An Equal Opportunity Employer
Activities Eligible for Reimbursement for
County Recycling Coordinator Grant Applications
Under Act 101, § 903
The Municipal Waste Planning, Recycling and Waste Reduction Act of 1988
Upon application from a county, the Department will award grants for authorized salary and expenses
for county recycling coordinators. Grant funds may not exceed 50% of the approved cost of the county
recycling coordinator‟s salary and expenses incurred on or after January 1 through December 31 for
each calendar year. The following duties / activities of county recycling coordinators will be eligible for
1. Assisting the County in developing and implementing the waste reduction, recycling, leaf and yard
waste and household hazardous waste components of its solid waste management plan.
2. Identifying and encouraging opportunities for intermunicipal cooperation and cooperative efforts
with other organizations to further waste reduction, recycling, leaf and yard waste composting and
household hazardous waste programs.
3. Providing technical assistance to municipalities on developing and implementing waste reduction,
recycling, leaf and yard waste composting and household hazardous waste programs.
4. Developing educational programs and materials on waste reduction, recycling, leaf and yard waste
composting, household hazardous waste programs and litter control.
5. Serving as a contact for waste reduction, recycling, leaf and yard waste composting and household
hazardous waste program questions from within the county.
6. Participating in, and coordinating when appropriate, waste reduction, recycling, leaf and yard waste
composting and household hazardous waste meetings, training programs, workshops and
7. Speaking to schools and community, business and government organizations about waste
reduction, recycling, leaf and yard waste composting and household hazardous waste programs.
8. Assisting municipalities in identifying recyclable materials capable of being marketed and locating
9. Assisting municipalities with developing and coordinating leaf and yard waste collection and
composting programs and identifying markets for composting.
10. Assisting municipalities in preparing recycling and household hazardous waste program grant
11. Collecting data on municipal recycling programs within the county on commercial, institutional and
municipal establishment recycling and recycling at community activities; then reporting the collected
data annually to the Department (via the Pennsylvania Re-TRAC database system)
on or before
12. Identifying sources of recyclable products and products made of recycled materials and
encouraging the use of those items to support county and municipal recycling programs.
13. Developing recycling programs for special materials such as automotive waste oil, tires, household
hazardous waste, white goods, batteries, electronic equipment, computers and devices that contain
cathode ray tubes (i.e. televisions and computer monitors).
14. Administration and management of county recycling programs.
15. Assessing the implementation of recycling programs within the county.
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Instructions for Filing the Reimbursement Application
for Act 101, Section 903
County Recycling Coordinator Grant Program
1. Please read all instructions carefully before completing your application. Failure to submit the
required information and supporting documents will delay reimbursement.
2. The application consists of three documents: the Federal W-9 form, the Section A – C form and
the 903 Application spreadsheet form.
3. Please see the “letter to the County Recycling Coordinators” included in this packet for further
information on the due date and how / where to submit the required forms for your completed
INSTRUCTIONS FOR COMPLETING THE SECTION A - G document (available on the
Department’s elibrary; recommend using the Word version):
1. SECTION A – APPLICANT INFORMATION
a. Item 1 – Enter the name of the county applying for the grant.
b. Item 2 – Enter the county‟s official business address.
c. Item 3 – Enter the county‟s Federal I.D. Number. This number must be provided in order for
the application to be processed.
d. Item 4 – Complete the calendar year for which the grant application is submitted.
2. SECTION B – JOB DESCRIPTION
Provide a job description for the recycling coordinator. Be specific and include the duties and
responsibilities and any activities and achievements of the recycling coordinator.
3. SECTION C – COUNTY CONTACT
Enter the name of the person responsible for preparing the grant application and to whom
questions should be directed. This may or may not be the county recycling coordinator.
4. SECTION D
a. Enter the name of the county recycling coordinator, mailing address, telephone number, fax
number and email where he/she can be reached.
b. Enter the web address of the recycling homepage.
c. Place a “check mark” or “X” in the box for each certification held by the county recycling
5. SECTION E – TIME / EMPLOYMENT STATUS
a. Place a “check mark” or “X” in the box for which employment status is applicable.
b. Enter the recycling coordinator‟s normal working hours paid per week, normal workweek
(days of the week), normal hours paid per year, normal hours worked in a day, weeks
worked per year, hourly pay rate, annual salary and dates of employment.
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6. SECTION F – SUMMARY OF COUNTY RECYCLING ACTIVITY
Enter the number of municipalities for each of the three (3) columns listed on the form:
municipalities with curbside recycling, municipalities with drop-off recycling and municipalities
without recycling programs. Repeat for each of the three (3) items listed.
a. Item 1 – for municipalities with a population over 10,000.
b. Item 2 – for municipalities with a population over 5,000 but less than 10,000, and a density
of more than 300 persons per square mile.
c. Item 3 – for municipalities with a population less than 5,000.
7. SECTION G – AFFIDAVIT
a. Enter the name of the county applying for the County Recycling Coordinator 903 grant.
b. The individual designated as the Official Applicant for the grant application should read the
statement and enter their name and title in the space provided for their signature.
c. Enter the date, month and year the application is submitted.
d. Place an “X” in the box at the bottom of the form to
accept the terms as described
8. SECTION H
Section H is now included in the 903 Application (Excel spreadsheets).
INSTRUCTIONS FOR COMPLETING THE 903 APPLICATION SPREADSHEETS:
1. Only expenses incurred by the County Recycling Coordinator may be requested for
reimbursement. Membership fee reimbursements are calculated with this in mind. A business
membership is not eligible for this grant.
Keep in mind that reimbursement is based on the date
the expense is PAID, not the invoice date or year of membership, and must correspond with the
2. At the top of the Activities & Travel Expenses Log sheet, after “County Name:” add the name of
the COUNTY applying for the grant and after “Coordinator Name:” add the name of the county‟s
County Recycling Coordinator. Once entered, the county and coordinator names at
the top of the other sheets are entered automatically.
3. Please complete the Activities & Travel Expenses Log and the Wages & Benefits Log. The
County Expenses and Reimbursement Log (DEP USE ONLY) will automatically calculate from
data obtained in the other spreadsheets.
Do not enter amount totals in any of the spreadsheets as they will calculate automatically
5. For detailed instructions on completing specific cells, place cursor over the
present, in the cell. A memo will pop up with specific instructions for completing that cell.
6. Unless otherwise requested, please do not submit any additional documentation with your
7. Counties will be audited at random.
Documentation must be retained as county financial records for a period of four (4) years
and, if requested, must be made available to the Department or its representatives. This
includes receipts for all subsistence, lodging and various other expenses.
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8. ACTIVITIES & TRAVEL EXPENSES LOG
a. This spreadsheet has been set up so that each month can be printed out separately.
b. Do not enter data / information into any of the shaded areas.
c. The text columns will expand for the addition of information.
d. Enter the number of hours spent on each column heading for the date it was performed.
The spreadsheet will calculate all totals automatically.
Refer to the “Daily Activity
Categories” at the end of the instructions for a complete description of what can be included
for each category.
e. Be sure to enter hours for any
in the allotted column.
f. Include any hours the county allowed compensatory / overtime hours at the time the hours
g. Enter travel information in the appropriate columns / rows as described in the following:
A copy of the approved DEP Bureau of Waste Management Travel Request Form,
along with an itinerary, must be submitted when requesting reimbursement for travel that
occurred outside of the Commonwealth and: 1) was greater than 300 miles from your
workplace or residence or 2) included expenses totaling $300 or greater.
REASON FOR TRAVEL:
Describe the reason for travel in the month / date the travel
occurred. If the travel was for a meeting or conference, for example, describe what type
of meeting or include the name of the conference on the row with the corresponding date
TRIP BEGAN AT:
Enter the name (i.e.: town, borough, city) of where the travel started
(workplace or home) on the appropriate date. Do not designate a state unless the trip
was outside of Pennsylvania (PA); postal abbreviations are acceptable. If the trip was
more than one day, enter the location from which you left on that day.
Enter the name (i.e.: town, borough, city) of the trip
destination(s). If there is more than one destination, list the names separated with
comma(s) on the appropriate date.
Enter the location where the trip ends (workplace, residence, other). If
the travel was more than one day, leave space blank on days not applicable. Enter
location returned to on the last day of travel.
TRAVEL TIME / DEPART:
Enter time of day you left from the trip‟s starting location
(workplace, residence, other) and indicate whether AM or PM.
TRAVEL TIME / RETURN:
Enter time of day you returned (residence, workplace,
other). Indicate whether it was AM or PM.
TRAVEL TIME / TOTAL HOURS:
Enter the number of hours spent traveling that day.
List the amount spent for meals for each day traveled.
If traveling to attend a meeting or conference during which a meal was purchased,
enter the amount spent.
If a meal was provided at, for example, a conference and you purchase your own
meal, that meal cannot be reimbursed.
An itemized receipt is required for reimbursement; a credit card receipt or statement
is not sufficient.
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List the miles traveled per day under the appropriate date. In the “County
Mileage Cost / Mile” column, enter the amount the
reimburses for each mile in
decimal form (i.e. “0.30”).
If sharing a ride to a conference and the other participant claimed the mileage, enter
a “0” in this column.
Receipts are not required for mileage reimbursement; the Activities & Travel
Expenses Log of the 903 Application is considered a mileage log.
Travel between the workplace and residence or miles incurred to pick up or
collect recyclables are
reimbursable under this grant.
Enter the name of the lodging used in the “Lodging / Hotel Name” column
on the first day of travel. In the same row, enter the amount paid for that day of your
stay in the “Amount” column. Repeat for each additional day.
An invoice and proof of
payment is required for reimbursement.
Enter the amount paid for tolls for that particular day. If your return trip is the
next day, for example, enter the amount for tolls paid on your return trip in the row for the
A receipt is required for reimbursement.
Enter amount paid on that day.
A receipt is required for reimbursement.
CONFERENCES / MEETINGS / WORKSHOPS / TRAINING:
Enter the name of the
conference in the “Name” column. Enter the registration fee paid in the “Registration
Fee” column. If no fee was charged, enter a zero (0).
An invoice and proof of payment
is required for reimbursement.
List any miscellaneous travel expenses incurred that
were not listed in any other column, such as fare for plane, bus, or train travel or
baggage fees. Membership fees paid to organizations related to recycling, such as
PROP, PRC, NRC, SWANA, etc., are listed here.
An invoice and proof of payment is
required for reimbursement.
Postage, telephone calls, printing, gasoline, and vehicle maintenance are
9. WAGES & BENEFITS LOG
RECYCLING COORDINATOR NAME:
Replace “1st RECYCLING COORDINATOR NAME”
with the recycling coordinator‟s name. In the next row beneath in the same column, replace
“DATES OF EMPLOYMENT (FROM / TO)” with the coordinator‟s starting and ending
employment dates for ONLY the grant application YEAR for which you are applying.
If more than one coordinator was employed during the year, add each coordinator‟s
name, one per column. Enter data for each coordinator in the corresponding rows below.
In the row (line 26) labeled “Wages from W-2,” enter the wages from the Federal
W-2 form, box 3, for each county recycling coordinator.
Any pre-tax benefits should be entered under “OTHER.”
In the row labeled “HOURLY RATE,” enter the hourly pay rate for each
county recycling coordinator listed, if applicable. If the pay rate changed during the year,
enter the hourly pay rate which applies at the end of the calendar year.
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Enter the amount for each of the benefits listed that are PAID by the county only.
If the county did not pay a particular benefit, enter “0” in that row.
If the county paid benefits that are not listed, after “OTHER” replace “ENTER BENEFIT
TYPE HERE” with the name of the benefit, then enter the amount paid by the county in
the corresponding row and column.
In the row labeled “PUBLICATION NAMES (PLEASE LIST
ACROSS),” enter the titles of each eligible publication, video, and / or book in each column
across and the corresponding subscription amount beneath each title.
Internet subscription and access fees are
eligible for reimbursement.
Books, videos, pamphlets and other publications and educational materials intended for
eligible for reimbursement under this grant.
10. COUNTY EXPENSES & REIMBURSEMENT LOG (DEP USE ONLY)
Do not enter any amounts – the spreadsheet will total automatically
INSTRUCTIONS FOR COMPLETING THE W-9 FORM:
Please see the instructions attached
to the form available in the eLibrary at:
. Do not email the W-9 instructions with the grant application; only the W-9 is required.
DAILY ACTIVITY CATEGORIES:
The following four (4) categories are to be used on the Activities and Travel Expenses Log in lieu of
entering daily recycling and non-recycling activities.
RECYCLING HOURS-PAID CATEGORY
The following tasks/activities apply to all materials noted in Act 101 (904 eligible) and all
additional materials (non-eligible 904) collected in the Commonwealth of PA and to the recycling
related services provided to county offices, municipalities, businesses, schools and other
organizations within the county. Hours performing the following tasks/activities are eligible
recycling hours, with exceptions as listed.
901 Planning Grant:
Any tasks/activities relevant to the
portion of the county
If you are receiving a 901 Planning Grant and your salary and expenses
under that grant, then
YOU ARE NOT ELIGIBLE
to claim those hours and expenses.
If your county is receiving a 901 grant and an employee other than yourself is covered
under that grant, then you may claim your own salary and expenses for the recycling
activities portion only.
902 Recycling Development and Implementation Grant:
Tasks associated with a Recycling
Development and Implementation Grant application such as administration, recordkeeping and
communicating with parties involved in the grant (for applications the county is sponsoring
and/or for assisting municipalities with their application).
903 County Recycling Coordinator Grant:
Tasks associated with completing the county
recycling coordinator grant application, gathering documentation, information requests, and
904 Performance Grant:
Tasks associated with completing performance grant applications,
gathering documentation, communicating with municipalities and haulers, and maintaining
records and files.
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Recycling Education Activities and Tasks:
Includes all tasks associated with public and
school education such as:
public speaking to civic, environmental, and school groups;
designing, writing, and publishing written materials such as brochures, pamphlets, and
telephone conversations with the general public and students;
designing and inserting information onto websites;
producing audio visual presentations;
developing and maintaining display boards.
Include time spent on Certification Committees, attending certification
classes, teaching certification classes, and any other time specifically spent on the certification
Activities associated with assisting municipalities, businesses, schools,
and other entities in developing and implementing recycling, composting, household hazardous
waste projects, and procuring recycled products. Include assistance with completing grant
applications, locating equipment, and collection bins. Include meetings for planning activities.
Tasks associated with researching and locating markets, developing
markets, linking municipalities, businesses, schools, and other entities with markets for
recyclables and for compost and household hazardous waste.
Meetings / Committees / Roundtables:
Tasks related to attending, preparation and follow-up
for meetings, committees, and roundtables, such as county / municipal / authority meetings (i.e.,
PROP, PRC, NRC meetings and associated committees).
Training / Professional Development:
Include time at recycling, composting, household
hazardous waste, computer, or any other conferences, workshops, and seminars that are
related to your recycling position.
Other Duties (Recycling Related Only):
Include time spent on budgets / schedules, annual
recycling reports, personnel activities, and purchasing supplies and equipment directly related to
Compensatory Hours (Recycling Related Only):
Indicate the hours that the county allowed
compensatory time in lieu of overtime hours. Use this when you
Overtime Hours (Recycling Related Only):
Enter the hours that the county
DO NOT INCLUDE NON-RECYCLING HOURS
LEAVE / HOLIDAYS CATEGORY
Include all paid leave such as vacation, sick, personal, bereavement, maternity, holiday, paid
excused time, weather, and other emergencies, such as early dismissals and fire drills.
MILITARY LEAVE CATEGORY
Enter the military leave hours and follow the “Military Leave Policy” on the last page of this
NON-RECYCLING HOURS CATEGORY
Include unpaid leave and activities that are
to recycling, composting, household
hazardous waste, oil, white goods, tires, and litter education. This category includes any hours
that the county allowed compensatory or overtime hours that are
related to recycling,
composting, household hazardous waste, oil, white goods, tires, and litter education. Use this
MILITARY LEAVE POLICY
The Department ordinarily pays military leave to those who have been deployed, which consists of
payment of the difference between an employee‟s salary and the amount paid by the military.
Therefore, when the County is requesting a County Recycling Grant (903) reimbursement, this will be
extended to county recycling coordinators who have been deployed. The County will be reimbursed
50% of the approved military hours.
In addition, the Department will reimburse the County for a substitute recycling coordinator during the
time the permanent recycling coordinator is on active duty at a rate of 50% of the approved salary and
When the deployment or military absence of a County recycling coordinator occurs, the County must
notify the Department in advance of the deployment / absence.
When submitting the 903 grant application, separate 903 grant applications for the permanent and
substitute recycling coordinators must be completed.
Military leave hours for the permanent recycling
coordinator must be entered in the „Military Leave‟ column of the 903 application, Activities & Travel
Expenses Log spreadsheet.
The County will be required to submit proof of deployment of military absence with the 903 grant
application for approval. This proof is to be in the form of a letter, which includes the following
1. The dates the recycling coordinator left for and returned from military duty, the location deployed,
and the branch of the military in which the recycling coordinator served.
2. The amount of reimbursement the County paid the recycling coordinator for military leave only.
3. The dates the substitute recycling coordinator carried out the duties of the permanent coordinator.
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