).
10. Trade-In Services provided by consultants or contractors. These include services for which your company has not received directly an invoice, or for which you have not incurred an expense such as in the case of services and commodities that have been under a trade-in agreement. These benefits CAN be counted as grantee’s matching funds for purposes of application, but are not directly reimbursable by the grant.

Note: If you have specific questions about what items or expenses may qualify or be exempt from the outlined criteria, please contact the WPS manager for additional clarification.

F. Deadline for Submitting Your Proposal

**** Monday, April 9th, 2012 - by 5:00 p.m. ****
Late submissions will not be accepted

G. Submitting Your Proposal

Applicants are permitted to submit proposals for ONE OR MORE safety initiatives during the same grant year. This may include request for funding for Safety Awards (guidelines see item K on Pg.5).

Complete and submit the following forms:

• Part A – Project Summary (Limit 3 pages)
• Part B – Project Description & Scope of Work (Limit 20 pages)
• Safety Conference & Awards Application - (ONLY if you are applying for separate safety funds for purposes of safety awards and conferences). See item K for full description.

If your agency received a workplace safety award:

• Part C – Quarterly Progress Report (To be used to report project progress).

Grant Proposal Will be Accepted in Two Ways

Hard Copies OR Electronic submission.

1. Hard Copies
   • Submit eight (8) copies. 1 original of the grant application must be included signed by a designated agency officer.
   • Mail your submissions to:
     
     
     Utah Labor Commission
     Workplace Safety Grants
     160 East 300 South, 3rd floor
     P.O. Box 146600
     Salt Lake City, Utah, 84114-6600

   **** Application must be received no later than 5:00 p.m. April 9th, 2012 ****

   • Or hand deliver to:
   
   
   Heber Wells Building
   160 East 300 South 3rd Floor
   Salt Lake City, Utah
   
   
   • Applications should be in a sealed envelope marked:
     
     Attention Workplace Safety Program
     * Faxed applications are NOT acceptable.
   
   
2. Electronic Applications
   • Send 1 email message with attachments to: elenabensor@utah.gov.
   • The Utah Labor Commission and its Workplace Safety program will NOT be responsible for proposals which are not received in a timely manner due to technical problems during submission, blocked by spam, etc. It is the responsibility of the grantee to verify that proposal has been timely received before the due date.

H. Evaluation and Review

1. Applications will be reviewed by a sub-committee according to indicated timeline on page 4.
2. Once selection is completed and award amounts made, grantees will be notified.
3. Proposals not selected for funding will be notified by email.
4. All projects will start on July 1st of grant year. Reimbursements will not be processed before the end of the first quarter, and all invoices and request for reimbursement must be submitted with a quarterly report in order to be processed for payment.

WPS GRANT APPLICATIONS
Schedule 2012-2013

I. Length of Grant and Contract

The contract will be for up to a 12 month period (ending June 30, 2013) or less, depending on the nature of your proposal.

J. Available Funding

Approximately $300,000+ in Workplace Safety Account funds will be available for workplace safety program grants, to be distributed among as many qualifying applicants and in the monetary amounts the Labor Commission deems appropriate.

K. Special Funding for Safety Awards & Safety Related Conferences:

Business, Associations and other large entities may qualify for additional funding for sponsorship of safety awards events, safety luncheon recognition events and conferences.

These safety awards or conference awards apply only to Associations, Chambers of Commerce, Unions, and/or other large entities that support workplace safety as part of an overall safety culture through their member award recognitions or safety-related conferences.

***There is a limit of up to $5,000 per business, agency or association.

If interested in applying for this additional funding, you may:

1. Utilize the separate Safety Award Application in order to apply for this funding.
2. As part of your Event Summary, describe safety criteria utilized by your organization and safety standards that your nominees must meet when nominated for safety awards.
3. Describe type of event, expected number of attendees and any other relevant information.
4. Request for safety awards and conferences funding may be submitted in addition to any other workplace safety grant requests.

L. Reconsideration of Denied Proposals

• The Labor Commission reserves the right to reject any or all applications received.
• Reconsideration of declined requests for funding must be submitted in written form by email or post delivered within two weeks of notification of denial.

M. Reimbursement Process

1. Reimbursements should be submitted on a quarterly basis. Include your Quarterly Progress Report along with your invoice.   **Invoices without a quarterly report will not be processed until reports are submitted.
   
   
   • Quarterly reports are due at the end of the following months:
     
     • September
     • December
     • March
     • June (final report)
2. You may use the suggested template form provided:Quarterly Progress Report (Part C) or provide your own report.
3. Reimbursement requests should be submitted as an invoice along with an itemized description of expenses including receipts for requested reimbursements. Examples of information to be included are: receipts for item or services provided, date service was rendered, copies of bills, including copies of payroll (if billing for personnel services), etc.
4. If submitting travel expenses, grantees must submit invoice along with a copy of receipts for allowable expenses. You have the option of submitting your own travel reimbursement request form. If you are using your own travel reimbursement request form, you must include the traveler’s name, date of travel, purpose of travel, and must itemize lodging, meals and mileage reimbursement, per diem, and any other expenses. Include receipts for any reimbursements requested.
5. If submitting expenses for personnel or contractual services, a copy of payroll or invoice from vendor (in the case of contractual work) is required.
6. Once the reimbursement request has been received by our office, allow two-three weeks for reimbursement to be processed.
7. ***Please note: In order to process allowable costs in a timely manner and before the ending of the fiscal year, requests for payment and invoices submitted during the fourth quarter of the WPS grant, must be submitted by COB on July 9th, 2013.
8. Reimbursement requests for items not outlined within the scope of work statement will not be allowable expenses for the purposes of this grant.

N. Assessment of Successful Completion

The successful recipients shall:

1. Demonstrate ability to successfully complete the project based on qualifications, expertise, and previous experience of staff.
2. Be able to complete the project before or by June 30, 2013.
3. Provide the Labor Commission with a time line and specific details of the successful completion of the project.
4. Provide updates and quarterly progress reports to the Commission with a final report of the project due upon completion. The Commission reserves the right to audit or request a progress report at any time throughout the project.
5. The prime contractor shall be responsible for all costs and contract performances whether or not subcontractors are used. Current employees of the state of Utah, or any other governmental agency as well as consultant affiliates of the Labor Commission may not participate as subcontractors.
6. Define performance evaluation tools and respective performance measurements which will be used to analyze the success of the project.
7. Performance measurements will be used in reporting program success to the Governor, Legislature, and the Workers' Compensation Advisory Council.

O. Auditing and Review

The Utah Labor Commission reserves the right to conduct a performance and financial audit of any project funded under this Notice of Request for Grant Application. Grantee agrees to cooperate and make available any and all information and documentation including financial information pertaining to this grant. By signing and submitting the contractual agreement, grantee agrees to abide by these terms and conditions.