Active and Thriving Community Grants Program: FAQs

Frequently Asked Questions

The Active and Thriving Community Grants Program assists certain small businesses and nonprofits experiencing negative economic impacts of the COVID-19 pandemic. These frequently asked questions and answers provide additional information about the program, definitions and specific scenarios.

FAQs are regularly updated. Please read all FAQs, not just those specific to your sector or category, and check them often before you apply.

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Apply Now!

Applications will be accepted through THE APPLICATION PORTAL. Due to technical difficulties, the deadline to submit applications has been moved to *September 21* at 11:59 p.m.


Please note that only one application can be submitted per email address. If your organization plans to submit multiple applications, you will need to submit each under under separate email addresses.

 

General Info.

General Information

How can I find more information about the Active and Thriving Community Grants program?

Updates will be provided on the main Active and Thriving Community Grants Program webpage. Webinars were offered on Aug. 19 and 24. You may review the recordings and project briefings on the main webpage

You can also contact us by email: ActiveandThrivingCommunityGrants@fairfaxcounty.gov or phone 703-324-2155, TTY 711.

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When does the grant period open?

The grant opens on Tuesday, August 31, 2021 at 10 a.m. and will close on Tuesday, September 14, 2021 at 11:59 p.m.

There is no benefit to being first in line when the grant opens.

What is the total amount of funds of the Active and Thriving Grant program?

The total amount for the Active and Thriving Community Grants program is $10 million.

What are the potential grant amounts per business? How are the award amounts determined?

The grant amount varies by sector and entity size, per the following:

Sector

Business Size

Grant Level

Child Care

Permit/License Capacity:

A: Family Child Care with 1-4 children.

B: Family Child Care with 5-12 Children.

C. Center based child care with 13-40 children

D. Center based child care with 41-120 children

E: Center based child care with over 120 children

Amount:

A: $2,000

B: $5,000

C: $10,000

D: $15,000

E: $18,000

Safety-Net Community Based Organizations

A: Organizations with 0 to 24 full-time employee equivalents

B. Organizations with more than 24full time employee equivalents

A: $10,000

B: $18,000

Out-of- School Time

A. 100–450 participant days*

B. 451-1350 participant days

C. 1,351–2,000 participant days

D. 2,001 or more participant days

*A “participant day” is defined as the number of participants in a program multiplied by the number of days the program operated. A program serving 10 youth five days a week for 10 weeks would have 500 participant days (10 x 5 x 10).

A: $2,000

B: $5,000

C: $15,000

D: $18,000

Youth Athletics

A: 1-100 Participants

B: 101-1000 Participants

C: Over 1000 Participants

A: $5,000

B: $10,000

C: $18,000

Community Pools

A. 0–2000 square feet

B. 2001–10,000 square feet

C. 10,001 or more square feet

A. $2,500

B. $5,000

C. $7,500

If we provide services in multiple sectors (e.g., child care and out of school time), can I apply for both programs?

Yes, you can apply for grants under multiple sectors, if you are eligible for them. You can only receive one grant, however; if you are scheduled to be awarded grants for both sectors, the County will award you the grant that provides the largest amount of money. Please note that only one application can be submitted per email address, so you will need to submit the multiple applications under separate email addresses.

Is this a one-time grant program, or will it be renewed?

At this point, we have $10 million for this one-time grant program. After the grant awards are given, we will analyze how many applicants we were able to satisfy, how our lotteries worked and how many people we were able to serve. That information will be provided to county leadership for further funding opportunities.

When will Consolidated Community Funding Pool (CCFP) funding become available? Can we apply for CCFP and this grant?

Yes, you can apply for both. CCFP grant funding RFP process for this year launches in September. See the CCFP website for information.

Do you expect all funding to be expended?

It is very possible that all funds will be spent in one or more of the sectors. However we will not know this until after September 14 when the application period is over.

What are the eligible expenses?

Expenses must have occurred between March 13, 2020 and the time you submit your Phase 3 part of your application. Eligible expenses include the following:

Personnel Costs

      Examples of eligible expenses:

  • Wages and benefits, including increases in compensation, premium or hazard pay, or staff bonuses
  • Benefits, including health, dental, and vision insurance; paid sick or family leave; and retirement contributions
  • Scholarships and ongoing professional development or training

      Examples of acceptable documentation:

  • Copies of payroll records or cancelled checks
  • Tax returns showing payroll expenses
  • Self-attestation for sole proprietor child care providers who pay themselves

Rent, Mortgage, Utilities and Insurance

      Examples of eligible expenses:

  • Rent or mortgage payments
  • Utility payments
  • Insurance payments
  • Facility maintenance and improvements

      Examples of acceptable documentation:

  • Copies of canceled checks
  • Copies of account ledgers
  • Bills showing last payment received
  • Copies of receipts (order confirmations and bills are not acceptable without an accompanying documentation of payment)

COVID Mitigation

     Examples of eligible expenses:

  • Personal protective equipment (PPE), such as masks and gloves
  • Equipment, supplies, services, and training that help mitigate the spread of COVID-19 and/or meet safety guidelines

     Examples of acceptable documentation:

  • Copies of canceled checks
  • Copies of account ledgers
  • Bills showing last payment received
  • Copies of receipts (order confirmations and bills are not acceptable without an accompanying documentation of payment)

Equipment and Supplies

      Examples of eligible expenses:

  • Equipment or supplies to respond to the COVID-19 public health emergency, including equipment that facilitates operating procedures consistent with safety protocols
  • Business items and technological upgrades that allow for data collection and reporting

      Examples of acceptable documentation:

  • Copies of canceled checks
  • Copies of account ledgers
  • Bills showing last payment received
  • Copies of receipts (order confirmations and bills are not acceptable without an accompanying documentation of payment)


Goods and Services

      Examples of eligible expenses:

  • Material goods and services necessary for regular operations
  • Fees associated with licensing and/or costs associated with meeting licensing requirements

      Examples of acceptable documentation:

  • Copies of canceled checks
  • Copies of account ledgers
  • Bills showing last payment received
  • Copies of receipts (order confirmations and bills are not acceptable without an accompanying documentation of payment)

When reviewing revenue and expenses, will you be considering the 2019 and 2020 fiscal years or calendar years?

We will be reviewing expenses and revenues for the calendar years of 2019 and 2020. If your organization’s fiscal year does not align with the calendar year, we will request income and expense statements to help determine your eligibility.

What are vulnerable areas? When will the community index be available?

This is still in process. We hope to have it ready soon. But you will not need to provide additional data points for this determination. All of the information you will need will be included in the application.

As you are describing your programs in the application that information will be used to determine if you are serving a vulnerable area. We will post additional details about the COVID-19 Recovery Index as soon as it is available.

Does our entire service population need to fit the vulnerable community criteria, or can just a portion of our population fit?

It depends on which sector you are applying in and what your individual situation is. If you’d like to submit a question about your particular situation to the email, we will address it individually.

Can our organization size be adjusted to account for the fact that most of our work is done by volunteers? (i.e., Can we add volunteers into the FTE calculation?)

No, the FTE calculation is for paid staff, full time equivalents.

If I have submitted an application for another Fairfax County grant, do I have to fill a new application for this grant?

Yes, you will need to complete a new application for this grant. The application will be available on our website, https://www.fairfaxcounty.gov/health-humanservices/active-and-thriving-community-grants-program, starting at 10:00 am on August 31.

If we have questions where we should call?

If you have questions about the grant before you apply, please contact us at (703) 324-2155, TTY 711 or email ActiveandThrivingCommunityGrants@fairfaxcounty.gov.

If you have questions once the application process opens on Aug. 31, our partner for application support, the Latino Economic Development Center, will be available to help and communicate with you via live chat as you are applying. Family child care providers can also reach out to the Women’s Business Center for help at info@cbponline.org or 703-768-1440.
 

What documentation will be needed?

In Phase 2 of the application process, examples of needed documentation include:

Note that these documents are not required for the initial phase of the application. You will be asked to submit them in Phase 2, once your eligibility has been established.
 

Is this grant different from the earlier grants that we received?

Yes, the Active and Thriving Community Grant is different than the state CARES Grant that has been offered this past year. If you received CARES funding, you can still apply for the Active and Thriving Community Grant.

We have two program locations in Fairfax County. Are both eligible for funding or just one?

If the two locations file taxes separately under different Employer Identification Numbers (EIN), then you can submit an application for each location. If they share the same EIN, they will both be included on one application. Only one grant award is allowable per EIN.

Is the grant on a first come, first served basis?

All applications submitted by the deadline, Sept. 14, will be considered. There is no advantage to submitting an application earlier in the process.

After using the grant money, do we need to submit evidence to show that the grant money is used appropriately?

As part of the application process, programs must submit documentation for expenses incurred between March 13, 2020 and when they submit Phase 3 of the grant application process.

Will this be a one time payment or paid over a period of time?

Yes, this grant will be awarded as a one time payment.

Will we have to return the money at a certain point? Meaning, is this a loan?

This is a grant award and does not have to be repaid; it is not a loan.

Do we need to have all the receipts? What happens if we don’t have the receipts for the expenses?

Programs that are awarded the grant must submit receipts or invoices of expenses, copies of payroll documentation, or other documentation. Family child care providers can document that they pay themselves by submitting an attestation form.

Will you be mailing the grant application?

The application will only be available online via an application portal. Visit the grant website for the link when it opens on August 31, 2021.

Is this grant taxable?

Depending on what you are using the grant money for, there will be different tax implications. Please consult a financial advisor/tax consultant for guidance on your specific situation.

Do we have to declare this grant amount in our taxes?

Yes, you must report this grant on your tax returns.

Can this grant be used for future planned alterations to our program? For example, making our ventilation system stronger or installing new windows to help with ventilation?

As part of the application process, programs must submit documentation for expenses incurred between March 13, 2020, and the date of the Phase 3 grant application submission. The grant is not available to pay for future expenses.

Selection Process

Selection Process

When will we receive a response about our application?

You will receive an initial response concerning your eligibility immediately. If you are eligible, you will receive details in approximately one to two weeks about submitting information for Phase 2. In early November, applicants who progress to Phase 3 will be asked to submit grant agreement and expense documentation. We expect to begin sending funding in mid-November.

Will there be a lottery?

For the Child Care Sector, all eligible family child care providers and centers that are (1) located within vulnerable areas and/or (2) are a current vendor with the Child Care Subsidy Program, will be awarded. All other eligible child care programs will be entered into a lottery for the remaining funds.

For the Safety-Net Community Based Organizations Sector, if eligible applicants exceed available funding, the first awarded grants will go to non-profits that serve vulnerable communities, using a lottery system if necessary. If additional funding remains, there will be a lottery for all remaining applicants.

For the Out of School Time Sector, if eligible applicants exceed available funding, the first grants awarded will be to applicants that are (1) within vulnerable areas and/or (2) serve a majority of participants (51%) from vulnerable communities. If additional funding remains, there will be a lottery for all remaining applicants.

For the Youth Athletics Sector, if eligible applicants exceed available funding, the first grants awarded will be to applicants who serve a majority of participants (51%) from vulnerable communities. If additional funding remains, there will be a lottery for all remaining applicants.

For the Community Pools Sector, if eligible applicants exceed funding, the first grants awarded will be to applicants located in vulnerable communities. If additional funding remains, there will be a lottery for all remaining applicants.

Will the number of grant awards be evenly divided among the five sectors?

No. The funding levels for each sectors are different.

Eligibility

General Eligibility

What is the U.S. Department of Treasury definition of “nonprofit?"

See 31 C.F.R. 35.3: A nonprofit is an organization that is exempt from Federal income taxation and that is described in Section 501(c)(3) of the Internal Revenue Code. See details on exemption requirements for organizations.

What is the U.S. Department of Treasury definition of “small business?"

See 31 C.F.R. 35.3:  A small business is a business concern or other organization that: has no more than 500 employees, or if applicable, size standard in number of employees established by the Administrator of the Small Business Administration for the industry in which the business concern or organization operates (see SBA Table of size standards); and is a small business concern as defined in Section 3 of the Small Business Act (15 U.S.C.632).

What time period must expenses be made in for this grant?

Expenses incurred between March 13, 2020, and the date of Phase 3 grant application submission are eligible documentation for this grant.

How do I demonstrate a 15% decrease in revenue during COVID-19?

Applicants must demonstrate 15% or greater loss in annual revenue between 2019 and 2020. This will be done by comparing 2019 and 2020 tax returns.

If this difference does not equal at least a 15% reduction, a business will be deemed ineligible for an Active and Thriving Community grant. 

For applicants who do not have a current tax return, an income statement form may be completed.

I received a COVID-19 related grant previously. Can I apply for this one?

Yes. But funding can not be used for the same expenses that have been covered under another federal, local or state COVID-19 program and or contract (including PPP, EIDL, RISE, RebuildVA, Nonprofit Sustainability Grant). For example, if you used another grant to pay rent for July 2020, you can not use this grant to also pay rent for July 2020. But you could use it to pay rent for other eligible months.

I applied for a RISE or a Nonprofit Sustainability Grant in 2020 and did not get selected. Will I get preference for this program?

No. Fairfax County is not awarding a preference for those businesses that applied for prior grant programs.

I have been notified that I am eligible for a PIVOT grant. Am I eligible for this program?

If you have been notified that you are under consideration for a PIVOT grant, then you may still apply for an Active and Thriving Community grant. However, if you are awarded a PIVOT grant, you will be removed from consideration for Active and Thriving Community grant.

If we have both nonprofit and for-profit organizations, can they each apply?

If they are completely separate organizations, they can apply for anything they are eligible for. Each organization must have its own unique EIN.

Can we apply for grants in multiple sectors? For example, if we run both child care and Out-of-School, are they both eligible?

Yes, you can submit an application for both of these sectors but you will only receive one award. If you are selected for both, you will receive the higher amount. 

Can Houses of Worship and faith-based organizations apply?

Yes, if they meet the eligibility criteria. Please note that religious organizations, if awarded a grant, will be required to agree, regarding the provision of public services with County funds, to:

  1. represent that it is, or may be deemed to be a religious or denominational institution or organization or an organization operated for religious purposes which is supervised or controlled by or in connection with a religious or denominational institution or organization;
     
  2. not discriminate against any employee or applicant for employment on the basis of religion and will not limit employment or give preference in employment to persons on the basis of religion;
     
  3. not discriminate against any person applying for such public services on the basis of religion and will not limit such services or give preference to persons on the basis of religion; and
     
  4. provide no religious instruction or counseling, conduct no religious worship or services, engage in no religious proselytizing, and exert no other religious influence in the provision of such services.

I opened my business after March 2020. Why am I not eligible for this program?

The ARPA Fiscal Recovery Funds specifies that the grants are only allowable for businesses that were open and operating prior to March 2020.

We are located in Arlington and serve residents in Fairfax County, but not exclusively in Fairfax. We serve residents all over the DMV. Are we eligible?

For the Child Care, Athletics and Community Pools you must be located in Fairfax County and serving Fairfax County residents. Out-of-School providers must have programs in Fairfax County. Community-based Organizations can be located outside of Fairfax County, as long as you are serving Fairfax County residents.

Are County Contributory Fund organizations and other organizations that receive county funding eligible to apply?

Yes, if they meet eligibility criteria. Organizations cannot request resources that are already being funded in the Contributory Fund.  

 
 

As a non-profit, 501(c)3 organization, we don't file BPOL. Will that disqualify us?

Nonprofit organizations with a 501(c)3 designation are eligible to apply, even if they do not file Business, Professional and Occupational License (BPOL). See more information on BPOL requirements

My business is new this year; can I apply for this grant?

The ARPA Fiscal Recovery Funds specifies that the grants are only allowable for businesses that were open and operating prior to March 2020.

We are a church preschool and we share our tax ID number with our church, is it still possible to apply?

Yes, as long as the organization meets all eligibility requirements.

Our eligible program is part of a larger organization. Does the eligible program need under 500 employees or the entire organization?

If you are applying as a small business, the number of employees associated with the EIN needs to be under 500. If you are a 501(c)3 non-profit organization, the number of employees is not relevant.

You said that nonprofits were eligible, but we also have to be a small business? (We are a preschool through a church.)

One of the eligibility criteria is that your business has to be either a nonprofit or a small business.

Can we still apply if we don’t have any employees?

Yes, if you are a family child care provider, as a sole-proprietor you are eligible. If you are a community-based organization that is completely volunteer-run, you also are eligible.

If I received unemployment within the last year, will I qualify?

If you are a sole proprietor and received unemployment benefits in excess of six months for calendar year 2020, you are not eligible for the grant.

Is the 501(c)3 requirement for nonprofit organizations a federal requirement or a Fairfax County requirement?

The federal legislation creating this program requires that nonprofit organizations be designated as 501(c)3 organizations.

If an organization has both 501(c)3 and 501(c)4 designations, can they apply under the 501(c)3 designation even if they only use that designation to get donations?

They can file under the 501(c)3 designation only if the entity with that designation meets all eligibility requirements, which include operating the programs in question.

Eligibility for Child Care

My child care center is a franchise or part of a large child care company that has over 500 employees, as a stand-alone center, do we qualify?

Your organization must meet the definition of a small business to qualify for this grant.

If your center shares the same EIN with a corporation with over 500 employees, you would not be eligible.

I am a subsidy provider but don’t currently have any subsidy children. Will I be eligible?

Yes, as long as you have an agreement with Child Care Assistance and Referral to provide these services.

Are Head Start programs eligible?

Yes, as long as the program is regulated and meets all other eligibility requirements.

If I don’t have any children in my child care program, are we eligible to apply for this program?

As long as you have a current state license, county permit, Infant Toddler Family Daycare letter, have been in business before March 2020 and are currently open and available to care for children, you are eligible to apply for this grant even if you have no children currently enrolled.

I have not had any children in care during the pandemic. Will I still qualify?

As long as you have a current state license, county permit, Infant Toddler Family Daycare letter, have been in business before March 2020, and are currently open and available to care for children, you are eligible to apply for this grant even if you have no children currently enrolled.

I received the CARES Act Grant (II, III and IV) but I was not required to report how the money was applied to my business. I only have 4 children under my care and hold a county permit. How do I demonstrate I’m not double dipping?

If you are awarded the Active and Thriving Community Grant, you will be provided a Grant Awardee Agreement to review and sign, indicating that you are complying with all grant requirements. Note that expenses paid for using another federal, state or local grants cannot be claimed for this grant.

What is the likelihood that a non-subsidy program that worked hard to stay open to serve the community would get a grant?

Once funding is awarded to all eligible programs in a vulnerable area or participating as a vendor in CCAR, all remaining eligible programs will be entered into a lottery for the remaining funds. The amount of funds that will be available for the lottery will depend on how many subsidy programs and programs in vulnerable areas apply.

I have home child care and my house is paid off. I was open for business, before, during covid and currently. What are my expenses?

The Active and Thriving Community Grant can be used for payroll, paying yourself as a family child care provider. There will be an attestation form available for family child care providers to document how they pay themselves. See section on eligible items.

Can a part-day preschool licensed center qualify to apply for this grant?

Yes, as long as you have a current state license or permit, have been in business before March 2020 and are currently open and available to care for children, you are eligible to apply for this grant.

Is it a guarantee that you will receive grant if you are a subsidy provider?

All eligible subsidy providers will receive the grant if they apply successfully before the deadline and submit all required documentation.

My family child care is temporarily suspended due to renovation of my place. We will most likely open end of September when the renovation is complete. Can I be eligible to apply?

If your business is closed due to renovations, you can consider it to be operational.

We’ve had a summer break but are reopening in early September. So should we wait to submit the application after we’ve officially started having kids in care again?

As long as your program applies before the deadline of Sept. 14, your program has a current state license / county permit / Infant Toddler Family Daycare letter, have been in business before March 2020, and are open and available to care for children, your program is eligible to apply for this grant.

What if I received my license/child care permit in April 2020. Do I qualify?

No. Your program must have had a license and or permit in March 2020 or before.

How do we know if our family day home facility meets the eligibility requirements for being considered in a vulnerable area?

For child care providers, the vulnerable areas will be based on your location, but exact geographic determinations (census tracts) have not been made final yet. As that information becomes final, it will be posted on our grants program website.

Eligibility for Community-Based Organizations: Safety Net Providers

What is the CCFP?

CCFP stands for Consolidated Community Funding Pool. You do not have to be a CCFP grant recipient to apply for this grant. Community-based organization (CBO) sector applicants must provide at least one of the services in the categories we fund in the CCFP program. This only applies to the CBO sector. The CCFP funding categories can be found in the Business Sector – Specific Eligibility Requirements section under Community Based Organizations.

Can an organization without any permanent staff (i.e., 0 FTE) apply in the CBO sector?

Yes, you can apply.

Are 2020 Nonprofit Sustainability Grant awardees allowed to participate in this grant?

Yes, anyone who received an Nonprofit Sustainability Grant grant is eligible for a Active and Thriving Community grant.

Do CBOs need to demonstrate 15% reduction (or increase) across the FULL agency, or in the department delivering safety net services? Can they just show program-related revenue and costs?

Yes, they can show just program related revenue for the program in the sector they are applying for. 

Eligibility for Community Pools

My pool is a 501(c)(7) organization. Why isn’t it eligible for this funding?

Under the ARPA program, the only nonprofit organizations eligible for funding are those with 501(c)(3) status. Pools that are nonstock corporations may have chosen not to file for tax exemption. In these cases, the pools can apply as a small business, if all other eligibility criteria are met.

Why are pools eligible now when they weren’t eligible for the RISE grants?

The RISE program was funded with CARES Act Coronavirus Relief Funds (CRF) and the Active and Thriving Community Grants were funded with ARPA Fiscal Recovery Funds. The two funding sources have different requirements.

If we do not charge separately for our pool, can we apply?

Yes, if all other eligibility criteria is met.

If we had to keep the pool in working order, but could not open due to lack of lifeguards, can we apply?

Yes, if all other eligibility criteria is met.

If a pool had to collect an assessment from members to cover pool costs, how could we account for this as a loss in revenue?

An assessment is a type of revenue.  You may not be able to show a decrease in this scenario so you may need to show a decrease in other areas or an increase in expenditures specifically as a result of mitigating the effects of COVID-19.

Eligibility for Out-of-School-Time Programs

Are organizations eligible if they were unable to run after school programs last year?

Yes, we will look at the numbers you served prior to the pandemic to determine your eligibility. You need to be open and providing services for the fall 2021/spring 2022 school year. 

Eligibility guidelines for Out-of-School state that “Out-of-school-time programs where the primary funder is Fairfax County through the NCS or the HCD are not eligible for this grants program.” How do I know if that applies to me?

County staff will reach out directly by August 27 to organizations impacted by this to discuss their eligibility. If you are not contacted by County staff about this, it does not apply to you. 

Eligibility for Youth Athletic Organizations

Can organizations apply for grants in both the youth athletics and out-of-school-time categories?

Youth sports grants are available only to organizations that manage youth team sports, with a primary emphasis on competitive activity (i.e., practices and games). Organizations that only provide those types of services are not eligible for out of school time or community based organization grants. 

If youth sports organizations also provide “traditional” out-of-school-time programming (e.g., summer camps, after-school programs), they may apply for grants in both sectors. 

Organizations that provide sports programming, but in a non-competitive way (e.g., the organization runs soccer camps), are not eligible for youth sports grants, but are eligible for out of school time grants.

Expense Documentation

Expense Documentation

I pay my employees through Venmo and Zelle. Could this be used as proof of payments?

Reports of expenditures through Venmo, Zelle, etc., will be accepted for documentation.

My assistant teacher is my sister and I always pay her cash. How should I show the payment documents?

You may submit copies of your payroll records/income statement that indicate payments to your staff. There will also be an income statement template for you to use if needed.

If I used a different grant I received for payroll, then I cannot use this grant for payroll again?

If you are awarded the Active and Thriving Community Grant, you cannot use the funding for the same expenses that have been covered under another federal, local or state COVID-19 program and or contract (including PPP, EIDL, RISE, RebuildVA, Nonprofit Sustainability Grant). For example, if you used another grant to pay rent for July 2020, you cannot use this grant to also pay rent for July 2020. But you could use it to pay rent for other eligible months.

If I used past grants for payroll can I use this grant for additional payroll because the payroll is in excess of past monies I received?

If you are awarded the Active and Thriving Community Grant, you cannot use the funding for the same expenses that have been covered under another federal, local or state COVID-19 program and or contract (including PPP, EIDL, RISE, RebuildVA, Nonprofit Sustainability Grant).

For example, if you used another grant to pay rent for July 2020, you cannot use this grant to also pay rent for July 2020. But you could use it to pay rent for other eligible months.

Financial Hardship and Tax/Finance Documents

Financial Hardship and Tax/Finance Documents

Can I demonstrate current financial hardship?

No, you need to demonstrate financial hardship between 2019 and 2020.

If we have not experienced financial hardship, are we eligible to apply for COVID-19 mitigation tactics?

You must be able to demonstrate a financial hardship through either a reduction in revenue or an increase in expenses. If you cannot demonstrate this, you will not be eligible for a grant.

What if I didn’t have a reduction in revenue but had increased expenses?

This is an acceptable way to document financial hardship. You must be able to demonstrate either a 15 percent decrease in revenue OR a 15 percent increase in COVID-19 related expenses.

Our fiscal year is Jan. 1 through Dec. 31, and we filed for an extension to submit our 990 for 2020. Can we submit something in lieu of our 2020 990?

If you have not yet filed your taxes or have filed an extension you will have an opportunity to upload a Profit and Loss Statement to show your revenue. These will be available for you when you apply.

We have to fill out a Profit and Loss Statement to show financial hardship because we don't have our 2020 tax returns yet. Is this a form you will provide?

Yes, it is a form that will be provided during the application process. 

If we received pass-through funding from Fairfax County for emergency safety net support, can we exclude that from our revenue?

Yes, however any administrative costs that you were paid for managing the funding and passing the support to the community cannot be excluded.  Those administrative costs must be included in your revenue.
 

We moved our business into a larger location in December 2019. So while our revenue increased in 2020, so did our expenses. And we had a significantly higher net loss compared to 2019. Are we eligible, and what documents can we provide to demonstrate this

If your program does not meet the eligibility requirement of 15% or more decrease in revenue between 2019 and 2020, then you could qualify if your program had 15% or more increase in expenses due to COVID-19. You will be required to provide supporting documentation (invoices/receipts) for those expenses.

I received grants last year for 2020. If I add them add to the revenue, it will show a higher revenue for 2020 compared to 2019. Can I report income for 2020 without grants to show 15 percent decline in revenue?

Grant revenue, even if it is COVID-19 relief funding, must be included as revenue. If the grant was funded through the CARES Act funding, please view their FAQ addressing this topic. As guidance may change on this topic, we encourage you to include with your documentation a list of grants and their amounts, sources and purposes.

*Please note that this guidance differs from that previously offered. 

My pandemic losses were all in 2021. How do I show decrease in revenue? Can I still apply?

Programs must demonstrate a 15% decrease in revenue during COVID-19. This will be done by submitting tax returns for 2019 and 2020. Organizations that cannot demonstrate a 15% decrease in revenue may demonstrate a 15% increase in expenses due to COVID-19. However, the change in revenue or expenses must be between 2019 and 2020.

Who calculates the 15% economic hardship – the applicant or the county?

You will be asked to report on your revenue and expenses, and Fairfax County will determine the percentage loss/increase.

I am a county permitted child care provider. I filed tax with my husband jointly. Will that document work?

For family child care providers, as long as your tax return submission includes the Schedule C, which will document your family child care business income or loss, that will be acceptable documentation.

What if we don’t have any tax returns? Do you automatically disqualify us?

If you have not filed your 2020 tax returns, or if your organization is exempt from filing tax returns (or Schedule C, if applicable), you can submit income and expense statements instead. Templates will be available for your use.

We drew down from our reserves to sustain the organization. Can we exclude this amount from our revenue?

Transfers from reserves can be deducted from your income. Please ensure that your income statement clearly indicates revenue that is a transfer from reserves.

Contact Us

 

If you have a question that is unique to your organization that is not answered in the FAQs, please contact us by email or call 703-324-2155, TTY 711.

 

 

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