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Dairy Business Builder Grant Policies

Please find the policies associated with the DBIA Dairy Business Builder grants, including reimbursement, extensions, amendments and reporting.

Grant Reimbursement Policies

As noted, DBIA offers reimbursement grants. DBIA can only reimburse you at the levels indicated on the budget worksheet, for these express purposes.

  • Each awardee may submit up to four reimbursement requests and each reimbursement request must be for $5000 or more.

  • Reimbursements submitted prior to the 15th of each month will be processed at the end of the month; the expected timeframe for receiving a check is 4-6 weeks.

  • Equipment must be purchased through a specialty/dairy supplier and not purchased from a general retailer. If you are unsure, please confirm with Danica before making a purchase.

  • Marketing materials are only eligible for reimbursement if they market the product and not the brand.

  • DBIA reserves the right to disallow specific reimbursement requests if they do not match the initially approved expenses or if the ultimate request is not a DBIA eligible expense.

  • Reimbursements for the December 2022 cycle will be received beginning in February 2023.

Reimbursement requests that do not follow the instructions will not be processed.

Grant Reimbursement Instructions

Documents needed for reimbursement submission:

1. Budget worksheet

2. Electronic copies of receipts or paid invoices, numbered and saved with vendor name (for example, ‘invoice1_cheesestore’).

Your Budget Worksheet:

Tab 1 (Approved Budget): lists approved expenses for the grant cycle, the approved dollar amount for the expenses, the total amount of your award, total amount requested and the amount remaining.

The contents of Tab 1 cannot be altered, except for the notes section. Do not make changes to items or amounts on this tab.

Tabs 2-5 (request 1-4): tabs for each of up to four reimbursement requests.

Steps for Completion:

1. Using your budget worksheet, use the tab associated with the request you are submitting. For example, if this is your first request for the cycle, use ‘Request 1’ tab.

Multiple items can be requested for reimbursement in one request.

Partial reimbursements can be requested for approved expenses (for example, a down payment and final payment, or multiple orders of a certain expense).

2. Enter in the exact dollar amount from each expense receipt into the associated ‘Request Amount’ column on the same request tab.

3. Enter in the attachment number (each attached receipt or invoice should be numbered) from each expense receipt into the associated ‘Attachment/Receipt Number” column on the same request tab.

4. Enter in the date the request is being submitted via email to WCMA. This should be the same date for any item requested on the same request tab.

5. Make sure you save your updated Budget Worksheet and prepare to send in the emailed request.

6. Email Submission Requirements:

a. SUBJECT LINE: All reimbursement request emails should indicate company name, grant cycle and request number. For example, “CheeseUSA, December 2022 Cycle, Reimbursement Request 1’

b. Attach relevant invoices/receipts (numbered accordingly) AND the completed Budget worksheet and send to Danica at dnilsestuen@wischeesemakers.org.

7. If we require any additional information or clarification, Danica will be in touch with that request. When a request has been approved, Danica will send you a notification for your records. Checks will arrive approximately 4-6 weeks after the request.

Amendment Policy

If your actual project costs are less than estimated, you may submit an amendment to apply remaining award funds for other related costs, as long as they are in line with the original application.

An amendment may also be submitted in the event you need to make changes to this list; this is contingent upon new items being eligible under USDA guidelines. Amendment approval is at the discretion of the DBIA team. You may use either an electronic or ink signature on the request form.

Please complete the form below and email it to Danica at dnilsestuen@wischeesemakers.org to request an amendment.

AMENDMENT REQUEST FORM- DOWNLOAD HERE

Extension Policy

DBIA expects that most grant projects will be completed within one year of approved funding. However, should you require an extension, you may apply by December 1, 2023, for up to 6 months of additional time. There is no cost for an extension. You may use either an electronic or ink signature on the request form.

Please complete the form below and email it to Danica at dnilsestuen@wischeesemakers.org to request an extension.

EXTENSION REQUEST FORM- DOWNLOAD HERE

Reporting Requirements

Please be aware of critical reporting requirements, which satisfy conditions set by the U.S. Department of Agriculture and help us to secure future program funding. An initial report is due six months into the execution of your project, and the second report is due one year from now. DBIA will provide you with the required reports to be completed. Information provided on the reports is confidential, with the exception of anonymized reporting to the USDA. Failure to complete these requested reports in a timely manner may result in a delay in reimbursement and/or ineligibility for future application rounds.