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Project Reporting

[Updated: 4/28/2021]
General Information:
As part of the legal agreement for funding, reports of the funds expended and the activities funded are required to be submitted on a semi-annual basis, until all funds are expended. Annual reports are due no later than 30-days after the anniversary of the legal agreement's execution date, unless otherwise specified in the agreement. 

These reporting measures are necessary so that the Kentucky Agricultural Development Board (KADB) may evaluate the success of the project and the impact to Kentucky's agricultural economy.

Beyond these standard requirements, some agreements may have other specific reporting requirements, based on the uniqueness of the project. Project contacts should check their legal agreements.
Report Submission:
Reporting forms should be sent electronically to the compliance department either at KADF@ky.gov
or through the Secure Report Submission site.
UserName: kadf reports
Password: Admin23@
Select "Project Reports" folder, select "Upload Files" and follow directions
Only KOAP staff will be able to view/access your submitted reports.  
Please name files in the format app#_recipient_year_type (e.g. 20-0001_TheFarmersMkt_2021_Annual.xls)
 If you need a different format or would like a flash drive of all reporting forms mailed to you, contact KADF@ky.gov.
Annual Reports:
All projects must submit the Project Annual Report (796 KB) on the anniversary of their legal agreement's execution date. Depending on the project, annual reports may be required several years after the funds have actually been expended.

Certain Farmers Market projects may be required to report sales.  The following template may be used to submit this information: farmers market sales report.

Project requiring special information be submitted will be sent any special reporting forms directly.  Please contact SandraP.Gardner@ky.gov (502-782-1759) if you have any questions.
Semi-Annual Reports:
Semi-Annual reporting, which includes the Semi-Annual Progress & Expenditure Report (626 KB), must be completed and forwarded to this office no later than six months following the execution of the legal agreement. Expenditures are reported as the budget categories outlined in the legal agreement.  Those with more complex budgets, or who prefer excel for expenditures, may use the following two documents to submit the report: Semi-Annual Progress + Semi-Annual Expenditures.

Projects, which provide cost-share to individual producers, must also submit a Semi-Annual Expenditure Detail (37 KB), which provides a list of who received cost-share and how much each was paid.
Quarterly Reports:
Projects with quarterly progress reporting, which includes the Quarterly Progress & Expenditure Report (162 KB), must be completed and submitted to this office no later than 30-days after the end of each quarter, or as specified in the legal agreement.

Projects with quarterly financial reporting should submit at a minimum a Balance Sheet and Profit & Loss Statement, in addition to any other specific documents required by the legal agreement.  These may be in your own format and are due 30-days after the end of each quarter.
Forgiveness Detail Reports:
Projects that were approved by the Agricultural Development Board as Forgivable Loans prior to 2015 must submit either a Forgiveness Detail: Products Purchased (807 KB) or a Forgiveness Detail: Events (811 KB) with their annual report.

Projects approved after 2015 must demonstrate the business is still operational by submitting an Annual Report (form above), maintaining good standing with the Secretary of State's Office, and submit any certificates or documents that may be required by the legal agreement.
File Formats:
If you need a different format than those presented, then e-mail KADF@ky.gov to request a specific format.
If you are using programs other than Microsoft Office programs, then please save your files in another format, such as tab delimited (.txt), comma delimited (.cvs) or Rich Text Format (.rtf).