If your question is not answered below, please contact [email protected]
1) Who will be receiving these funds?
The ARPA Tourism Recovery Program will provide ARPA recovery funds to all 133 Virginia counties and independent cities through their local governments.
2) How much money will each locality be receiving?
The allocation amounts for each locality will be available once the online portal opens. Recipients will have access to an online dashboard showing their total allocation and the available balance of funds throughout the duration of the program.
3) Does every locality get an allocation, or do we have to compete for the money?
Every locality will get a set allocation. These funds are not competitive.
4) How were the allocations determined?
VTC determined every locality’s allocation based on the share each locality contributed to state tax revenue generated by tourism in the year 2019. Each locality’s share of the total allocation pool is similar to that share.
5) Why are the localities getting the funds instead of the DMOs?
Available funds have been allocated based on the relative share of each locality to total state tax revenue attributable to tourism in 2019, based on VTC’s annual Economic Impact of Visitors in Virginia report issued by the US Travel Association. Locality results of this study are only provided at the county and county-equivalent independent city levels in Virginia – not at sub-county geographies such as towns.
6) Why are towns not receiving allocations?
VTC does not have uniform or standardized data available to comparatively measure the impact of travel & tourism across Virginia’s towns. Comparative data for localities is only available at the county and independent city level for Virginia’s 133 county and county-equivalent political subdivisions and is provided from VTC’s annual Economic Impact of Visitors in Virginia report issued by the US Travel Association. Towns and town-based DMOs are encouraged to work with their surrounding counties in development of expenditure plans. Note that for counties that include a town-based DMO(s), the county MUST include a letter of support from the town-based DMO(s).
7) Does the locality need to work with our Destination Marketing Organization (DMO)?
All plans submitted should be developed in conjunction with a locality’s existing DMO(s). If your locality has an officially VTC recognized DMO (as of July 31, 2021), a DMO Letter of Support MUST be included with your application. If there are multiple DMOs within your locality, each DMO MUST submit a Letter of Support.
8) How is the primary contact in each locality identified?
The primary contact will be the chief executive of each locality, such as the Administrator or City Manager. That person can then designate anyone as the secondary, but someone authorized to commit the locality to the terms and conditions will have to be the person to fully submit the plan. Secondary contacts for each locality must be submitted to [email protected].
9) Can the funds available from this program be given to other government departments such as parks and recreation?
Yes, but only if used for tourism activities such as sports or meeting facility enhancements which increases the locality’s ability to attract regional, state, or national events. However, the locality must be the one submitting the submission plans.
10) Can a locality change the primary contact to a non-locality person?
Yes, however the locality’s Chief Executive must complete and sign this template on its official letterhead and submit to [email protected].
11) What can these funds be used for?
These funds must be used for tourism marketing and development, including media buys, advertising, public relations, sales, and product development. Funds may not be used for any expenses that are not related to tourism marketing and development, including but not limited to staffing, maintenance, replacing an existing budget, etc. For a list of eligible items that can be used with ARPA funds, click here.
12) What will my locality need to do to receive these funds?
Localities must submit an expenditure plan on how the allocated funds will be spent, which will include reporting and documentation requirements necessary to meet the federal instructions related to the appropriate uses of the funds. All plans must be submitted via the online portal provided.
13) Can we submit multiple plans?
No, you must submit a single plan that lists each of the separate components of your overall plan. That will enable us to track the money more easily.
14) Is there the ability to revise spending plans once submitted?
Yes, you will have an opportunity to modify your plan after submission, but you must contact Horne to re-open it. Any new expenses would have to be pre-approved for them to be eligible.
15) Is there any kind of draft review for submission plans?
There is no review planned, but VTC is available to assist as you develop the plan while it is under development.
16) Can the submission plans include retroactive spending?
No, funds must be used for new projects.
17) How will the funds be distributed and when will localities receive the funds?
Localities will be able to draw up to 50% of their allocated funds upon approval of the submitted expenditure plan. Once localities have substantiated the initial advancement of funds, recipients will be able to request funds as they incur eligible costs. Each recipient will have access to the online portal where these requests are made. All Requests for Funding (RFFs) must include attached supporting documentation for expenses incurred. Payments will be made as soon as administratively possible after your request is approved. First advance funds for allocations are expected to begin January 2022.
18) How will my locality receive the payment for the reimbursement?
Payments will be made following the settings associated with your supplier ID in the online portal.
19) What is the deadline to spend the funds?
Recipients must commit to spending all funds and submit the appropriate reporting requirements by December 31, 2023, or else submit a request by then including a detailed plan explaining how they will spend their remaining fund balance before the deadline, along with their RFF demonstrating what that expense is, when payment is due, and how the expense aids in recovery response to COVID-19. Reimbursements for expenses after this deadline will not be reimbursed until proof of payment is supplied through the online portal.
20) Are there ways localities can work with VTC on using these funds?
Yes! The following programs are available for partners to use as is beneficial to their ARPA-funded marketing and/or tourism product development efforts. Your use of these resources is optional, not a requirement of ARPA funding, and you are welcome to use them in any combination that is helpful for you. Please review this comprehensive list of Eligible and Ineligible Items.
Marketing Resources for Partners:
- WanderLove Creative
- For: Partners seeking campaign creative to use in their marketing programs.
- What: The newly refreshed WanderLove creative brings a sense of whimsy and nostalgia to this widely successful campaign. The focus will remain on road trips and safe travel experiences.
- Paid Media Program
- For: Partners seeking strategic media vendors to help achieve their marketing goals.
- What: VTC is providing vetted advertising programs for consideration, but partners may ultimately choose to work with any vendor they’d like.
- Paid Media Guidelines
- For: Partners seeking budget guidance media planning tips for paid advertising.
- What: VTC has compiled budget examples and media planning tips to help you build your own paid media plan.
Product Development Options for Partners:
- ARPA Tourism Product Development – VTC has opportunities for DMOs to utilize their ARPA grant funding for community tourism development projects identified through the DRIVE 2.0 program. The DRIVE 2.0 program focuses on identifying a community’s most competitive tourism product development need. These projects may be eligible for ARPA grant funding.
- In addition, communities may also use ARPA funds for general Tourism Development projects as long as it is completed and fully available to the consumer for usage by ARPA deadline and can show that it helped with economic recovery by attracting new travelers.
21) Our locality is applying/has applied for other federal or VTC grants. Can we still receive allocations?
Yes! Localities can submit plans for ARPA funds regardless of other grants they have already applied for. However, localities must be clear on their submitted expenditure plans about how the ARPA funds will be used. Programs using funds from other grants may complement each other, but the locality cannot use ARPA funds and funds from other grants for the exact same project.
22) Will funds to support bringing in meetings and sports events to our locality be available?
Localities and DMOs can include in their ARPA plan the allocation of funds for group incentives. The funds allocated would be used to incentivize planners to bring their groups, meetings or sports events to their destination. Follow up documentation would need to be provided to indicate who received the funds and for what event. In addition, VTC has set aside ARPA funds for specific sports and meetings events that are available for DMOs, localities or venues to apply. For more details on that program, click here.
23) Who do I contact with any questions?
Any questions regarding the online portal for expenditure plan submissions can be directed to [email protected].
24) Why haven’t I received a login email yet?
There are a couple of reasons you may not have received the VTC Portal Login email:
- Each locality must attend or watch one recorded webinar located on the VTC ARPA Webpage https://www.vatc.org/arpa/. After this task is complete, please send an email to “[email protected]” certifying the VTC ARPA Webinar has been watched. We will then send an email providing user access to the portal.
- Emails can sometimes be directed to your spam or junk folders, so we suggest you check your spam folder, and if using Outlook, check your “Others” inbox.
- Be sure to add [email protected] to your authorized addresses. If you are still having issues with receiving access to the VTC Portal, please email [email protected].
25) Should I submit a timeline if I am unsure of the actual date our activities will take place?
Yes, timelines are required in the Budget Breakdown. VTC will accept an estimated Month and Year if your dates have not been locked in yet.
26) Why am I getting so many edits on my Spending Plan Submission?
Each spending plan goes through a multiple step review process to ensure the plan contains eligible items, is complete and meets all of the necessary state and federal requirements to ensure acceptance by VTC for payment.
27) Who can sign the Terms of Conditions?
The Terms of Conditions must be signed by the County Administrator, City Manager, or someone in a position to act on behalf of the Locality and commit the Locality to it with signing authority. The DMO may sign the terms and conditions if a letter or email from the County Administrator/City Manager assigns signature authority for the locality to the DMO for the Terms and Conditions document.
Expense FAQs
1) Is there a limit on the number of Requests for Reimbursement (RFFs) that a recipient may submit?
No. A recipient may submit an unlimited number of RFFs for eligible expenses under this program. If a recipient submits RFFs for an amount over and above its allocation, those RFFs will be held in the system and not reimbursed unless corrected.
2) What substantiating documentation for program expenses will be required?
Supporting documentation can include and may not be limited to receipts, invoices, and proof of payment, which can include check stubs, credit card statements, bank statements, or any other documentation sufficient to demonstrate that the expense was actually paid by the recipient. Recipients should also include a narrative with their reimbursement request providing more detail stating what the expenses were used for and how the expense aids in recovery response.
3) When are expenditure plans due?
Expenditure plan submissions can begin as early as October 29, 2021. Plan submissions must be received by no later than December 31, 2022. Approvals will be made as plans are submitted and reviewed.
4) When and how will recipients receive final payment for their allocations?
After the initial 50% advance has been expended, all expense requests will be paid as they are received and approved, until the total allocated amount is reached. Localities must submit receipts for any expense request submissions before payment will be processed. Payments will be issued by VTC through EFT (electronic funds transfers).
5) How will the funds be distributed and when will localities receive the funds?
Localities will be able to draw up to 50% of their allocated funds upon approval of the submitted expenditure plan. Once localities have substantiated the initial advancement of funds, recipients will be able to request funds as they incur eligible costs. Each recipient will have access to the online portal where these requests are made. All Requests for Funding (RFFs) must include attached supporting documentation for expenses incurred. Payments will be made as soon as administratively possible after your request is approved. First advance funds for allocations are expected to begin January 2022.
6) Can recipients use the funds to reimburse eligible expenses incurred prior to this program?
Funds may be used for eligible expenses beginning October 14, 2021 with VTC approval. VTC may not authorize expenses submitted prior to spending plan approvals.
7) Can the submission plans include retroactive spending?
No, funds must be used for new projects.
8) Who can submit expense requests?
Only those primary and secondary users who have access to the VTC ARPA portal can submit expense requests.
9) Will DMO’s or localities be reimbursed?
Localities will receive funding via electronic fund transfer (EFT) transfer from VTC and the localities will reimburse the DMO’s.
10) What if a locality decides ARPA funding is no longer needed and would like to opt out of the ARPA Tourism Recovery Program?
The locality’s primary contact needs to submit a letter to VTC on the locality’s letterhead verifying the opt out, listing the funding amount, and an explanation of why funds are being declined. The letter needs to be signed by the County Administrator or City Manager.
11) What is the payment date?
The payment date is the date in which the locality paid for the expenses in request; the latest date should be used if there are multiple payment dates.
12) Who can sign the expense request form?
The user submitting the expense request can sign the form.
13) Can recipients submit an expense request while another is pending?
Yes, but it will not be paid until the previous expense request is approved and paid.
14) Can recipients be reimbursed for the total amount of the allocation?
Yes, as long as receipts are submitted for the entire allocated amount.
15) Is there a minimum amount for an expense request submission?
The lowest amount that can be submitted in an expense request is $5,000.00.
16) Can a purchase order be submitted for reimbursement and proof of payment be provided at a later time?
No, proof of payment needs to be included on the expense request before payment will be issued.
17) Should the W-9 come from the Locality or the DMO?
The locality needs to submit a federal W-9 form.
Shared Plan FAQs
1) A DMO is representing several localities that are splitting expenses. Can a recipient be paid for partial expense?
If localities are splitting expenses on the same invoice, the invoice must list the exact dollar amount of expenditure that was paid by each locality, and that locality will only receive payment for the portion they paid for.
2) Do localities that have shared spending plans all need to submit expense requests for shared costs before each individual expense request will be approved and paid?
No, each expense request will be paid upon approval. The expense requests will be paid in the way they were determined to be split in the spending plan. If expenses are being split by line item to be paid for by each locality, they will be paid to each locality who paid for the item. If localities are all splitting expenses based on a percentage split, each locality would need to submit the proof of payment and receipt and note the percentage split that each locality is receiving. That must be decided at the point of submitting the spending plan, and each locality collaborating must all use the same method of splitting expenses whether it be by line item or percentage.
3) What if the DMO is paying for the expenses on the shared plan?
- The DMO will need to provide the locality with their proof of delivery, and proof payment (for example – canceled check, ACH transfers, EFT’s, Internal Electronic Transfer, Internal Electronic Payment, invoice, etc.)
- The locality will also need to provide their proof of delivery and payment to the DMO (for example -canceled check, ACH transfers, EFT’s , Internal Electronic Transfer, invoice, etc.)
4) My locality is collaborating with other localities, what should I know before submitting our Plan?
Collaboration is highly encouraged by VTC. Localities that are collaborating with other localities and submitting shared spending plans may experience a delay in approvals, as all spending plans and the activities within them must be consistent and complement each other as it relates to ARPA specific activities. Plans submitted as part of a collaboration need to contain all the required information for the individual locality, as well as show how funding will be used in the collaboration.
Subrecipient vs. Vendor Federal Uniform Guidance
1) What is the guidance on how Localities and DMO’s are allowed to handle ARPA Tourism Recovery funding?
- Because the fund is drawn on ARPA funds, fund recipients must comply with the federal Uniform Guidance (2CFR200)
- In order to comply with the 2CFR200, recipients need to understand what type of entity they are. Based on the most current Treasury guidance, localities (counties and cities) are considered sub-recipients within the meaning of that term in the 2CFR200. Furthermore, DMO’s who receive funds from their affiliated locality are also considered sub-recipients. (This may be contrary to prior guidance or statements made, but based on the most recent Treasury pronouncement, we have clarified this designation.)
- Because they are considered sub-recipients, DMO’s have several important obligations under the Uniform Guidance:
- Documentation and reporting requirements – Uniform Guidance contains important documentation and reporting obligations for sub-recipients, but compliance with the ARPA Tourism Recovery program rules and documentation requirements should be sufficient to satisfy the Uniform Guidance.
- In particular, VTC is handling the reporting requirements for all the localities and DMO’s.
- It is recommended that DMO’s enter into a sub-recipient agreement with their applicable city and/or county if they are receiving tourism ARPA funds. A copy of that agreement may be requested by VTC as part of the document review process.
2) What are the Procurement Requirements?
Procurement Requirements – Sub-recipients are required to follow a procurement process that is as stringent if not more stringent than the federal procurement requirements contained in the Uniform Guidance. In some cases, that may require purchases of eligible goods and services to be procured through a competitive bidding process, depending on the circumstances.
