Click on the section links below to find answers to frequently asked questions associated with our OHVR Grant. If you don’t see the answer to your question, please contact the OHV Grant Administrator through our Contact Us sidebar.

Applying For a Grant

The Grant Review Process

After A Grant Has Been Awarded, (Or Not)

Closeout Documents & Questions

Other Questions

Program Guide

Click here to view and download the 2023-24 OHVR Grant Program Guide

Applying For a Grant

What grant falls under State OHV Grants?

We currently offer one state OHV grant opportunity. The OHV Recreation Grant is commonly referenced as OHVR. This application has two grant cycles each year.

As of 6/1/22 the Division of Outdoor Recreation Off-highway Vehicle Program no longer offers a Quarterly OHV Recreation grant. Going forward, this grant will take place twice a year. This grant will be open during the Spring and Summer.

Who qualifies?

OHV Recreation grants may be submitted by any

• Federal Agencies
• State Agencies
• Political Subdivisions of the State
• Off-highway vehicle (OHV) organizations are incorporated as nonprofit corporations in the state under Title 16, Chapter 6a (Utah Revised Nonprofit Corporation Act), for the purpose of promoting the interests of OHV recreation.

What qualifies?

The OHVR Grant Program can fund a wide range of projects as they benefit OHV recreation. Projects should fit into one or more of the following categories:

1. OHVR funds may be spent on the construction, improvement, operation, acquisition, or maintenance of publicly-owned or -administered OHV facilities (including infrastructure). This trail work may include; the development and rehabilitation of trailside and trailhead facilities, the purchase and lease of trail construction and maintenance equipment, and the assessment of trail conditions for accessibility and maintenance. Projects that consist predominantly of trail work will be scored more competitively during the recommendation process.
2. OHVR funds may be spent on access protection and education.

Access protection can be spent towards efforts by a county or municipality to document the existence of public rights of ways under Section 72-5-104; litigation or other legal advocacy to protect existing public lands access for off-highway vehicles; or other efforts that further the interests of preserving existing off-highway vehicle access on Utah’s public lands.

Off-Highway Vehicle Access Protection as used in Utah Code § 41-22-19, does not mean lobbying or political advocacy.

3. OHVR funds may be spent on education, such as the development and dissemination of publications as well as the operation of educational programs that promote safety, courtesy, and resource conservation related to OHV trails (including non-law enforcement trail safety and trail-use monitoring patrol programs).
4. OHVR funds may be spent on search and rescue (SAR), such as the goods and services that SAR teams need for an effective response to OHV-related incidents. This grant is unable to fund or reimburse non-motorized SAR items, employees or volunteer pay, benefits, law enforcement, fuel, and costs incurred after a SAR call.
5. OHVR funds may be spent on OHV tourism and aims to encourage visitation in rural communities to help support local economies and locally owned businesses. This category does not allow administrative costs as an eligible match and applicants cannot use other state grants, such as the Office of Tourism grant, as a match.
6. OHVR funds may be spent on snowmobile projects, this category can support a variety of projects to enable Utahns to enjoy motorized winter recreation in safe and responsible ways from trail development and grooming to safety initiatives.
7. OHVR funds may be spent on Land Acquisition projects, this grant category is for the purchase of property for trails, trailheads, leases, right-of-way (ROW), easements, and land assessments. It remains open year-round to facilitate land acquisition in Utah’s competitive market. 

What is the duration grants are open for?

Applications are open for two (2) months.

• SPRING: Opens February 1, and closes on April 2 at 5 p.m. MST
• SUMMER: Opens June 3, and closes on July 31 at 5 p.m. MST

OPENING AND CLOSING DATES ARE SUBJECT TO CHANGE BASED ON THE DAY OF THE WEEK. If a date falls on a weekend, OHVR will open or close the following Monday at the assigned time.

When are the early review deadlines?

• Spring: Friday, March 15, 2024 at 5 p.m. MST
• Summer: Monday July 15, 2024 at 5 p.m. MST

Please submit OHV Recreation grant applications electronically through our online grant portal.

How much can we request?

Each category has a funding threshold.

Trail Work – $1,500-$350,000 per application.  Additional funding can be requested for trail work and will be reviewed on a project-by-project basis. NOTE: If your request exceeds $350,000, an in-person or virtual presentation and Q&A are mandatory at the review meeting.

Access Protection – $1,500-$350,000 per application. Additional funding can be requested for access protection and will be reviewed on a project-by-project basis. NOTE: If your request exceeds $350,000, an in-person or virtual presentation and Q&A are mandatory at the review meeting.

Education – $1,500-$350,000 per application.  Additional funding is not allowed for this category.

Search and Rescue (SAR) – $1,500-$150,000 per application. Additional funding is not allowed for this category.

Snowmobile – $1,500-$150,000 per application. Additional funding is not allowed for this category.

OHV Tourism – $1,000-$15,000 per application. Additional funding is not allowed for this category.

Year-Round OHV Land Acquisition – $10,000-$1,000,000. Additional funding is not allowed for this category. If your request for OHV Land is under $10,000, please apply under the Trail Work category during the normal grant cycle.

Do you require matching funds?

All projects must offer matching funds, and we encourage at least a portion of those funds to come from the project sponsor, directly. Projects that offer more than 25% will be scored more competitively. This expectation is especially the case for projects in which OHV recreation is not the only use, such as many interpretive signs, tourism facilities, and search-and-rescue operations. Leveraging support is a primary way for proposed projects to meet the OHVR intent of incentivizing opportunities for responsible OHV recreation.

Skin in the Game: While cash contributions are not mandatory, they are strongly encouraged. Projects with more cash than in-kind contributions score higher. Non-100% motorized projects must provide cash to offset the non-motorized aspect (relevant for SAR projects). Partnerships with meaningful private contributions are encouraged, and applicants with generous financial partners must make their cash contribution to demonstrate commitment. All matching resources must align with eligible costs.

What is the timeline of approved projects?

This grant has a 28-month timeline. All approved grants will automatically receive a 28-month timeline.

Can an individual apply?

No. We award grants to eligible nonprofit 501(c)(3) or 501(c)(4) organizations, organizations using a nonprofit fiscal agent, and municipal or government agencies only.

My organization is part of a statewide or national organization. Can we still apply?

Yes, you can. Off-highway vehicle (OHV) organizations incorporated as nonprofit corporations in the state under Title 16, Chapter 6a (Utah Revised Nonprofit Corporation Act) for the purpose of promoting the interests of OHV recreation are allowed to apply.

I am part of a non-profit but am not incorporated in Utah. Can we apply?

Unfortunately, no, if you are a nonprofit, you MUST be incorporated in Utah.

We are a volunteer organization operating under the town. Is a town eligible to apply for a grant?

Yes, they are a subsidiary of the state.

Why do you require a substitute project manager?

We require a substitute project manager for a number of reasons: in case OHV staff is unable to contact the primary project manager, the primary manager leaves the organization, unforeseen circumstances arise, etc.

Who can sign as a substitute project manager?

The substitute project manager should be an individual from the applying organization who has the authority to sign and is aware of the project. They must also be willing to take over and complete the project should the primary be unable to.

What if my grant falls under multiple categories?

Please select the category that most appropriately aligns with your project or is predominantly relevant to it.

What if I applied for another grant outside of the Division, can I show that as a match?

Yes, please do! Please include this information in your proposal and detail how you intend to fund the application if you do not receive funding for the other grant(s) outside the Division.

What if my project is related to OHVs and non-motorized recreation, can I still apply?

Yes, you can still apply. However, the percentage or amount of the project that is not related to OHVs must be funded by the project sponsor. Funding for this grant comes from OHV registration dollars and therefore, cannot fund any non-motorized projects or items.

What qualifies as a valid match?

A match can be any of the following: in-kind donations of cash, materials, supplies, volunteer hours, equipment, land, right of way (ROW), easements, or donated supplies or equipment. You may also match with other grant money outside of the OHV Program. More information can be found under the Closeout section.

The Grant Review Process

Who decides which grant applications to fund?

Submitted applications are reviewed and evaluated by Utah’s Off-highway Vehicle Advisory Council (OHVAC), which consists of a committee of appointed volunteers across the state of Utah. Once the Council has reviewed the applications, their recommendations are reviewed by the Division’s Director and Department’s Executive Director for final approval.

The OHV Program’s staff supports the work of the council.

What is the review process like? Are applications rated on a scale?

Yes, applicants are rated on a scale. The OHV Advisory Council scores each applicant individually before the review meeting and then reviews and scores them together. If the majority vote in favor, the application is recommended.

Council Members score 1-5 for each of the categories:

• Project Summary
• Project Category
• Project Budget and Funding 
• Project Partnerships

Scoring Values: 1=Low 2=Adequate 3=Shows Promise/Acceptable 4=Good 5=Exemplary

Each application undergoes individual evaluation by the council before they convene as a group to collectively review and rescore all applications. After the submission of individual scores, program staff calculate the average scores for each project to determine the final scoring.

In the final scoring meeting, the council, guided by the chair, suggests grant funding for the most qualified and impactful projects. The final approval of these grant recommendations is granted by the DOR’s Executive Director and the Executive Director of the Department of Natural Resources (DNR). Following this approval process, contracts will be issued. 

I applied for a grant, when will a decision be made about the grant? When would funding start?

Notification will go out 4-6 weeks after the grant closing date. This may vary depending on the time of year. Funding will begin once a State of Utah Contract is in place with the Utah Division of Outdoor Recreation.

How will I be contacted to find out if I received funding for my grant?

We will primarily utilize email or our online grant portal to communicate with all applicants. Be sure to check your email regularly, including spam folders. Email updates to all applicants will generally come from racheltoker@utah.gov.

Please be responsive throughout every step of the grant process, even after your organization has received funding.

Why does it take so long to make a decision and award grants?

We recognize that it can be difficult to wait a long time to get a response about grant proposals that have been submitted and have streamlined parts of our review process. We are committed to having a transparent process, and always let grant seekers know the timeline and expected announcement dates. Our State OHV Grant review process can take anywhere from four weeks to two months from submission to decision. In some cases, another month is required to confirm the budget and outcomes for an approved project.

After A Grant Has Been Awarded, (Or Not)

Our organization was awarded a grant, what are the next steps?

Once a grant has been recommended by the OHV Advisory Council, it is reviewed and awarded by the Division’s Director and the Department’s Director. State of Utah Contracts will then be emailed to the Project Managers by Maureen Casper (mmcasper@utah.gov). After the contract has been signed by the Project Manager, the Division’s Associate Director signs off on the grant, and the contract is sent to finance and assigned a contract number.

When an official contract is in place, grant work can commence. Our OHV staff will contact you with more information on how to proceed.

Can we begin work before a contract is in place?

No project work or associated items can begin until a State of Utah Contract is in place with the Utah Division of Outdoor Recreation. Funds spent toward the project before a contract was in place cannot count as a match, and cannot be paid from grant funds.

Our grant request was denied the last cycle, why?

Please remember that it is discouraging to have to say “no” to good people doing important work. Applications are usually not turned down because they are “bad” applications. Occasionally, an application will be missing required material, please double-check your application and make sure to include all of the items on the application checklist.

Some applications fall outside the bounds of our guidelines and the Council will find itself unable to help, (please read the guidelines carefully before you invest the time and energy in making an application). Generally, it is the case of the competition being very tough.

Is feedback available for declined proposals?

Yes! We will notify you if your proposal was declined. Our State OHV Grant Administrator is more than willing to work with you and explain the reasoning for the declined proposal.

If I was denied previously, can I submit the same application again?

Yes, you can. If you have questions as to why your application was denied, please reach out to the Division’s OHV Grant Administrator. If you re-submit the application without changes, the Council may not recommend it.

If an organization applies and is declined, will that hurt its chances of receiving funds in the future?

No. Each year there are many organizations the OHV Advisory Council is unable to fund. Some organizations do successfully receive a grant after having been initially declined. If your organization is declined, you may wish to contact our OHV Grant Administrator before submitting a new proposal to determine if your request fits within the application’s criteria.

Up-front Funding, Closeout Documents & Questions

I need funding up-front for my project. How do I get it?

You may receive up to 75% of the OHVR funding awarded to you before finishing the project. To receive this funding, you need to provide supporting documents such as invoices, bids, quotes, and others. Please explain in the document below why your organization needs the funds advanced and provide a timeline of how you plan to spend the funds.

It’s important to note that the funding must be used within six months, and you need to provide proof of how it was spent by the deadline listed. Any unused funds must be returned. We require backup documentation that shows payments made (credit card receipts, voided checks, or bank statements), and proof of receiving the purchased items.

The remaining 25% of the grant will be reimbursed once the project is completed, and you have submitted all the necessary and complete documentation that proves how the grant money was spent.

Please download and submit the following document via email to racheltoker@utah.gov.

The following documents were updated on 9/1/2023.

Up-front Request Form in Excel

What closeout documents do I need/do you provide?

Once a State of Utah Contract is in place, our OHV Grant Administrator will contact you with more information on how to proceed. A closeout packet will also be provided and can be downloaded below.

Maintaining sound financial records and transaction documentation is critical for ensuring that the correct information is reported to the Division of Outdoor Recreation Off-highway Vehicle Program. The organization is not required to use the provided closeout documents, they are examples of what the OHV Program requires for accurate records; you may alter/create them as the organization sees fit.

All grant funds AND match funds must be spent on the scope of work as defined in your budget.

The following documents were updated on 9/1/2023.

1. Closeout Packet – Combined PDF of #2-11
2. Instructions .pdf
3. Timeline .pdf
4. Progress Report .pdf
5. Up-front Request Form .pdf
6. Closeout Overview (required) .pdf
7. Reimbursement Request Form (required) .pdf
8. Volunteer Timesheet (required for applicants with volunteer in-kind match) .pdf
9. Personnel Timesheet (required for applicants with personnel in-kind match) .pdf
10. Budget (required) .pdf
11. Equipment Cost List –  For reference only .pdf

Closeout Forms in Excel (includes up-front request form & progress report)

What does each cost category mean on the Billing Statement (#4)?

1. MATCH

Donations: The use of donations as part of the entire sponsor’s match should be indicated in the project’s scope of work.

Donations are cash, real property (see below for more info), equipment, and materials from sources independent of the project sponsor. Sales tax and shipping & handling (S&H) can also be accounted for here. The use of donations must be a necessary part of the project proposal and occur during the project period. Use of the project sponsor’s real property does not constitute a donation.

Volunteer: If community volunteer services are donated to your project, record it appropriately using a sign-in sheet. This includes hourly rate & volunteer equipment. Standard est. Volunteer Rate in Utah is $29.14 per hour.

Personnel: The time of your organization’s full-time staff that is directly related to the approved project scope may be reported as a match but is NOT a reimbursable cost. The reportable amount is the employee’s regular hourly rate of pay, excluding taxes, benefits, and overtime. Accurate time records must be maintained daily. Lump-sum hours for more than one day will not be accepted.

Cash: This is for cash matches made by the project sponsor and is also a catch-all for any categories not listed above.

2. OHVR FUNDS

Material & Supplies: Include consumable items (e.g. lumber, tools, surface materials, trail signage required for the project.

Equipment: Include machinery, safety equipment, equipment leases, rentals, etc.

Real Property: Includes the lease or purchase of land, right of ways (ROW), easements, structures (including modular units affixed to the real property), and appurtenances. It does not include moveable machinery and equipment.

Other & Miscellaneous Costs: This includes, but is not limited to, equipment repairs, travel, publication costs, training, consultant fees, or other anticipated direct project charges not included in other budget categories.

What is the eligibility and value of donations?

The value of donations charged to the project should be determined as follows:

PERSONNEL – The value of labor or personnel donations is the hourly wage rate of the project sponsor’s employees. The rate which may be charged for skilled workers, working in their trade, is the actual wage these workers are normally paid for their labor. In both cases, only base wage rates are allowable, exclusive of any fringe benefits. Timesheets should include the date, hours worked, type of work performed, worker’s signature, and supervisor’s signature. Timesheets are available in the closeout packet and upon request from the Division of Outdoor Recreation.

EQUIPMENT – Rates for donated equipment used on the project may not exceed its fair rental rate. Hourly rates may be based on the current Equipment Cost List (provided), Utah Department of Transportation Equipment Codes, Classes, and Rental Rates, or a rental rate guidebook that provides regional average rates for construction equipment may be used. Timesheets are also available and are filled out in the same manner as donated labor.

MATERIAL – The allowable amounts charged for donations of materials may not exceed market value. This is defined as the amount these materials would be sold for in the area at the time of the donation. Documentation should include a signed statement from the donor describing the donations and their market value. An independent statement of market value given by a dealer or vendor may also be required.

REAL PROPERTY – May only be used as a donation on projects identified in the application as a land acquisition with a commitment of a land donation. The value of the donated real property is based upon an approved appraisal prepared by a qualified appraiser. In order for a donation of real property to be eligible as a match for grant assistance, the project sponsor may not accept the title prior to the approval of the project agreement.

Where can I find my grant’s contract number?

You can find the grant’s contract number on the top of the first page of the State of Utah Contract. Utah’s Finance Department assigns this number and the Division uses it to track and make payments toward the project.

What if we come in under budget?

If the project comes under budget, the agreed-upon % match must be met.

Example: If a project was funded at $1,000, with a 50% match, but the final cost is only $500 – 50% of the $500 ($250) match would be required.

Note: The project sponsor might be required to return a portion of the initial partial payment if the project comes in under budget.

What if we cannot complete the project by the deadline, can we get an extension?

Yes, we do allow modifications on grant timelines. In order to do this,  contact OHV Grant Administrator, Rachel Toker, BEFORE your grant’s contract expires. If you submit a request to modify the extension date/scope of work, etc., after the contract has expired, we will not approve the modification. All modification requests must be vetted through the Division’s Associate Director.

What if we need to modify our budget or scope of work?

Please contact OHV Grant Administrator, Rachel Toker. If an organization wants to modify its budget, it must submit an updated budget and a formal request on letterhead. Further steps will then be taken.

A modified scope of work must be reviewed and approved by the Division’s Associate Director. A formal request on letterhead must be submitted in addition to an updated budget sheet (if applicable). Once approved by the Division’s Associate Director, further steps will be taken.

All modification requests must be submitted BEFORE your grant’s contract expires. If you submit a request to modify the extension date/scope of work, etc., after the contract has expired, we will not approve the modification.

Other Questions

Where does the funding come from?

HB143 in the 2018 General Session, takes OHV registration fees (did not affect snowmobile registration fees). These fees cannot exceed $35.00 for an OHV and no more than $72.00 for Street-Legal ATVs This went into effect on January 1, 2019.

With this influx of additional money to the Program’s restricted fund, the Division of Outdoor Recreation approved a new grant program that may be utilized throughout Utah.

Can I change my application after it has been submitted?

Yes, as long as the changes are submitted before the application’s closing date/time.

Is there a specific time of day when applications are due?

Yes, all applications are due no later than 5 p.m. Exceptions will not be made for late applications.

I am waiting on 1-2 letters of support, can those be submitted after the deadline?

Late letters of support are not accepted.

Can I submit an application late?

No, we will not accept applications submitted after the deadline. If you miss the deadline you are encouraged to apply during the next grant cycle.

Applications are open for two (2) months.

• SPRING: Closes March 31 at 5 p.m.
• SUMMER: Closes July 31 at 5 p.m.

OPENING AND CLOSING DATES ARE SUBJECT TO CHANGE BASED ON THE DAY OF THE WEEK. If a date falls on a weekend, OHVR will open or close the following Monday at the assigned time.

How/where can I submit my application?

You can only submit applications through our online grant portal.

I have a question on how to fill out the application, who can I contact?

Please contact our State OHV Grant Administrator, racheltoker@utah.gov. Please understand that we will only suggest alterations and we will not write the application for you. Please do your research before reaching out to us.

What are your funding priorities?

OHVR’s funding priorities are Trail Work and Access Protection grants. State OHV funds may be spent on the construction, improvement, operation, acquisition, or maintenance of publicly-owned or administered OHV facilities (including infrastructure). This trail work may include the development and rehabilitation of trailside and trailhead facilities, the purchase and lease of trail construction and maintenance equipment, the acquisition of property for trails/trailheads, and the assessment of trail conditions for accessibility and maintenance.

What is the difference between letters of commitment and letters of support?

A letter of commitment (a formal binding agreement between a lender and a borrower) should come from funding sources.

Letters of support demonstrate the credibility of the applicant and are an outside testimonial that backs up an applicant’s claim.

Our operating budget is extremely large, do you want us to submit all of it or just the portion that relates to our application?

Please show your match for the portion that relates to the application. If you include the entire budget as your match, you will need to send all matching information to us when your grant is being closed out.

Will the fact that my organization has received many years of funding from the OHV Program be a favorable factor in this competitive environment?

Not necessarily. Some organizations have received support for many years because of the unique nature of their direct services in the community. If the OHV Advisory Council believes it is important to ensure that this work is continued, a new grant may be looked upon favorably. The OHV Advisory Council will consider past performance when evaluating a new request, regardless of whether or not the organization has been previously funded.

Can my organization apply for a new grant if a current grant is already underway? 

Yes, you can apply even if you have a current grant underway. The OHV Advisory Council will consider open grants when recommending applications. If an organization applies for multiple grants but has a history of incomplete grants or funds not being utilized before their deadline, this may influence the Council’s decision to recommend the application.

Can I apply for more than one grant? Or multiple Division of Outdoor Recreation grants?

Certainly! You are welcome to submit applications for multiple grants, as there is no set limit. However, it’s important to note that the application includes a section where you should provide a history of your previous grant submissions with the Division. It’s advisable to be transparent about your past applications.

The Division of Outdoor Recreation will take into consideration your track record with previous grants when reviewing your application for additional funding. The division has the authority to assess your history with grants and make decisions based on your past performance. So, make sure to highlight your achievements and demonstrate a positive track record in your grant applications.

How can I increase my organization’s chances of being funded?

You should ensure that your organization meets the application criteria, follow guidelines, submit a detailed budget, and a complete application, and be responsive throughout the review process. Even if your organization is eligible and responsive, the Division of Outdoor Recreation cannot guarantee that a project will be funded.

Can I submit my application before the closing date for review?

Yes, you can! Our OHV Grant Administrator, racheltoker@utah.gov is willing to review applications no later than 5pm on the 15th of the grant cycle’s closing month. Please submit your application through our online grant portal for early review. After it is submitted, the applicant will still have the capability of editing their submission until the grant closes.