Minnesota Department of Transportation

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Aeronautics and Aviation

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Maintenance and Operations (M and O) grant program

The Maintenance and Operations (M&O) grant program exists to provide state financial assistance to Minnesota’s local publicly owned airport system to help pay a portion of maintenance and operation costs. This is a reimbursement program, and currently state funds cover 75% of eligible expenses (excluding Minneapolis-Saint Paul International), up to a calculated amount. These formula grants are funded with state airport funds.

Key changes this year

  • Updated eligibility list (some items added/removed)
  • On-time submittals required (quarterly deadlines)
  • New submittal process with all-in-one form and dropdowns
  • Grant monitoring visits now include M&O grants

Eligibility

Public-owned airports are eligible for this grant. See our funding eligibility guidance (PDF) to find expenses eligible for reimbursement.

Eligible

  • maintenance
  • janitorial (A/D building)
  • utilities
  • training
  • audits
  • insurance
  • fuel
  • trash
  • security
  • service contracts (including equipment work and parts)
  • nav-aid utilities

Ineligible

  • admin/office labor
  • advertising
  • capital improvements
  • furniture
  • landscaping
  • uniforms
  • memberships
  • aircraft de-icing
  • non-maintenance vehicle expenses
  • minor parts
  • supplies and tools

Quarterly deadlines

Expenses incurred Submission window
July to September Oct. 1 to Nov. 15
October to December Jan. 1 to Feb. 15
January to March April 1 to May 15
April to June July 1 to Aug. 15
After fiscal year ends Deadline: Dec. 31

Guidance

How to submit reimbursement requests

Step 1: Gather your documentation

Collect all documents supporting the costs you’re requesting reimbursement for. You must provide source documentation and proof of payment for each cost. Eligible documentation may include the following:

  • Source documentation:
    • Invoices or receipts
    • Detailed logbooks
    • Timesheets or payroll reports
    • Equipment rental records
  • Proof of payment
    • Financial report
    • General ledger
    • Activity report

Tip: Ensure each document clearly shows the cost, date, and description so eligibility can be verified.

Step 2: Complete the reimbursement form

Download the M&O credit application (PDF) and complete each field carefully for each expense you are claiming reimbursement on.

Field Description
Type Select from dropdown (e.g., Maintenance, Utilities, Janitorial, Insurance, etc.)
Date Expense was Incurred When the cost was incurred (i.e. invoice date or date work occurred)
Check/Warrant/EFT# Payment reference number that can be verified on proof of payment document (i.e. general ledger)
Description Summary of what was purchased or performed
Documented Hours Complete only if claiming maintenance/janitorial/security work by the hour
Hourly Wage or Hourly Unit Rental Rate Complete only if claiming maintenance/janitorial/security work by the hour
Amount Total amount claimed for that item

Step 3: Organize and review

  1. Arrange your supporting documents in the same order as listed on the form.
  2. Double-check all calculations and ensure totals match your supporting materials.
  3. Add up each type of expense and enter it on the top page of the form in the total for that type, state share will automatically calculate.
  4. Confirm all expenses fall within your current grant agreement’s eligible cost categories.

Step 4: Submit your request

Email the completed form and supporting documents to us at airportmaintenanceandoperation@state.mn.us.

Reminder: You'll need to complete a pre-award risk assessment questionnaire before the grant can be fully executed and reimbursements are made.

Grant monitoring visits

Review

Review airport property maintenance — grounds, snow removal, and A/D building upkeep.

Verify

Verify grant funded equipment is present at airport and in use.

Ensure

Ensure documentation of employee maintenance activities is properly maintained.

Reminders

  • There is no need to submit expenses after all funds for that fiscal year have been used up.
  • You need to keep backup documentation for seven years

Additional information

  • Use logbooks to track eligible maintenance activities performed by each employee, including name, date, brief description, and hours worked per month. This can serve as backup documentation.
  • Total the monthly hours each employee worked and enter them into the Maintenance and Operations Credit Application. Each employee should have one line per month.
  • Acceptable backup documentation may also include work orders, detailed timecards, or payroll stubs—these must show dates and hours worked at the airport.
  • The same information is required whether you use a logbook or other documentation to support the credit application.

The Maintenance and Operations (M&O) Grant Program began in 1953 with 23 participating airports and a total state encumbrance of just $4,500. Initially, it covered only snow removal costs, reimbursing 50% up to $250 for key system airports and $125 for secondary system airports. Over time, the program expanded—first in 1969 to include some maintenance costs, then in 1973 to cover certain operational expenses. A training supplement was added in 1991. Fast forward to state fiscal year 2026, and the program now supports 131 eligible airports (excluding Minneapolis–Saint Paul) with a total state encumbrance of $5 million.

We use a formula to calculate the amount of funding each airport receives based on the infrastructure listed:

  • Paved runway per acre
  • Turf runway per acre
  • Concrete runway per acre
  • Parallel taxiway per 100 feet
  • Runway lights per 100 feet