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Public Agency Instructions and Forms

A Public Agency is defined as any agency that is a public school district, a BOCES, or a Public Library System or a member thereof.  Your agency should fit this description.  If not, or if you have questions or concerns regarding this, please contact us. 

Before you continue ….
If you are a New York City Department of Education Public School
goto: Public Agency Instructions for New York City Department of Education (NYCDOE).

Before the Application Process, please note the new requirement that may pertain to your organization...

Minority/Women Owned Business Enterprise (M/WBE) Requirement

Article 15-A of NYS Executive Law and Section 163 (6) of the NYS Finance Law require that NYSED promote opportunities for the maximum feasible participation of certified minority/women-owned business enterprise (M/WBE) in the performance of NYSED contracts. For those contracts $25,000 and above, please complete all required forms as indicated below, and submit two copies.

For all other contracts, NYSED is encouraging recipients to engage in minority/women-owned business enterprises as subcontractors to the extent possible. If applicable to your budget plan, please complete the M/WBE Utilization Plan as indicated below. You do not need to return the M/WBE Utilization Form if you are not utilizing M/WBE subcontractors or suppliers on this project.

Therefore, when completing your “Initial Application”, include the following where appropriate:

If your proposed contract is $25,000 and above, then complete the available M/WBE forms, which are available in PDF for your convenience:    $25,000 and above

If your proposed contract is $24,999 and below, then complete the M/WBE Utilization Form, if applicable, and which is available in PDF for your convenience:    $24,999 and below

Finally, for contracts $24,999 and below, please include a copy of the M/WBE Utilization Plan with your Final Expenditure Report, where M/WBE utilization was applicable.

For more information on M/WBE please visit the following website: http://esd.ny.gov/MWBE.html

Application Process

After you complete your application using the Instructions and Forms that follow, be certain to use the “Before You Mail” Checklists  that are available below.

  • The Instructions and Forms indicated below are available in both Word format and Adobe Portable Document Format (PDF).  Choose by selecting the "Format" below.
  • To access these Instructions and Forms in PDF, you will need Adobe Acrobat Reader.  If you do not already have Adobe Acrobat Reader, you may download for free by using the following link:

Download Adobe Reader

  • If you have questions or need guidance on using these Forms, please call the Special Legislative Projects Coordinating Unit at 518-473-5733.

Please read the instructions first so you'll know which forms to complete, print, and mail!

Please save yourself money and help save the environment when sending your budget, by only printing and sending us the 1st page, pages where you are budgeting items, and the last page. Thank you!

Initial Application (Required)

1.) Instructions: Read First

Word Version - 

PDF Version - 

2.) Forms

Forms Form # Word Version PDF Version
Public Agency Proposed Budget FS-10    

3.) "Before You Mail" Checklist Initial Application

Word Version - 

PDF Version - 

Interim Payment (Optional)

1.) Instructions: Read First

Word Version - 

PDF Version -

2.) Forms

Forms Form # Word Version PDF Version
Interim Project Expenditure Report FS-25    

3.) “Before You Mail" Checklist Interim Payment

Word Version - 

PDF Version -

 

Budget Amendments (If needed)

1.) Instructions: Read First

Word Version - 

PDF Version - 

2.) Forms

Forms Form # Word Version PDF Version
Budget Amendment FS-10-A    

3.) “Before You Mail" Checklist Amendments

Word Version - 

PDF Version - 

 

Final Expenditure Report (Required)

1.) Instructions: Read First

Word Version - 

PDF Version - 

2.) Forms

Forms Form # Word Version PDF Version
Public Agency Final Expenditure Report - Long Form FS-10-F    

3.) “Before You Mail" Checklist Final Payment

Word Version - 

PDF Version - 

 

Extensions (If needed)

1.) Instructions

Word Version - 

PDF Verison - 

Contact Information

New York State Education Department
Special Legislative Projects Coordinating Unit
89 Washington Avenue- Room 136 EB 
Albany, NY  12234
Phone: (518) 473-5733
Fax: (518) 473-2103

If you need a paper copy of these Instructions and Forms mailed to you, please call the Special Legislative Projects Coordinating Unit at 518-473-5733.