Project Record-Keeping Workbook
Print this section and fill it in as you go
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Project Record-Keeping Workbook
Print this section and fill it in as you go. Keeping these records organized will make tax-credit certification and grant reimbursement much easier.
1. Project Information
Project Name
Property Address
Owner / Applicant
Contact Email / Phone
Year Built
National Register Status
Projected Start Date
Projected Completion Date
2. Funding Sources Tracker
| Source | Amount Requested | Status | Deadline | Contact |
|---|---|---|---|---|
| Iowa Historic Preservation Tax Credit | ||||
| Federal Historic Tax Credit | ||||
| HRDP Grant | ||||
| Main Street Challenge Grant | ||||
| CLG Grant | ||||
| Local / TIF / Other |
3. Qualified Rehabilitation Expenditures (QRE) Log
Use one row per invoice. Attach copies of invoices, checks, and proof of payment.
| Date | Vendor / Contractor | Description | Amount | QRE Eligible? | Receipt # |
|---|---|---|---|---|---|
4. Match Documentation Log
Record cash and in-kind contributions. In-kind donations must be documented at fair-market value.
| Date | Source | Type (Cash / In-Kind) | Description | Value | Documentation |
|---|---|---|---|---|---|
5. Photo Documentation Log
Photograph every area before, during, and after work. Include date stamp and brief description.
| Date | Location / Room | Phase (Before / During / After) | File Name | Notes |
|---|---|---|---|---|
6. Contact & Deadline Tracker
| Agency / Person | Role | Phone / Email | Action Needed | Due Date | Done? |
|---|---|---|---|---|---|
| IEDA / SHPO | Tax credit review | ||||
| NPS / SHPO | Federal certification | ||||
| SHSI / HRDP | HRDP grant | kristen.vandermolen@das.iowa.gov | |||
| Main Street Iowa | Challenge grant | ||||
| Local City / County | Local incentives | ||||
| Contractor | Construction | ||||
| Preservation Consultant | Standards compliance | ||||
| CPA / Tax Attorney | Credit claiming |
7. Key Milestones Checklist
- Property purchased or lease executed
- NRHP eligibility confirmed
- Architect / preservation consultant hired
- Contractor bids obtained
- Part 1 (Iowa) / Part 1 (NPS) submitted
- Part 2 scope of work approved
- Financing and match secured
- Construction begins
- Progress photos taken monthly
- Final inspection / certificate of occupancy
- Part 3 / final certification submitted
- Tax credits claimed / grant reimbursement requested
8. Notes & Reminders
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