1. (a) Applicants requesting reimbursement for approved GIA projects shall complete, and submit, the “Grant-In-Aid Billing Form”, 2025 June.

2. (b) The applicant shall include a copy of the following with the billing form:

   1. (1) Paid invoices with proof of payment for the purchase of materials and for the rental of equipment for trail construction and maintenance reimbursements, if applicable;
   2. (2) A paid invoice with proof of payment from the seller listing the total price paid, make, model, serial number, year of manufacture, engine size, fuel type, and date of delivery for trail grooming, grading, maintenance equipment or implement purchase reimbursements, and a bill of sale for any equipment or implement sold or traded as part of the project, if applicable;

   3. (3) Include an insurance policy for all grooming, grading, or maintenance equipment purchased through the GIA program sufficient to cover the equipment’s actual cash value for the term of the GIA award pursuant to Ncr 844.04. The insurance policy shall name the state of New Hampshire as a certificate holder with the following address:

      State of New Hampshire

      Department of Natural and Cultural Resources,

      Division of Parks and Recreation

      Bureau of Trails

      172 Pembroke Road, Concord, NH 03301

   4. (4) A paid invoice with proof of payment from an authorized manufacturer’s representative listing the total price paid, make, model, serial number, year of manufacture, engine size, fuel type, and date of delivery for reconditioning reimbursements, pursuant to Ncr 844.06, if applicable;

   5. (5) Include an insurance policy for all equipment reconditioned through the GIA program sufficient to cover the equipment’s actual cash value for the term of the GIA award pursuant to Ncr 844.04. The insurance policy shall name the state of New Hampshire as a certificate holder with the following address:

      State of New Hampshire

      Department of Natural and Cultural Resources,

      Division of Parks and Recreation

      Bureau of Trails

      172 Pembroke Road, Concord, NH 03301

   6. (6) “Grant-in-Aid Grading Operations Log”, 2025 June, sheets detailing each day of grading for each piece of grading equipment for summer grading operations reimbursements, if applicable. All log sheets shall note the mileage graded and beginning and ending mileage, hour meter reading, or both, as appropriate;
   7. (7) “Grant-in-Aid Grooming Operations Log”, 2025 June, sheets detailing each day of grooming for each piece of grooming equipment for winter grooming operations reimbursements, if applicable. All log sheets shall note the mileage groomed and beginning and ending mileage, hour meter reading, or both, as appropriate;
   8. (8) Paid invoices with proof of payment for snow removal for parking lot snow removal reimbursements, with dates of plowing listed, if applicable; and
   9. (9) Proof of payment for insurance and the insurance certificate for liability insurance premiums reimbursements, if applicable.

3. (c) Applicants may request capital advances in the event of justified hardship being demonstrated, in writing, to the bureau chief. Such request shall include the financial records of the applicant. Any advances granted shall have proof of payment submitted back to the bureau within 60 days, or future requests for advances shall be denied. Request for advances shall:

   1. (1) Be submitted on a signed “Grant-in-Aid Billing Form”, 2025 June, and include a copy of the vendor invoice;
   2. (2) Be submitted with a copy of their current financial statements, showing their account information from their financial institution, to demonstrate an inability to pay expenses up front; and
   3. (3) When purchasing equipment or implements, proof of payment of the applicant’s percentage pursuant to Ncr 843.02 shall be submitted before the capital advance is issued.

4. (d) The applicant shall mail or hand-deliver a completed billing form and all attachments to:

   Department of Natural and Cultural Resources

   Bureau of Trails

   172 Pembroke Road

   Concord, NH 03301

Source. #14293, eff 6-25-25, EXPIRES: 6-25-35