New York State Grant Applications: Grant Gateway and Prequalification
Grants Gateway and Document Vault Prequalification Gateway are crucial components of the online system for New York State grant applications. The prequalification process is a prerequisite for submitting a grant application. This guide provides step-by-step instructions on how to register your organization, check registration status, download necessary forms, and complete the registration process to receive grant funding.
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New York State Grant Applications: the Grant Gateway and Prequalification
Grants Gateway, Document Vault Prequalification Gateway: Online Computer system/interface Document vault: your electronic filing cabinet Prequalification: like a permission slip. The prequalification process is a parallel path to the grant application. If you don t finish the prequalification process, you can t receive a grant.
STEP ONE: Are you registered? https://grantsmanage ment.ny.gov/register- your-organization Every organization MUST do this. Allow TEN DAYS
Forgot if you registered or who is your designated contact? I can check if you are registered or who registered for you: Email karen.ferguson@parks .ny.gov with name of organization
REGISTER: Download a Registration form for Administrators from the Grants Reform Website. https://grantsmanagem ent.ny.gov/register- your-organization
Attachments Organization Chart (Email me for template on next page) Substitute W 9 if you do not have a vendor number with state
Attachment: Substitute W 9 https://grantsmanagement.ny.gov/system/files /documents/2018/09/subw9.pdf
Finish Registering your club: The registration form must be signed by the club president, notarized, and emailed with attachments to: grantsreform@its.ny.g ov
After you email a registration: Each person on the registration form will get two emails with their username and their temporary password. Don t ignore!
Step Two: Prequalify Prequalification is a process of submitting information and answering questions online and having them reviewed and approved.
After you get the 2 emails: Log in to the document vault and change your password. Grantsreform.ny.gov
: Ready to fill out the vault when this is saved
Grants Gateway Prequalifying: A nonprofit will now have access to the vault to upload several documents and answer questions. The list of questions and documents are at: https://grantsmanagement.ny.gov/system/files/documents/ 2018/10/prequal-documents-and-questions-10-02- 2018_0.pdf I can also email them to you upon request.
Required Forms AUDIT: NO AUDIT REQUIRED. Upload the last year s profit and loss statement with actual revenues/expenditures. Also upload the budget for current year.
Required Forms Board of Directors Profile
Submit Vault for Review When Done Middle of main document page, Status Change: Agree twice to submit
Next Steps - Receive Automated Email when submitted -Reviewer will evaluate, contact with questions -Next Automated email: Prequalified or Modifications Required -Address Modifications Required and Resubmit -When you are Prequalified you are eligible for grants
Key point, DONT MISS OUT If you are NOT in DOCUMENT PREQUALIFIED STATUS (not in review, not modifications required, not expired) at 4 pm on deadline date for application, YOUR APPLICATION WILL NOT BE REVIEWED. DO NOT ASSUME YOU ARE PREQUALIFIED. CHECK STATUS.
Prequalification Notes Being prequalified is not a one time process. Nonprofits have to update their vault once a year.
Prequalification Tips For nonprofits: You will get several automated emails in the month before your vault expires.
Annual Update -IRS 990 -Audit heading (Profit/loss statement, expenses/income) -Char 550 Capacity, Integrity, and Compliance (review, update, save) - .
Annual Update -Upload, Save and Submit for Review -Ensure you get automated email it was submitted for review -You aren t prequalified until you get another email stating you are prequalified. Edits may be needed. -DON T make edits and forget to submit happens frequently
Prequalification Tips For nonprofits: An expired vault on the deadline day for a grant application means your application won t count.
Project Applicant Vaults step reminder If you don t SUBMIT your vault for review or edits for review, we can t approve it. If we can t approve it, you won t be prequalified. Don t forget to SUBMIT. We want you to be prequalified.
Key Takeaway: If you dont work on being prequalified before a grant round is announced, it s not too late. You can do both at the same time.
Many applicants dont realize that they can work on the prequalified status at any time and in advance of a grant round. Make sure you are prequalified at time of deadline!!
IMPORTANT NOTE You can work on your prequalification (document vault) AND your application SIMULTANEOUSLY
Prequalification Myths Being prequalified does NOT mean you will get a grant. It means you can be in the running and complete a grant application.
Vault and Gateway help I am happy to assist you with questions on the vault. The Gateway website is grantsmanagement.ny.gov There are videos and training listed there.
Help Desk Hours: Monday Friday 8:00 a.m. to 4:00 p.m. Phone: (518) 474-5595 Email: grantsgateway@its.ny.gov
Parks Prequalification Contact Karen Ferguson Phone: (585) 493-3613 Best way to contact is EMAIL: Email: karen.ferguson@parks.ny.gov
SPECIAL DEDICATED SNOWMOBILE CALL-IN HOURS THURSDAY 4/15 9:30 AM TO 01:00 PM FRIDAY 4/16 10:30 AM TO 1:30 PM SATURDAY 4/17 12:00 PM T0 2:30 PM 585-493-3613
