Community Outreach

Creating community-wide awareness of projects is critical to encouraging the replicability of pollution prevention efforts to achieve wider impact across the state.

NYSP2I provides opportunities to educate businesses, organizations, environmental justice communities, and the public on using sustainability tools and methods to prevent waste, reuse materials, and avoid toxics. Community outreach is a critical means to achieve large-scale impacts.

We structure outreach activities to include the processing of results and lessons learned at the conclusion of every project. We share our learnings and amplify best practices and innovations through webinars, workshops, educational toolkits, events, conferences, and case studies. Throughout our work, we encourage others to replicate successful approaches.

NYSP2I works closely with our partners to design a food sustainability program that is informed by their unique needs, process, and organization. We help our clients to set realistic goals and we provide them with the tools and resources they need to achieve them. Many of our projects begin with an assessment. Each is designed to include any or all of the following focus areas:

  • food processing
  • food profitability
  • energy and water efficiency
  • food by-products and waste-to-energy conversion

Our technical team brings together diverse skillsets and research interests. Our core expertise areas include the following:

  • food waste reduction planning through improved pathway utilization
  • environmental footprint evaluation of process facilities
  • technology validation and effectiveness assessment
  • supply-chain sustainability analysis and enhanced strategy implementation

The Food Waste Reduction and Diversion Reimbursement Program incentivizes businesses, municipalities, and nonprofits that generate large amounts of food waste to implement sustainable food systems. The program does this by offsetting the cost of select technologies and equipment that will reduce or divert that food waste from going to a landfill or being incinerated.

Learn More about the Food waste reduction and diversion reimbursement program

A successful food system sustainability plan is powered by the people who make it happen. If those stakeholders don’t understand its purpose and how they will support it, then cultivating lasting change will be difficult. To help our clients ensure that their plans to reduce waste and be more efficient flourish, we offer educational opportunities through:

  • workshops
  • on-site workforce training
  • published studies, academic reports, and white papers

In addition to field projects, NYSP2I maintains a growing archive of do-it-yourself tools that are designed to make taking the first steps towards food system sustainability simple.

Food-waste estimator tool

Curious about the role of food waste within your organization? The NYSP2I food-waste estimator tool is a smart first step towards understanding its impact.

Organic-resource locator tool

Organic materials make up the largest component of solid waste in the United States. However, this waste stream—which is largely food—holds immense potential as a sustainable resource. Our goal is make it easier for those who produce organic material waste to find the businesses and other entities that are pioneering new uses of organic waste as energy, compost, and animal feed. To do this, we created an organic-resource locator tool as a tool for diverting organic waste away from landfills while promoting economic development and encouraging green technological innovation.

NYSP2I is a partnership between the State of New York and a consortia of universities across the state. Working together, we are funding groundbreaking research into new technologies and approaches to mitigating food waste to discover and grow a sustainable food system that benefits our economy and communities.

Food-waste research focus areas

  • low-volume digesters
  • pure food-waste digestion
  • food-waste pretreatment methods
  • optimizing food-waste disposal pathways

Community Grants Program

The application period for the 2025-2026 Community Grants Program is now closed.

Please check back in early 2026 for information on our next application period.

An annual grants award program

Each year, NYSP2I awards funding to support projects that raise awareness and understanding and lead to the implementation of pollution prevention practices and/or behaviors at the local level with the goal of improving the health, environmental quality, and economic vitality of communities in New York State.

Pollution prevention is reducing or eliminating waste at the source by modifying production processes; promoting the use of nontoxic or less-toxic substances; implementing conservation techniques; efficiently and effectively utilizing resources such as energy, water, and raw materials; and reusing materials rather than putting them into the waste stream.

What kind of projects receive funding?

We give preference to projects that:

  • utilize partnerships and collaborations with other organizations.
  • demonstrate a broad community impact.
  • are easy to replicate and use by other organizations.
  • address populations and communities affected by, experiencing, or susceptible to environmental harms and risk.

Examples of project focus areas:

  • reduction of natural resource consumption
  • reduction of hazardous chemical use
  • food waste reduction
  • pollution prevention in NY State priority areas such as greenhouse gas reductions or waste reduction through adoption of circular economy concepts

Who can apply?

NYSP2I Community Grants are a funding opportunity for community organizations and local government agencies based and operating in New York State.

Community organizations

Community organizations are defined as any nonprofit group based in New York State that conducts the majority of its work within the state. Eligible organizations may include, but are not limited to the following: lawfully incorporated/registered organizations with a focus in environmental, public health, or occupational health protection; academic institutions; neighborhood associations; environmental justice organizations; community development corporations; public benefit corporations; health centers; local unions and labor organizations; and other nonprofits. Community organizations do not need to be 501(c)(3) organizations, but they must submit a W-9 form with their application.

Local government agencies

Local government agencies are defined as offices or departments of a city, town, county, or primary and secondary schools in New York State. These may include, but are not limited to, local environmental agencies, boards of health, departments of public works, local emergency response offices, town commissions, planning and zoning boards, libraries, and schools.

Frequently Asked Questions

Responses to questions received during the open request for applications period will be posted here. Check back for periodic updates.

During the open application period, we are unable to comment on specific project concepts. However, you may wish to consider the following as you develop your project concept:

  • Components of larger initiatives are eligible. However, the community grant funding would need to be used for a component of the initiative (a project) that meets the Project Eligibility requirements. Please see the “Project Eligibility” section of the Request for Applications (RFA).
  • Projects must meet the pollution prevention (P2) definition as stated in the RFA. Note: re-using materials rather than putting them into the waste stream is considered P2 (this includes upcycling, repurposing, and repair); recycling is not considered P2.
  • The Community Grants Program provides support for projects that raise awareness and understanding and lead to the implementation of P2 practices and/or behaviors at the local level.
  • You must be able to measure project outcomes, and the project must result in one or more concrete output(s) – See “Definitions of Frequently Used Terms” in the RFA for the distinction between the two.
  • Please see the “Budget Requirements, Size of Awards, and Distribution of Funds” section of the RFA for information regarding restrictions on the use of the community grant funds – this may help you define the parts of your larger initiative that would make sense for a community grant.

Community Grants Program funding amount requested cannot exceed $20,000. Typical grant awards will range from $10,000 - $20,000 per project. The maximum grant award will be $20,000 per project. An organization may submit more than one application; however, each application must be for a separate project. Funding is contingent upon the availability of program funds. NYSP2I may make grant offers at amounts lower than the applicant’s requested amount. Grants are paid through a reimbursement process.

For the purposes of the NYSP2I Community Grants Program, pollution prevention (P2) is defined as reducing or eliminating waste at the source by modifying production processes; promoting the use of nontoxic or less toxic substances; implementing conservation techniques; efficiently and effectively utilizing resources such as energy, water, and raw materials; and re-using materials rather than putting them into the waste stream.*

*Learn more about pollution prevention: https://www.epa.gov/p2/learn-about-pollution-prevention

All submitted applications will undergo an initial screening by NYSP2I to confirm that the application is complete, and the applicants and proposed projects meet eligibility requirements. Applications that do not meet the requirements or are incomplete will not be reviewed.

Eligible applications will be evaluated by a committee under the direction of NYSP2I. The committee will review and score the applications, including the project proposal, project scope of work, budget and all other components of the application. Proposed projects recommended for award by the committee will then be sent to NYS DEC for final review and approval.

NYSP2I will not review or consider applications submitted after the submission deadline, or incomplete submissions.

See “Evaluation Criteria” in the RFA instructions for scoring categories along with the point allocation for each.

Yes, NYSP2I will notify all applicants by email to communicate whether their project has been selected for award. See “Application Timeline” in the RFA instructions for the timeframe of project award announcements.

The community grants are set up as contracts. A partner receiving funds from the award is typically considered a contractor of the grantee and would fall under “Other Direct Costs” in your project budget (see RFA page 13). Regarding the use of funds (see RFA page 6), grantees will be required to establish and maintain complete and accurate records pertinent to the performance of the funded project. Expenses must be auditable to their original source and documentation must be maintained. Grant recipients will be required to provide periodic financial status reports, including backup documentation for all expenses, when requested.

Any contractor receiving grant funds would also need to provide backup, if requested. A contractor could potentially provide funding to a third entity as part of their work on the project, if they are able to provide backup to show how the funds were spent. The grantee, the contractor, and the third entity(ies) receiving funding will be required to maintain records for 6 years after the end date of the project for audit purposes.

As per the RFA, grant funds may not be used for the following:

  • Alcoholic beverages
  • Entertainment
  • Goods or services for personal use
  • Cost of selling or marketing products
  • The purchase of equipment*, machinery, land, renovation, or construction costs

*For purposes of this program, equipment is defined as real property, equipment, or tangible personal property having a useful life of more than one year and an acquisition cost of $1,000 or more per unit.

The community grants program cycle is typically annual – in the spring.

If the PBC is a not-for-profit, it would be eligible to apply and you would select “community organization” on the Project Proposal – Part 1 form. If it is for-profit, it is not eligible to apply.

The applicant must meet the eligibility requirements noted on pages 3-4 of the RFA. A partner receiving funds from the award is typically considered a contractor, regardless of their status as a for-profit or not-for-profit entity. A contractor would fall under “Other Direct Costs” in your project budget (see RFA page 13).

We do not anticipate extending the application due date. Applications are due April 18, 2025 by 5PM EDT.

We are unable to comment on specific project concepts at this stage of the competition. Project eligibility information is provided in the RFA. If your application meets the eligibility requirements, your proposal will be scored based on the Evaluation Criteria listed in the RFA (see RFA pages 14-15).

Project eligibility information is provided in the RFA. We are unable to comment on specific project concepts at this stage of the competition. However, you may wish to consider the following as you develop your project concept:

  • Projects must meet the pollution prevention (P2) definition as stated in the RFA.  Note: re-using materials rather than putting them into the waste stream is considered P2 (this includes upcycling, repurposing, and repair).
  • As stated in the RFA, NYSP2I encourages applicants to review case studies of past projects on the NYSP2I website. The case studies are only provided as examples of past funded projects. New project ideas are welcome.

RIT can apply for Community Grants Program funding as the lead applicant. However, RIT cannot receive funds as a participant in another organization’s Community Grants Program award.

Please submit the latest version of Form W-9 that is provided in the application package link (Form W-9 Rev. March 2024).

Sending the W-9 form and the budget form as separate attachments is preferred. The budget form can be sent in Excel format. For the rest of the components, they can be combined into one pdf file or sent as separate attachments.

View Community Grants Case Studies

To view past grantee projects, including focus areas and descriptions, click here for a pdf with past grantee projects click this link

Contact us to learn more.

Resources for Grantees

Featured Awardees

The success stories below showcase New York State organizations that received financial and technical assistance through the NYSP2I Community Grants Program.

Shift2 logo

Shift2

How Shift2 is closing the Digital Divide by keeping laptops out of landfills.

FABSCRAP logo

FABSCRAP

A New York State nonprofit audited discarded fabric samples to divert textile waste from landfills.

Huntington Breast Cancer Action Coalition

Huntington Breast Cancer Action Coalition

How a Long Island nonprofit is expanding environmental health literacy by empowering youth.

Corn Hill Navigation logo

Corn Hill Navigation

How a Rochester, New York, tour boat organization is helping youth become environmental stewards of the Genesee River.

Resources for Grantees

0:14 / 2:46 NYSP2I Community Grants Program Step-by-Step Guide to Quarterly Invoicing

A guide for grantees completing their quarterly invoices and financial reports.

Definition of Terms for Grant Recipients (“Contractors”)

The contract period refers to the one-year timeframe or timespan for the awarded project.
On invoices, it should be indicated in the following format: mm/dd/yy-mm/dd/yy

Example: For a contracted project that begins September 1, 2024, the contract period would be:
09/01/24-08/31/25

Reporting is required to be completed on a quarterly basis; therefore the reporting period refers to the 3-month timeframe of the quarter respective to your project’s contract period. On invoices, it should be indicated in the following format: mm/dd/yy-mm/dd/yy

Example: For a contracted project that begins September 1, 2024, the quarterly reporting periods would be:
(Q1): 09/01/24-11/30/24
(Q2): 12/01/24-02/28/25
(Q3): 03/01/25-05/31/25
(Q4): 06/01/25-8/31/25

The voucher refers to an invoice that has been approved (or has yet to be approved). The voucher # directly corresponds to the invoice frequency. It will not necessarily correspond to the reporting period.

The 1st invoice submitted will become voucher # 1;
the 2nd invoice submitted will become voucher # 2;
the 3rd invoice submitted will become voucher # 3; and so on.

Building on the example above, for a contracted project that begins September 1, 2024, expenses may not be incurred until the 2nd quarter. Therefore, the 1st invoice could potentially be submitted in February, and the voucher # will be 1. The 2nd invoice could be submitted in June, and the voucher # will be 2.

On the NYSP2I Invoice & Financial Reporting Form, only approved invoice amounts should be entered in the appropriate Q1 Voucher, Q2 Voucher, or Q3 Voucher columns.

An interim voucher is an invoice submitted that is not your final/last invoice. It could be voucher #1, 2, 3, etc. A contracted project may have multiple vouchers that would be indicated as an interim voucher.

The final voucher is the very last voucher submitted. Only one voucher, submitted at the end of the contract period, should be indicated as the final voucher.

Abbreviation that stands for “Scope of Work”. This refers to the details of the contracted work to be performed, including any milestones, reports, deliverables, and end products of the project.

NYSP2I uses the term “Contractor” to refer to the organization that is awarded the grant funding. The organization may also be referred to as a “Grantee” or “Awardee”.

Personnel are staff members directly employed by the awarded organization. Consultants or other sub-contracted individuals should not be included under the “Personnel” section.

When invoicing for personnel salaries, the amount entered in the “Personnel” column should only cover the quarterly time-period you are invoicing for, not the total annual salary.

Only staff from the awarded organization should be included in the “Personnel” section. Individuals from external organizations, such as consultants, guest speakers, facilitators, and sub-contracted individuals who are doing project-related work for the awarded organization should be included in the “Other Direct Costs” section (not Personnel).

“Fringe Benefits” refer to any additional compensation a staff member receives that is separate from their salary, for example, health insurance, paid time off, a retirement plan, etc. The “Fringe Benefit” expense amount is determined by the pre-set percentage rate associated with the project personnel.  

All materials and supplies purchased with NYSP2I funds must be accounted for. For printing services, please include quantities and costs.

Example: printed handouts, flyers, posters, banners, and other educational or promotional materials.

Covered travel expenses include mileage, tolls, fuel, meals, lodging, and others, such as bus rental.
Travel costs are allowable in accordance with NYS travel guidelines, which can be found at: www.gsa.gov/travel. Travel outside of New York State is not covered under this program.

This section includes any other costs associated with the project that are not covered in the previous sections. This is typically reserved for any contracted costs, including vendors, event spaces, food, and other services. Any contracted personnel or services should be listed in this section.

The maximum overhead recovery (indirect costs) is limited to 5% of the total direct costs.

Example: office equipment; insurance; accounting, HR, or general administration expenses; facilities expenses such as rent or utilities; software; etc.

Contractors will be required to submit quarterly progress reports. Progress reports must include a list of all project tasks and deliverables and their completion status to date. All reports should include narrative detail to clearly illustrate the progress for each task and deliverable. Reports, and any other grant materials, will only be accepted via email submission as attachments unless otherwise approved by NYSP2I. Reports should not be submitted via Google Docs or any other document collaboration service.

Metrics reports are required to be submitted on a quarterly basis (every 3 months throughout the contract period). Contractors will track and submit the following metrics, as applicable to the project:

  • Number of events, trainings, workshops, webinars, tabling, meetings, conferences, and/or roundtables conducted (i.e., any planned event drawing attendance from multiple facilities and designed to disseminate P2 information)
  • Number of attendees at each session (e.g. workshop, training, etc.) conducted as part of the project
  • P2 information developed (i.e., any publication designed to be disseminated (hardcopy or electronically) to inform others about P2 or related events)
  • Number of P2 informational materials distributed (in hardcopy or electronically)
  • Number of clients reporting that they implemented P2 suggestions
  • Number of clients reporting adoption of P2 policies
  • Number of clients reporting increased awareness and understanding of P2 opportunities
  • Any measurable environmental outcomes such as pounds of waste or emissions reduced

A Metrics Form will be provided by NYSP2I and must be submitted with each quarterly progress report.

A final report is due no later than 15 days after the project's end date. The final report consists of a set of general questions to include a brief overview of the project activities, its challenges, and its achievements.
A Final Report template will be provided by the Program Manager.