Process & Criteria

Through a contractual partnership agreement with Orange County Government, Heart of Florida United Way (HFUW) will manage the nonprofit reimbursement fund to include collecting documentation from applicant organizations and issuing reimbursement payments. 

The purpose of the Orange County CARES Nonprofit Reimbursement Fund is to provide social services nonprofit organizations in Orange County, Florida to recoup unexpected costs incurred due to the COVID-19/Coronavirus pandemic related to:
  • protective equipment (PPE, cleaning supplies, etc.);
  • computer equipment, and software (laptops, servers, hot spots, software, webcams, etc.); and/or,
  • cell phones/cell phone service.
The maximum reimbursement provided will be up to $5,000 per organization. Reimbursements will be issued first come/first served for applicable organizations that submit a completed online application and all required documentation. Any sales tax incurred will be ineligible for reimbursement.

Applications will only be accepted starting at 8:00 a.m. on Monday, September 28, 2020.
Eligibility Criteria
  • Only private, nonprofit health and human services entities recognized by the IRS as tax-exempt under 26 U.S.C. 501 and to which contributions are tax-deductible pursuant to 26 U.S.C. 170(c)(2) can apply for reimbursement.
  • Organizations must have been operational, located in Orange County, Florida, and providing services to Orange County residents as of January 1, 2020.
  • Organizations must provide their tax exemption letter from the IRS, as well as proof of incorporated/recognized status in the State of Florida as a nonprofit organization.
  • Organizations must submit receipts and documentation demonstrating the Eligible Expenses that are directly-related to COVID-19 for which they are seeking reimbursement.
  • Political organizations and organizations that do not provide health and human services to citizens of Orange County will not be eligible.
If there are any questions regarding a nonprofit organization's eligibility, Orange County Government will make the final eligibility determination.

Eligible Expenses

The reimbursement amount will be based on direct COVID-19 related expenses which were: (a) made on or after March 1, 2020; and (b) which were not already budgeted by the organization. Such Eligible Expenses are limited to:
  • Protective Equipment (PPE, cleaning supplies, etc.) specifically intended to prevent or mitigate the transmission of communicable diseases is permitted. PPE must fall within the guidelines of the CDC, FDA, or state and local health requirements.
  • Computer Equipment & Software (laptops, servers, hot spots, software, webcams, etc.) purchased in order to assist staff, or organization clients when receiving services from the organization, in complying with the CDC’s social distancing guidelines. Such equipment and software must still be, and remain, in the organization’s custody and control until 12/30/2020.
  • Cell Phones & Cell Phone Service purchased in order to assist organizational staff in complying with the CDC’s social distancing guidelines. Such cell phones must still be, and remain, in the organization’s custody and control until 12/30/2020. Additionally, Cell Phone Service plans cannot be paid for service provided past 12/30/2020.
Reimbursement will be processed on a first-reply/first-serve basis, however, considerations may be given to ensure coverage across Orange County’s six districts. 
Application Process

HFUW is using an online system to collect the reimbursement application as well as the required documentation. This online application includes:
  • The organization’s physical and mailing address and Orange County zip codes/communities served;
  • A brief description of the demographics of clients served by the organization; and,
  • A narrative that describes the impacts of the COVID-19/Coronavirus pandemic on the agency that has resulted in the purchase of protective equipment (PPE, cleaning supplies, etc.).
Required Documentation

Applicants must upload the following documentation with the completed online application:
  1. Proof of incorporated/recognized status in the State of Florida as a nonprofit organization;
  2. Proof of tax-exempt status under Internal Revenue Code 26 U.S.C. 501;
  3. Receipts for incurred expenses for protective equipment (PPE, cleaning supplies, etc.) purchased during the period of March 1, 2020 through date of application submission;
  4. 2020 Patriot Act Form;
  5. Authorization Agreement for Automatic Deposits; and,
  6. A voided check.

To download the 2020 Patriot Act Form and the Authorization for Automatic Deposits, please select this link
Process Timeline

Date Process Action Item
 September 28 Reimbursement Opportunity Announced / Application Opens
October 19 Application & Attachments Due Online
 October 20 Submitted Applications Reviewed
 Week of Nov. 16 Applicants Notified
 Week of Nov. 30 Reimbursement Checks Processed & Mailed

This timeline is subject to change.
Please be advised: Reimbursement applications will be processed on a first-reply, first-serve basis for those organizations that have fully completed this application and provided all required attachments and documentation.

All questions about this project can be submitted by email to occares@hfuw.org.

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