Here are some common questions about the AGRI Sustainable Agriculture Demonstration Grant (SustAg).
If you have questions that are not addressed here or in the Request for Proposals (RFP), email them to MDA.AGRIGrants@state.mn.us with "AGRI SustAg Questions" in the subject line. We will post all questions and answers on this page.
- General questions
- Project eligibility
- Eligible items
- Budget
- Timeline
- Technical and farmer cooperators
- Match
General questions
- If I currently have a SustAg grant, am I eligible to apply for another project?
- Yes, you are eligible to apply for another project.
- Can I submit more than one application for multiple project ideas?
- Yes; however only one project can be funded each year.
- Can I submit the same project to another funder besides the MDA?
- Yes, you can apply to multiple funders for the same (or a similar or related) project. You must include this information in your application.
- Is there a minimum or maximum acre limit for the project?
- There is no maximum or minimum acreage for your project, but you will want it to be big enough to get meaningful results and small enough not to exceed the maximum allowed by the grant, unless you plan to pay for the remaining acreage out of pocket.
- Can we do the project variable in year 1 then control in year 2?
- In most situations it's better do the control and the variable side by side in the same year to account for differences in weather that you can’t control.
- Can outreach be done through social media (Instagram, YouTube, etc.)? And is the outreach only limited to the final year event, or can sharing updates about the project with the public be done during all 3 years?
- An on-farm field day is preferred. Historically that is the backbone of this grant program. If you choose to do outreach through social media you will want to have a well-developed plan of how many posts, videos, etc., and how they will be shared and promoted. You can do outreach throughout the project but you’ll be asked to summarize all your outreach in the final report in the last year of your project.
- Do farmer and non-farmer applicants get judged differently or is it the same evaluation?
- Both farmer and non-farmer applicants are judged using the same evaluation which can be found in the RFP.
Project eligibility
- Would my project be eligible if it was previously done in another region of the state?
- Yes, similar projects in parts of the state where the practice or system is still considered new or innovative are eligible. Make sure to explain why the project might have different results in your part of the state in order to justify a repeated project. Reviewers are looking for interesting ideas that may or may not work to increase energy efficiency or profitable production or benefit the environment.
Eligible items
- Can I spend grant money on equipment rental or use of my own equipment?
- Yes to both. You can charge reasonable per acre or per hour costs (e.g., woodchipper, skidsteer use).
- Is the purchase of seed stock (nursery transplants) eligible for use of grant funds for a SustAg project?
- Because seed is eligible as a supply, a seedling or the common method of planting a certain type of plant needed to conduct the project will be eligible. Bare root flowers, fruit tree stock, and grape and blueberry cuttings or starter plants are eligible and have been funded in the past for the amount needed to conduct the research or demonstration project.
- Note: Funding the planting of a significant part of an orchard or field of flowers to start a new business or expand your current business is not allowed.
- If purchasing seeds, plants, cuttings, or trees that are long-lived, justify why your project is best suited to a new planting instead of an established planting. In some cases, a new planting is not appropriate.
- Because seed is eligible as a supply, a seedling or the common method of planting a certain type of plant needed to conduct the project will be eligible. Bare root flowers, fruit tree stock, and grape and blueberry cuttings or starter plants are eligible and have been funded in the past for the amount needed to conduct the research or demonstration project.
- I would like further explanation of what is eligible as labor costs “beyond normal farming operations.”
- Farming labor working on the grant project is an eligible cost, while non-grant farming labor doing work on the rest of the farm is considered "normal farming operations".
- Example: You farm a total of 10 acres but one acre is involved with the grant project; you should only include your time spent tending the one acre as your reimbursed labor.
- Farming labor working on the grant project is an eligible cost, while non-grant farming labor doing work on the rest of the farm is considered "normal farming operations".
- If a piece of equipment that costs more than $1,500 is needed to conduct my research or demonstration project, do you think there is leeway in the RFP for the grant to pay for $1,500 of the purchase and the remainder of the cost is my (the grantee’s) responsibility?
- We will approve the use of grant funds for $1,500 towards the purchase cost of an eligible piece of equipment if the review committee approves it. We suggest that you provide sufficient justification in your application that the equipment is needed to conduct the research or demonstration project, that it’s not general-purpose farm equipment, and that it can’t be easily rented.
- Your funding opportunity states that "wages for time spent directly on the grant project" is an eligible expense. Does this mean we can request salary for our Principal Investigator and other key personnel on this proposal?
- Yes, salary for the Principal Investigator and other staff can be included as a reimbursable expense. You should break it down into an hourly wage (you may include fringe) and estimated hours.
- Are indirect costs such as office and computing resources, administrative costs, etc. allowed in the budget?
- We cannot reimburse general indirect costs such as administrative costs and overhead. All expenses must be directly tied to the project. The Budget Worksheet lists the different categories expenses must fit into. Also, keep in mind that you must submit documentation for reimbursement. Those guidelines can be found in the Reimbursement Guide (PDF).
Budget
- The budget spreadsheet is protected and says, “view only.” How do I add my information?
- Under “File,” select “Download” and “Microsoft Excel.” Save the file to your own computer and complete all the sections. Once you’re done, upload the Excel file to your application in Foundant, our online application system.
- What is an acceptable wage to pay family members while working on the grant project?
- The wage rate you request should be the usual rate of pay for someone doing that job. We think that $15 to $20 per hour would be reasonable rate of pay for someone doing regular farm tasks like sowing and weeding or light construction that does not require certification or expertise. More skilled tasks such applying inputs, collecting data, or electrical work would command a higher wage rate.
- I am not sure how to develop my budget in the application. I am concerned that the actual expenditures will be different from the amounts I put in the budget. How does that play out?
- When you submit financial reports for reimbursement, you will need to report your actual grant project expenditures. We allow small deviations from predicted costs as long as the grant project work plan is followed in good faith. If larger changes to the budget or work plan are needed because of circumstances out of your control, challenges encountered, or things learned as the project is proceeding, we ask that you request these changes ahead of time or as they become evident. These requests are approved a vast majority of the time.
Timeline
- Could you give me an idea of when selections will be announced, and when we should plan for an earliest start date?
- Selections are generally made by the end of February and projects can start after contracts are signed, typically in late March.
- For a 3-year project, it's from March 2025 start to March 2028 end? Or only until all data is collected by the end of the growing season of 2027?
- Three years is the longest the project can be. Some are only two years long. Your timeline will depend on your project but the latest start date is June 30, 2025. We ask for annual reports in November and they’re due in January. Final payments are made after the final reports are complete and before the end date on your contract.
Technical and farmer cooperators
- Where would I go for technical assistance with research and design of the field experiment and writing the grant application?
- You can get assistance from many sources (they can also be your technical cooperators). Some ideas include University of Minnesota (UMN) Extension staff, UMN researchers studying the subject of your on-farm research project, Regional Sustainable Development Partnerships (RSDP has five regions covering Minnesota), Soil and Water Conservation District representatives, Sustainable Farming Association staff, Land Stewardship Project staff, local USDA Farm Service Agency staff, an instructor at a community college, etc.
- Many of the previous projects listed in the Greenbook have several technical cooperators listed. Will my chances of approval be higher if I add other technical cooperators in my application even though their contributions to my project are quite small?
- The reviewers do not give extra points for entering more collaborators than required in the application. If you think you will benefit from using more technical cooperators, you should include them in your application. However, one good cooperator whose expertise complements yours may be better.
- Can technical cooperators be international?
- Yes, you may have one or more international cooperators. Online consultations are preferred in this case.
- Can technical consultation from freelance, independent contractors be included in the budget and allowed for this grant?
- Yes, as long as they can give you a letter of support and list their service fees in the letter.
Match
- The SustAg application budget sheet is confusing. Do you have any guidance?
- When filling out the budget sheet, you can delete the pre-existing equations if that helps. It’s more important to have the numbers correct from your perspective so we understand what your budget requirements are. Be sure to show the total project cost in your budget, as it the basis for the grant award amount. We request that you use our budget table since we use this structure to approve your budget and incorporate it into your contract. If you absolutely can’t use this table, reference the Project Evaluation Profile in the RFP to be sure you are meeting the minimum requirements for the budget portion of the application.
- Can an industry partner that is not Minnesota-based provide the matching dollars?
- Yes, cooperators may be from outside of Minnesota as long as the project and farmers involved are located in Minnesota.
- Can our own labor be used toward matching funds?
- If your grant request is over $25,000, you may use your labor as the cash match but that must be clearly described in your budget spreadsheet. Make sure to include a fair hourly wage for yourself and the expected number of hours you plan to contribute.
- What is the maximum amount of hours I could personally put into this project? I would like to match all of the funds through my own labor if possible. If I assign an hourly rate of $25 per hour for myself, and I want to request the maximum amount for this grant ($50,000), can I work 1,000 hours to meet the $25,000 match?
- You can work as many hours as you want to on the grant, however, $25,000 in labor costs is on the high end of what these grants typically request. That large of an amount will likely be scrutinized by our reviewers and you would need to provide justification for that expense. This grant isn’t intended to cover a full time salary or an entire farming operation. It is meant to be a small-scale experiment or demonstration.
