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The Utah Labor Commission
Workplace Safety (WPS) Grant Application

Purpose and General Application Guidelines
July 1st, 2013 - June 30th, 2014

I) PURPOSE - WORKPLACE SAFETY 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, 2014.

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.

II) 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 companies or agencies conducting operations in the state.

III. CRITERIA

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.

IV. SUGGESTED USES FOR MONETARY AWARDS

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

V) NONQUALIFYING USES FOR WORKPLACE SAFETY GRANT MONIES

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.

VI. SUBMITTING YOUR GRANT APPLICATION

**** No later than Monday, March 18th, 2013 - by 5:00 p.m. ****
Late submissions will not be accepted

1. Submit: Eight (8) copies (1 original and 7 copies) of the application signed by agency officer.
2. Mail your submissions to:
   
   
   Utah Labor Commission
   Workplace Safety Grants
   Attn: Elena Bensor
   160 East 300 South, 3rd floor
   P.O. Box 146600
   Salt Lake City, Utah, 84114-6600
3. Or hand deliver to:


Heber Wells Building
160 East 300 South 3rd Floor *(Labor Commission located on 3rd Floor)
Salt Lake City, Utah


• Applications should be in a sealed envelope marked:
  Attention Workplace Safety Grant - Elena Bensor
  
  * Faxed applications are NOT acceptable.


4. Applications will be reviewed by sub-committee. Grantees will be selected and notified according to the timeline on page 6.
5. If you are proposal is selected for an award, after being notified by email or phone, you will receive (by email) a copy of the state contract which needs to be signed by your company’s authorized representative. Send back 5 originals all containing original signatures to the Labor Commission. Make sure to include all pages including terms and conditions.

**Please Note: There is a deadline to determine when the contracts need to be received back into our office. If the deadline is not met, your monies may be forfeit and funds will not be issued. Check page 6 for dates.

6. Contracts will be processed by our finance office. When contracts have been fully processed and approved, a final copy will be sent to you for your records.
7. All projects are to start on July 1st of grant year or thereafter. Reimbursements will not be processed before the end of the first quarter, and all invoices and requests for reimbursement must be submitted with a quarterly report in order to be processed for payment.

VII) LENGTH OF GRANT AND CONTRACT

The contract will be for up to a 12 month period (ending June 30, 2014) or less, depending on the nature of the proposal.

VIII) AVAILABLE FUNDING

In the last couple of years, we have seen a reduction in funding making the qualifying process more competitive. This year, approximately $300,000+ in Workplace Safety Account funds will be available for grants, to be distributed among as many qualifying applicants and in the monetary amounts the Labor Commission deems appropriate.

IX) SPECIAL MONIES FOR SAFETY AWARDS & SAFETY RELATED CONFERENCES

Business, Associations and other agencies 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 members, award recognitions or safety conventions.

***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 related to safety awards or proposed safety conference.
4. Request for safety awards and conferences funding may be submitted in addition to any other workplace safety grant requests.

X) RE-CONSIDERATION OF DENIED APPLICATIONS

1. The Labor Commission reserves the right to reject any or all applications received.
2. Priority will be given to entities that have demonstrated financial need.
3. If your proposal is denied and you are in disagreement, or would like to ask specifics, please contact the Workplace safety manager for additional clarification.
4. Reconsideration of declined requests for funding must be submitted in written form by email or post delivered within two weeks of notification of denial. For FY 2013-2014, reconsideration requests must be received by May 20, 2013 and they may be submitted by email.

XI) 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.
   
   
   1. Exceptions to the quarterly report and payment reimbursements will be considered based on prior approval from the Workplace Safety Manager.
   2. Quarterly reports are due at the end of the following months:
      
      • September
      • December
      • March
      • June (final report)

   As of FY 2012, if grantee fails to submit 2 quarterly reports, funding may be forfeit and monies will be re-allocated to other workplace safety projects.

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. 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 June 28th, 2014.
8. Reimbursement requests for items not outlined within the scope of work statement will not be allowable expenses for the purposes of this grant.

XII) ASSESSMENT OF SUCCESSFUL COMPLETION

The successful recipients shall:

• Be able to complete the project before or by June 30, 2014.
• Demonstrate ability to successfully complete the project based on qualifications, expertise, and previous experience of staff.
• Provide the Labor Commission with a time line and specific details of the successful completion of the project.
• 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.
• 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.
• Define performance evaluation tools and respective performance measurements which will be used to analyze the success of the project.
• Performance measurements will be used in reporting program success to the Governor, Legislature, and the Workers' Compensation Advisory Council.

XIII) AUDITING

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.

SCHEDULE

July 2013 - June 2014