4-H Reimbursement Program

The 4-H Reimbursement Program is administered by the Pennsylvania Department of Agriculture to support county-level 4-H organizations across the state. The program is designed to strengthen youth development initiatives by offsetting a portion of the annual operational and programmatic expenses incurred by local 4-H groups. These organizations, often operating in partnership with the Pennsylvania State University Extension system, provide educational and leadership-building opportunities for young people through hands-on learning experiences. The reimbursement structure reflects a commitment by the Commonwealth to invest in agricultural education, civic engagement, and skill-building among youth populations. The primary purpose of the program is to promote leadership development and educational enrichment through 4-H programming. Funds are intended to support a wide range of activities that contribute to youth growth, including public speaking events, judging contests, scholarships, and administrative operations necessary to sustain programming. The program emphasizes broad organizational support rather than funding for isolated projects, allowing county 4-H entities to apply reimbursements toward their overall programmatic efforts. However, the funding must directly relate to activities that advance agricultural awareness, youth leadership, or educational outcomes aligned with 4-H goals. Funding is distributed on a reimbursement basis, meaning that organizations must first incur and document eligible expenses before receiving funds. Award amounts are determined using a tiered formula based on total enrollment figures submitted by the Pennsylvania State University Extension Office. Base funding ranges from $2,000 to $3,500 depending on enrollment tiers, with additional per-member allocations of $1.50 for traditional members and $1.00 for school enrichment or special interest participants. The total reimbursement is capped at $9,000 and cannot exceed the total documented expenses, reinforcing the requirement that funds strictly offset actual costs incurred. Eligible expenses include programmatic and operational costs such as leadership activities, competitions, scholarships, and administrative support. Certain expenditures are explicitly prohibited, including entertainment-related expenses and clothing purchases, ensuring that funds are directed toward educational and mission-aligned uses. Organizations must carefully document all expenditures and categorize them appropriately within the application system, as these records form the basis for reimbursement approval. Eligibility is limited to Pennsylvania county 4-H organizations that report enrollment data through the Penn State Extension system. Applicants must complete the Single Application for Assistance through the Commonwealth’s online portal. The application process requires organizational verification, entry of enrollment figures, submission of budget and expense documentation, and completion of several addenda forms capturing program activities, equipment purchases, and organizational leadership details. Applicants must also ensure that their legal name and address are verified with the Fair Office prior to submission to avoid delays in processing. Applications must be submitted annually by November 15 through the designated online system. The program operates on a recurring yearly cycle and awards are contingent upon available funding. Following submission, applicants are required to provide detailed reporting through the reimbursement application, documenting expenses and activities conducted during the funding period. While specific evaluation criteria are not explicitly detailed, approval is dependent on completeness, accuracy of reported expenses, and alignment with program guidelines. For assistance, applicants may contact the program representative, Tracy Barone, at the Pennsylvania Department of Agriculture via phone or email. Technical support for the application system is also available through the Department of Community and Economic Development. Overall, the program serves as a consistent funding mechanism to sustain and expand 4-H programming across Pennsylvania, reinforcing youth engagement in agriculture and leadership development on an annual basis.

Ensure enrollment data matches official Extension records; verify organization details before applying; carefully document and categorize all eligible expenses; avoid including ineligible costs such as entertainment or clothing