Nonprofit Relief Grant Application Instructions
The Clayton County Board of Commissioners has allocated $200,000 to be disbursed by the Clayton County Finance Department to nonprofit organizations impacted by the pandemic. Clayton County will offer forty (40) applicants funding up to $5,000 to address issues related to COVID-19. CARES Act appropriations through the U.S. Department of Treasury has authorized Coronavirus Relief funds to allow Clayton County to respond to the COVID-19 public health emergency.
Applications will be available from December 28, 2020 to January 8, 2021. All applications must be submitted electronically through this online portal.
Funding allocations will be made to qualifying nonprofit agencies providing eligible services in Clayton County. Please note that grant funds are reimbursable, your agency must have the capacity and cash flow to incur eligible costs. Nonprofit Qualifications:
- Must have business headquarters or primary location in Clayton County
- Must have current registration with the Secretary of State’s office and be current on all required 990 filings
- Must have an active www.SAM.gov registration
- Must be a 501(c)(3) organization that files a 990, 990N or 990-EZ form with the IRS
- Must have 100 or fewer full-time, W-2 employees (i.e., employees working at least 30 hours per week or 130 hours per month)
- May be home-based or located in an owned or leased commercial space
- Must have been in continuous operation for a minimum of 1 year as of March 2020
- Must certify if they have received PPP and/or CARES Act SBA loans funds at the time of application submittal
- Must certify if they have received previous funds from the Clayton County
An application process will be used for consideration for grant funding through the “Clayton Cares” Relief Grant for nonprofits. The Development Authority of Clayton County staff will review each application to ensure that all eligibility requirements are met. All eligible applications will be reviewed by an independent selection committee. It is vital for all applicants to submit the required accompanying documentation to ensure a complete application submittal. Our goal is to notify grant recipients within two weeks of the application deadline. All applicants need to submit the required accompanying documentation to ensure a complete application submittal. The committee will review all applications as expeditiously as possible. Once determinations are made, a public announcement of grants funds will be made by representatives of the selection committee. Our goal is to notify grant recipients within two weeks of the application deadline.
Funds may be used to cover or reimburse allowable costs to prevent, prepare for, and respond to the Coronavirus. Please review compliance guidelines for Coronavirus Relief Funds as mandated by Clayton County before applying for funds.
Expenses identified for reimbursement must be directly related to COVID-19 and should not fall within a budgeted line item most recently approved as of March 27, 2020. Clayton County reserves the right to request additional support documentation to ensure grant compliance.
A detailed description of how the funds will be used must be included with each application submittal. Grant funds may be used for the following:
- No more than 30% of the grant funds must be spent on personnel for rehiring and/or maintaining full time W-2 employees
- 70% of the grant funds may be used on other COVID-19 business related impacts and costs, including, but not limited to:
- Rent/leases/equipment rental
- Utility payments
- Inventory purchases
- PPE and other supplies/costs to ensure employee and customer safety.
- Program Services based on nonprofit mission (i.e. emergency food assistance, childcare)
Memorandum of Understanding and Grant Disbursement
Grant awardees will be required to sign a Memorandum of Understanding with the Development Authority of Clayton County to ensure accountability of grant monies. The memorandum will include:
- The total grant amount
- How the funds will be disbursed
- Requirements for how the funds are to be used
- Agreement to the following accountability measures: 1) reporting of how the funds have been used; and 2) proof of rehiring/retaining employees
- A claw back provision stating that companies that do not meet their commitment will be required to pay the monies back to Clayton County
Frequently Asked Questions
Yes; the form is a fillable form that is available on the County’s website accessible here:
The submission for applications starts on December 28, 2020 and ends on January 8, 2021.
The Development Authority of Clayton County staff will review each application to ensure that all eligibility requirements are met. All eligible applications will be reviewed by an independent selection committee. It is vital for all applicants to submit the required accompanying documentation to ensure a complete application submittal.
Is the organization required to be located in Clayton County, or just provide services to Clayton County residents?
Your organization is required to be in Clayton County and services funded with Clayton County grant funds must be provided for Clayton County residents only.
Any organization that receives funds through Clayton County must provide services to Clayton County residents only with those funds.
The deadline for grant submission is January 8, 2021. Once the applications are submitted, the review and award stages begin. We anticipate having all grant money awarded to the business owner by January 29, 2021.
If your small business is approved, you will be contacted by the Development Authority via email to pick up your check in person. Approved non-profits will be contacted by the County’s Finance Department. Please provide an email address on your application that you check frequently. All grant funds will be issued in person.
The Clayton Cares Relief Grant funds will be awarded as a grant; however, you are required to report expenditures 90 days upon receipt of the award.
Yes. Small business will be awarded through a tier process based upon the number of W-2 employees and/or individual 1099 contractors that function like employees (i.e., employees or contractors working at least 30 hours per week or 130 hours per month) at the company as of March 1, 2020. The tiers are as follows:
- 1 to 10 employees – $5,000
- 11 to 50 employees – $7,500
- 51 to 100 employees – $10,000
Non-Profits will receive $5,000. We will award a total of 44 non-profit organizations.
If your business is approved, you will be contacted by the Development Authority.
The check issued is a grant and will not be taxed by Clayton County. Refer to your personal tax advisor for your individual business tax questions.
The Development Authority is asking for information to comply with CARES Act governance and compliance.
A Clayton County business license is required to ensure that the grant funds are assisting and providing Relief to a Clayton County business.
Contact Clayton County Business License Manager, Adah Silver at 770.477.3574. If you are in one of our 7 cities, contact your local city hall to obtain a copy of your business license. Business license fees are based on estimated taxable gross receipts, number of employees, $50 flat rate fee ($0-$10,000) and a non-refundable administration fee of $75.
No, there is no match requirement for CARES Act funds.
Yes. Please be sure to disclose this revenue source in the Agency Revenue table.
No. Please know that your business and the services provided must be in Clayton County.
No. Volunteers can not apply for this grant.
Yes. The nonprofit cannot be in pending status under a 501c3 application. The agency must be in continuous operation for a minimum of 1 year as of March 2020.
Yes. If you have a license in a city of the county you are eligible. Please make sure you have a copy of your city business license.
If I am a small business that started this year, and I don’t have previous tax returns, do I still qualify?
The agency must have been in continuous operation for a minimum of 1 year as of March 2020.
If our organization serves residents in multiple counties, are we still eligible to apply for Clayton County funds?
Yes. However, all funds received from Clayton County must be utilized to serve Clayton County residents only.
Can the grant money be used to provide direct services, or is it only to be used as reimbursement for program expenses?
Yes. Funds awarded through the CARES Act can be used for direct services as well as program expenses.
Is there a resource that provides examples of the “support documentation” Clayton County expects as we submit the reimbursement applications?
Awarded applicants will receive a detailed list of required support documentation for reimbursement requests. All new agencies will receive technical assistance to help you meet the expectation.
Money for retaining employees? What are the stipulations for reimbursement? Can the funds be utilized to market for new hires/training?
The funds can be used for retaining existing employees and not new hires. Please review the stipulations for reimbursement by accessing https://claytoncares.claytoncountyga.gov
According to Sec 6.10- Home Occupation Standard, the home occupation shall not involve the employment of any person other than those residing at the location of the home occupation. This greatly restricts a home base business from meeting the 70% requirement on grant spending. I would love hire seeing as many people are working from home. Does home base business really have an opportunity to win this grant and not violate code?
Yes. If the home-base business has a 1099 which will make them eligible for the grant.
I was advised that the businesses who were shut out from the previous funding would be first in line for this funding and additional paperwork would not have to be done, is there any truth to that?
That is not correct. All applicants who were not awarded grant funding in the first round will need to reapply.
If your business was just registered as of May 2020, and you do not have previous tax returns, will this disqualify you?
Yes. To qualify, your business must have been in operation for 1 year prior to March 2020.
My physical business is located in Clayton county but my business address is in Fulton county. Do I qualify for a grant?
Yes, as long as you have a Clayton County business license.
For the grant requirements, please log on to https://claytoncares.claytoncountyga.gov
Just a reminder, incomplete application will NOT be reviewed.
There are two tutorials available on the Clayton CARES website which outline the eligibility requirements and steps for completing the application.
Yes. Each application will be reviewed separately. Be sure to have all supporting documents when completing the application.
The visit the website to review the eligibility list at https://claytoncares.claytoncountyga.gov
Are these funds only for Emergency Shelter or could they be used for the short term housing program?
There are two grants in the county that are concurrently running. The grant announcement for HUD assistance can be reviewed at https://www.claytoncountyga.gov/government/community-development/hud-programs
It depends on what type of business you own and how this expense is necessary for you to conduct business.
Who’s in charge of selecting the third-party committee that will determine if the companies in Clayton County can receive the grant? What are their qualifications?
The independent selection committee was identified by The Development Authority of Clayton County, and Clayton County Chamber of Commerce. The committee is comprised of the following professional sectors: Accounting, Banking/Financial Services, Attorney, Small Business, and
Why is the amount of the PPE/SBA funds (companies received) relevant to the grant application? Do the Cares Act grant qualifications require this information?
PPP/SBA funds have no bearing on the application review.
Information about the CARES Act can be located at https://home.treasury.gov/policy-issues/cares
Why are non-profits included in this funding cycle for the Clayton Cares Small Business Relief Grant? Especially when non-profits in the county received ($1.7 million in funding during the first cycle of the Cares Act and are eligible to receive additional grant funding through the Clayton County COVID CDBG-CV3 Funding?
The nonprofit sector provides a vast majority of human services to Clayton County residents. To keep these organizations viable, we have allocated $200,000 to assist them in these efforts.
Why are non-profits reporting to the finance department and not the Development Authority of Clayton County where the Commissioners allocated the $1million for small businesses?
Clayton County provides monitoring of general assistance grants awarded to non-profits and felt it would be more efficient to utilize the department as there is already a process in place
Due to COVID 19 a lot of Clayton County residents were laid off, which forced them to focus more on starting a business in 2020. Are there funds allocated to help the start-up businesses in Clayton County that were affected by the layoffs and closed economy?
If your business has been in operation for 1 year prior to March 2020 you are eligible to apply for the grant.
Why are companies capped on how much grant money they can qualify for based on the number of employees they have or willing to rehire? I heard if you have 1-5 employees you can only qualify for $5,000. What if you need the $10,000 to hire qualified contractors to continue offering your services, but only have 3 employees?
With limited funds, the purpose of the tiered award system is to ensure the County can serve as many businesses as possible.
If you start your application and need additional information, will you be able to save your answers and return to finish the application on a different day?
The application will not allow you to save and return later so be sure to complete all your answers and upload all documents before submitting the application.
Is a 501c3 Non-profit that is registered with the IRS and State required to have a Clayton County business license?
Yes, if required by the County or City where business is located.
Upon approval, businesses will receive instructions for how to complete the CVAP registration.
Funds will be Disbursed:
The total grant amount, at the time the Memorandum of Agreement is signed will be disbursement to the company. Companies that do not provide the proof of rehiring/maintaining their workforce will be subject to the claw back provision of the Memorandum of Agreement.