We offer small grants to cemeteries to help digitize their records. Grants are limited to $10,000 maximum and require a 50/50 match, which may include a monetary match or donated goods and services. Find out more below.
Below you can download the grant application to apply for a grant to digitize the sexton burial records, including names, dates of death, etc. Cities, counties, cemetery districts, private cemeteries, and others with a vested interest in cemeteries may apply for matching grants to conduct this phase. Applicants may apply for a grant up to $10,000. See the requirements for contractors or consultants who may be hired to assist with the project.
Final products from the grant may include:
- A database of all the burials in the cemetery. This database will be kept and maintained at the local level (usually by whomever is responsible for cemetery records). In addition, cemetery will upload the data to the statewide Utah Burials Database.
- A computerized GIS map of the cemetery. A GIS (Geographic Information Systems) map, linked to the local database, makes locating and tracking information about burials and plot ownership much easier. Many communities have found a GIS system to be well worth the expense of creating it.
- Successful transfer of the database to the Utah Burials Database. This statewide database is accessible to the public for research purposes.
- Timely completion: The project must be completed 12 months after the contract start date. Successful transfer of the data to the Utah Burials Database must take place before the grant money will be paid.
Grant recipients will be reimbursed upon receipt of evidence that they have met agreed-upon program goals (or some part thereof) and have spent local match funds and/or donated services.
Cemetery Grant Reimbursement Guidelines – What you need to know to comply with grant requirements.
- Purchasing items or services
- Reimbursement documentation
- Personnel costs
- Travel expenditures
- Tips for filing out forms
- Retention period
Grant Reimbursement Forms
- Bid Sheet – Used only when making a purchase of a single item or service costing more than $1,000
- Time Expense Sheet – Each person involved in the program should complete this form by itemizing all donations and cash expenditures. Only expenses outlined in Scope of Work are eligible.
- Reimbursement Request Summary – All of the Time and Expense sheets should be summarized on this form. The totals of expenditures and donations are shown here. This form, along with the individual Time and Expense sheets, must be submitted at the time the request for reimbursement is made.
Computer consultants must have full-time, professional experience with GIS applications, preferably on cemetery projects. Before selecting a consultant, obtain at least two bids to help ensure the grant funds are well spent.
The local database application must be capable of exporting data in a format that can be easily imported into the statewide database. We will provide further details with the grant contract.
Database fields in the file sent to State History must conform to the standards of the statewide database (name, length, and type of fields) to facilitate transfer of data and to maintain a necessary degree of consistency. See information on how to organize and submit your burial data.