“Administrative Costs (Indirect Costs)” means expenses of doing business that are of a general nature and are incurred to benefit at least two or more functions within an organization. These costs are not usually identified specifically with a grant, grant agreement, Project or activity, but are necessary for the general operation of the organization. Examples of Administrative Costs include salaries and benefits of employees not directly assigned to a Project; functions such as personnel, business services, information technology, janitorial; and salaries of supervisors and managers, including Fire Safe Council Coordinators.

“Agreement” means a legally binding agreement between the State and another entity.

“Amendment” means a formal modification or a material change of the agreement, such as term, cost, or scope of work.

“Applicant” means the entity who has submitted a Concept Proposal or Application requesting grant funds.

“Application” means the individual application form and its required supporting attachments for grants pursuant to the enabling legislation and/or program.

“Appropriation” means a Legislative budget authorization from a specific fund to a specific agency or program to make expenditures or incur obligations for a specific purpose and period of time.

“Authorized Representative” means the designated position identified in the Resolution as the agent to sign all required grant documents including, but not limited to, Grant Agreements, Application forms, and payment requests.

“CEQA” means the California Environmental Quality Act as stated in the Public Resources Code Section 21000 et seq. and Title 14 of the California Code of Regulations Section 15000 et seq.

“Consultant Services” means services which provide a recommended course of action or personal expertise, such as accounting or a Registered Professional Forester (RPF).

“Contractor” means an entity contracting with the Grantee.

“Department” means The Department of Forestry and Fire Protection, or CAL FIRE.

“Direct Costs” means expenses of doing business that are directly attributable to the project. Examples of direct costs are salaries and benefits of employees directly associated with a Project, or expenses of items used directly by the Project.

“Dwelling Unit” means the same as defined in 14 CCR § 1665.2.

“Encumbrance” means a commitment of funds guaranteeing a source of payment for a specific agreement.

“Execution of an Agreement” means the act of signing an agreement, which provides a legal basis for required performance by parties to the agreement.

“Grantee” means the entity who has an executed grant agreement for the award of grant funds.

“Habitable Structure” means the same as defined in 14 CCR § 1665.2.

“Indirect Costs” means the same as Administrative Costs (Indirect Costs).

“Modification” means an agreement modification; an informal agreement that moves dollars in the line item and task budgets not to exceed 10% of total grant amount, changes deliverable due dates, or makes a minor change in the work in accordance with the intent of the legislation. It does not require a formal amendment to the grant agreement.

“Non-Profit Organization” means any California corporation organized under Sections 501(c)(3) of the Federal Internal Revenue Code. A letter of determination certifying non-profit status shall be required prior to project approval.

“Operating Expenses (Direct Cost)” means the same as “Direct Cost.”

“Payee Data Record (Std. 204)” means Form Std. 204, “Payee Data Record,” and is required for non-governmental entities. The form shall be submitted in order to establish a vendor number for payment and to have funds encumbered.

“Personnel Services” means the budgeted amount for salaries and benefits for wage earning personnel employed by the grantee (not a contractor or subcontractor) and working on the project.

“Project Performance Period” means the period of time that the Project Scope of Work costs may be incurred, and the work described in the Project Scope of Work shall be completed, billed and paid by the State. Only Eligible Costs, as provided in § 1666.15, incurred during the Project Performance Period shall be paid.

“Project” means the activity or work to be accomplished utilizing grant funds and match (if applicable).

“Project Scope of Work” means the part of the Application that details in narrative form the proposed Project and associated activities.

“Project Budget” means the proposed detailed budget plan described in § 1666.14.

“Resolution” means a determination by a Grantee's governing body to allow the entity to sign agreements and amendments for a specific project; i.e., it allows the designated entity to enter into an agreement with the State of California, and it designates someone to sign on behalf of the Grantee's governing board. A signed resolution, if required, shall be submitted at the time the signed grant agreements are returned to the Department's Grants Management Unit.

“Subcontractor” means a person or entity who takes a portion of a contract from the principal contractor or from another subcontractor. Subcontractors perform work for the contractor and are not directly contracted by the Grantee.