Grants for Clean Technology Guidebook
What happens when I’m approved for a CleanTech grant?

Executive Summary

• Use the Funding Agreement as the main resource for post-approval stage information.
• Different grant types require different documentation to offer reimbursement, pay attention to what you might need. 
• Do everything you can to build a strong relationship with the program and increase your chances of approval on future applications.

Congratulations! All of that work and nerve-racking waiting was worth it as you’ve finally gotten approved. Although, before you get started on spending, there are a few key elements about the post-approval process that are often overlooked. 

This chapter will inform you how to get the most out of your approved CleanTech funding and how to conduct the post-approval process with ease and efficiency, all the while staying in good standing with the program. 

Getting Your CleanTech Cash

In most cases, CleanTech programs will issue Funding Agreements to be signed by the applicant. This is a document that outlines the terms and conditions of your project, such as what its objectives are, start and end dates, the budget, and how you can expect to receive the program’s contribution. Once the Funding Agreement is signed and sent back to the program, terms have been established and unless otherwise stated, you are free to start spending. 

The ways in which funding is received or collected depend on the type of project that you are undertaking.

• Training: CleanTech training grants are the simplest in structure. Since training programs are usually only billed upon payment, receiving reimbursement will only require you to submit the necessary documentation to the program once. You should receive either a cheque or direct deposit transfer once the expense has been processed. 
• Hiring: Most often, hiring grants in the CleanTech space are set up as a wage subsidy, meaning they can be used to pay for a portion of your new employee’s wages. Reimbursement for this type requires that you submit employee information and pay stubs to the program. 
• Market Expansion: If you are doing a market expansion project, you will likely need to follow a reimbursement structure. This means that claims, or expense forms, will be submitted to the program with a list of all expenses incurred over a designated duration. Sometimes you will have to give an up-to-date report on the progress of your project and your success to date. Once your claim submission is approved by the program and you have provided all required documentation, you will receive reimbursement. 
• Alternative CleanTech grants: Outside of the three main grant program types listed above, the CleanTech space has an array of funding initiatives that vary in payment structure. In some cases, you will need to provide data on the impact of your project and prove its positive progress before funding will be received. Other alternative CleanTech grant structures will offer funding as soon as your application has been approved. In almost all cases, you will be required to submit a final report to close out your project and remain in good standing with the program.

Paperwork needed for payment

The single most important thing to practice in the post-approval stage is to keep close track of all necessary documentation or paperwork that the program might ask for. The Funding Agreement will always be the go-to document for key details about your project and is the main resource to draw on when you have questions about the payment or reporting protocol.

Depending on the type of CleanTech grant you receive, the documentation varies. Here’s a list of the documents that are frequently required for CleanTech-specific programs before you can be paid. 

• Invoices
• Interim reports
• Paystubs
• Proof of Payment
• Carbon emission calculations
• Questionnaires
• Expense tracking
• Site visits
• Sustainability impact reports

Relationship with the program

In all cases, we cannot stress enough the importance of providing accurate information, reports, and required documents properly and in a timely manner. Doing so will go a long way to maintaining and developing a strong relationship with the program. Reputations and relationships are crucial in the grant space. Many CleanTech programs are available for several years, meaning that if approved, you will have the opportunity to be awarded with even more funding in the future. Following all the instructions and requirements as outlined by the program in the Funding Agreement will go a long way – your future self will thank you! 

The post-approval stage is the most important part of your project. After all, this is the stage where your project is executed and your funding is received. We understand that there can be an overwhelming amount of required documentation to supply a program when you are trying to focus on the success of your project. At Granted, we provide all our CleanTech clients with the tools needed to meet their goals and execute their project vision. Our mission during this stage is to take all the heavy lifting and administrative work off your hands – we can handle all of it and make sure you keep in high standing with the program.