Talent Pipeline Fly-In Grant Program

• Develop an itinerary for the event with partner collaboration. 
• Accommodate minimum of 5 potential movers and any additional guests 
  • For every potential mover, a 21+ guest is allowed as a participant 
• Secure welcome bags for participants to receive upon arrival, or something equivalent. 
• Plan engaging group activities designed for program participants to learn about the culture, spirit, history, and life of your community. 
  • Secure all venues and arrange all necessary speakers/entertainment. 
  • Secure and provide tickets to any community activities or attractions planned for the event. 
• Facilitate transportation from airport to hotel, to venues and activities around the community during the event 
• Book lodging for each participant. The grant funds will cover state rate per diem expenses for lodging. If an applicant chooses a lodging option that exceeds the state rate, lodging expenses over and above per diem rate will be allowable as matching dollars. 
  • Example: Hotel state rate is $110 per night, per person. The hotel of choice for the event may exceed that- match can be used to cover the difference. 
• Provide pre-arranged meals, food vouchers, or gift cards, for each meal for the duration of applicant's travel and tour days. The state will reimburse for per diem rates per meal. Any costs exceeding state per diem rates will be allowable as matching dollars. 
  • Example: Dinner per-diem is $22 but the applicant may choose to host a dinner that exceeds that amount and match may be used to cover the difference. 
• Reimburse flights/mileage at current North Dakota Office of Management and Budget (OMB) expenditure policy indicates for participants traveling to community for event 
• Cover any contracted services incurred to make sure that the program is accessible to all participants (ASL Interpreter, Accessibility Needs, Etc.) 
• Ensure a staff member or project partner is present at all events for all days of the fly-in. The salary for this staff member is not an allowable grant expense. 
• Provide a point of contact for participants during travel and community visit days for troubleshooting, directions, and guidance as needed. 
• Post-event continued follow-up with potential movers for a period of one-year post event. 
• Pre-event: Facilitate initial employer interviews with primary participants and optional guests that are also job seekers prior to fly-in event

• Based on our pilot Fly-In Event, we recommend planning for a Thursday arrival and Sunday departure 
  • Consider planning this during a time frame when there may be interesting events/signature community events 
• Consider the employment needs of the primary participant’s guest 
• Provide opportunities to meet with local property management and/or tour of available housing examples- in the pilot fly-in this was the second most important factor for participants 
• Allow time for participants to meet with employers in-person during the event 
• The event should include community tours, information or tours about housing, employer meet & greets and should include pre-arranged options for evening entertainment or community events. 
• Sample itinerary from pilot event available here.

• Facilitate notification of the opportunity and link to apply to potential movers in Find The Good Life pipeline. 
• Facilitate interviews and selection of participants for the Fly-In event alongside applicant representative. 
  • Ensure candidate meets all requirements to be licensed and practice in North Dakota based on any occupational licensure requirements for the positions, as appropriate. 
• Develop roster of participants for event to be shared with applicant and employer partners. 
• Develop and provide post-fly-in satisfaction survey 
• Provide up to $25,000 in matching funds for eligible expenses for Fly-In events and activities outlined below: 
  • Flights for participants 
  • Food & lodging in accordance with State of ND policies (current state rate & per diem, excluding alcohol) 
  • Transportation costs (lowest bid obtained) 
  • Room or venue rentals to facilitate any activities on the itinerary 
  • Accessibility costs for participants that may require accommodations

Complete proposals need to demonstrate a clear and concise explanation of the project, training, labor demand, and population served. The Department requires this section be used as a template for applications. Applications will only be received and accepted through the online portal. 

IMPORTANT NOTE: Applicants must identify all sections of the proposal format to be considered for review. 

Project Description 

• What are your current efforts to attract and welcome newcomers? 
• What are the workforce challenges facing this community and any identified contributing reasons and share any strategies being implemented to address them. 
• What occupations and industries are you are currently targeting? 
  • Please provide labor or workforce data used to determine target industries and occupations. 
• What resources or support systems are available to help newcomers integrate successfully? 
• What activities or experiences will you provide during the fly-in to showcase your community? 
• What are the strategies you plan to use to convert interested participants into actual movers? 

Project Impact 

• Identify the number of employers targeted for this event. 
  • Please list employer partners and relocation incentives currently offered. 
    • Identify the number of key industries targeted for this event. 
    • Identify the goal number of potential movers to participate in this event. 

Goals and Timeline 

• What is the planned timeframe for event? 
• Is there a specific community activity or event that the Fly-in opportunity is being planned in conjunction with?

Budget Proposal 

The budget section must include a line-item budget and a narrative that explains the budget breakout and how funds will be used. 

Eligible grant fund expenses: 

• Airfare and/or mileage for potential movers 
• Food and lodging in accordance with State of ND policies (current state rate and per diem, excludes alcohol) for the duration of the event. 
• Room/venue rentals needed to facilitate activities on the itinerary 
• Transportation costs (lowest bid obtained) 
• Accessibility costs for participants that may require accommodations - if this expense is undetermined, it is recommended that 10% of the overall grant fund budget be allocated for accessibility related costs. 

Ineligible grant fund expenses, but may be considered for match: 

• Food and lodging costs that exceed the current state rate and per diem 
• Transportation costs that exceed the lowest obtained bid 
• Welcome bags and materials 
• Tickets, entry fees, or costs associated with community activities 
• Applicant administrative costs associated with planning and facilitating the event 
  • Note: This grant cannot supplant an existing budget. 

Budget Narrative: 

• Identify total project cost, grant funds requested, match obtained, match pending. 
• A 1:1 or dollar for dollar match is required. Provide a description of the match (donations or discounts, in-kind activities, cash donations) and the private sector entities supplying the match. 
  • Describe how the match and match provider relate to the proposed community fly-in event. 
• Explain any fund-leveraging and activities beyond match.

The budget breakout will be formatted as shown below. 

Supplemental Documentation:

• Sample itinerary plan 
• Existing job descriptions/posting from employers 
• Letters of support 
  • At least (3) three letters of support from employers that will participate in the fly in-event and additional letters from any organization that will provide match funding or in-kind. These letters must be uploaded at the time of application submission. 
• Commitment of match 
  • View section IV B for match requirements 
• Quotes or bids to support budget line items

General Match Requirements

• Expenses incurred that exceed allowable amounts outlined in Section 2B number 4 and/or in-kind (i.e., salary/fringe, donated services, venues, or supplies) may be used as match under the Fly-In Grant Program 
• Match must be identified in the proposal. In some instances, match may not be fully obtained at the time the proposal is made. This is allowable, however in that instance, the grant award will be contingent upon submission and approval of match by the Division. 
• Identified match expended prior to the award date will not be eligible. 
• All match contributions must be properly valued by the donor and clearly identifiable from the grantee’s records and have adequate supporting documentation. 
• Match should be from the private sector. Federal funds may qualify as match if the source of the funds allows. If using federal funds as match, applicant must specify the source and demonstrate that they can be used as match per funding source regulations. 
• Match must be approved by the Division and must be directly related to the approved project. 
• Project records must include documentation to demonstrate that match was used to support acquisition or provision of the approved grant project. 
• All match used to support grant reimbursement must be used solely for this project during the grant agreement period.

• All cash match reported must be supported by documentation of the day the cash was received and the related accounting records that show the cash was used for the project.
• Cash match must be applied to the project and must be spent within the grant agreement dates of the project.
   

• Match from donation or discount must include documentation to support valuation of the donated/discounted item(s) at the time of use for the project. The match contributor must describe the item(s), state the value, and explain how the value was determined. The match contributor must sign and date the document containing this information. Note: If the match contributor is unwilling to provide this information, the requestor will contact the Division for assistance in determining an alternate method. 
• Donations received prior to use for the project will not be eligible as match for this project.

• In-kind match is defined as temporary use of space or personal services. In-kind match can also include, but not limited to, salary/fringe and/or travel (mileage and lodging). 
• Documentation of in-kind match must include a description of the process for determining the value of the services. 
• If in-kind personal service is provided on a fixed contract amount, the documentation must include the services to be provided, the name of individual(s) providing the services and the time period in which the services are to be provided. A copy of the contract may be requested. 
• If the in-kind personal service is provided based on an hourly amount, the documentation must include a description of the services provided, the name of individual(s) providing the in-kind personal services, the hourly rate for the service and a time sheet with an hourly log reflecting the time services were provided. 
• In-kind space must be valued at market rate for the area. Documentation must include the methodology for determining the rate and proof of rates for the market. 

IMPORTANT NOTE: Match contributions spent prior to the award date, are not eligible and will not be applied toward overall match for this grant.