FeaturesUse these tools on this tab to filter your records to display only those you specify.
a) Display All Archived Grants - uncheck this box if you want to narrow your search further
b) Search by Grant Number - enter the 7-digit grant number here to find a single project
c) Filter by Fund Source - select a fund source from the dropdown list to display all grants assigned to you under that fund source
d) From and To Dates - finds records where the project's Start Date is between these two dates
e) State Retention Date - The
State Retention Date is the date that the snapshots and uploaded files
may be deleted from the grant. That content, once deleted cannot be retrieved. This process is a part of OOG's retention policy.
I. List of Permissions by RoleOOG provides access to eGrants features - areas, tabs, buttons - based on the role the contact is assigned to within each project.
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List of Permissions by Role - 07/29/22
Note: The grant record may be locked for edit(s) while the pending application or active grant is being reviewed or approved.Contact your PSO Grant Manager, as listed on the My Home tab for programmatic assistance, or the eGrants
help desk for technical assistance.
II. Pending ApplicationsApplications listed here are those you have created, and those assigned to you during the application, review, or approval phases.
A. How Do I Submit & Certify an Application?Applications for funding consideration are submitted initially by the Grant Writer, and then are certified by the assigned Authorized Official (AO) in the grant management online system (a href="https://eGrants.gov.texas.gov" target = "blank">eGrants.
- All applications for funding consideration
MUST be certified
BEFORE the
DUE DATE to be considered for funding by the Public Safety Office (PSO).
- Instructions are located on the
My Home tab, the eGrants Home Page, and in the topic "Guides" above.
B. How Do I Submit a PRR or Withdraw an Application?During the review and approval of any application, the Authorized Official (AO) is required to submit those responses back to the PSO within eGrants. As such, the Submit PRR tab displays for the grant officials to take action in eGrants. The AO will log into their account, open the project onscreen, and navigate to the
Submit PRR tab. The features and guidance provided to the grant official is listed below.
List of Application Errors and Incomplete InformationThis list displays all application errors that
MUST be corrected or completed before the Preliminary Review Responses (PRR) can be submitted to the Public Safety Office (PSO) - or other division within the Governor's Office - online.
List of Post-Award Conditions of Funding and Other Fund-Specific RequirementsThis list displays those conditions of funding (also called "special conditions") added to this project by PSO staff. These conditions are normally added during the review and approval processes. Your PSO Grant Manager, or other PSO staffer, can provide guidance on how to resolve each condition of funding added to this project.
- Some conditions will need to be resolved before the application can move forward for review & approval. Other conditions can only be satisfied post-activation. Contact your PSO Grant Manager or the eGrants help desk for guidance in resolving these conditions.
Submit PRRThe Authorized Official (AO)
MUST log into their account to submit the PRR back to the PSO online.
- click on the "Submit PRR Responses" button to send your edits back to the PSO Grant Manager, as listed on the My Home tab
- each grant official will receive an email confirming your submission for this project
Withdraw ApplicationWhen your agency is no longer interested in pursuing this funding request, your Authorized Official (AO) can formally withdraw the application in eGrants.
- click on the "Withdraw" button to indicate your agency's decision
- each grant official will receive an email confirming your withdrawal of this project
***** DO NOT CLICK THE "WITHDRAW" BUTTON ***** unless the following applies:
- the application was created by mistake
- your agency intends to withdraw this request for funding consideration
C. How Do I Accept a Grant Award?Applications approved for award are released and require the agency to execute the grant acceptance in eGrants on the project's
Accept Award tab.
Accept Initial AwardThe Authorized Official (AO) assigned to the project will accept the initial grant award while logged into their eGrants account as follows:
- go to the
My Home tab
- click the Grant # link to open the project onscreen
- navigate to the
Accept Award tab
- read and download the award documentation and related file(s)
- click the "Accept Award" button to send your acceptance online
Award ActivationOnce the award has been executed by your agency's AO in eGrants it will then be activated online after a final check.
Email NoticeThe agency's grant officials assigned to the project will receive an email stating that the OOG has activated your award.
III. Active GrantsGrants listed here are those active and operating. As such, changes can be made to update banking information, adjust the project's budget and performance periods, and assign new contacts.
Guidance- banking information can be changed by project and in bulk
- adjustments to your budget and program can be made by project and in bulk
- grant officials/consultants can be assigned by project and in bulk
- expenses can be reported and reimbursement can be requested by project
- general and progress reporing can begin when available online by project
A. How Do I Change My Banking Information?During the life of a project, your agency
may need to change your banking information in eGrants.
- Refer to the main topic "Forms" above to download the banking forms
- Refer to the main topic "III. Upload Files" for instructions to upload your updated banking documentation by project and in bulk online
- for a faster response, complete, scan, and then email the attached form(s) to the OOG at Vendor.DD@gov.texas.gov
- refer to Section 1 of the form to determine which Sections are required
- in the body of the email, list
ALL current projects (whether pending applications or active grants) affected by this change
B. How Do I Adjust My Project?During the life of a project, your agency
may need to update budgetary and programmatic information in eGrants.
- Refer to
EACH sub topic below for instructions to make adjustments by project and in bulk online
- all adjustments must be reviewed and approved by the PSO Grant Manager, as listed on the
My Home tab before those change(s) are applied to the current, approved budget and the program
- once the adjustment(s) have been approved ("finalized"), the agency's three grant officials will receive an email confirmation
C. How Do I Update My SAM Expiration Date?During the life of a project, your agency
may need to update the SAM Expiration Date and/or Unique Entity Identifier (UEI) information in eGrants.
- Refer to the
Instructions for the "Update SAM Expiration Date" Feature to request an update in bulk online
- Refer to the
SAM Verification Walkthrough Instructions for Grant Officials to download your agency's SAM profile for bulk upload into eGrants
Guidance- Refer to the
Budget/Request Adjustment tab under the "General Information and Instructions" banner to request an update by project
- On April 4, 2022, the federal government transitioned from using the 9-digit UEI (DUNS) to the 12-character alphanumeric UEI (SAM) number
- Click
here for more information from SAM.gov regarding this transition
- Please ensure your federal SAM registration is "Active" before sending the request to OOG
- For verification puposes, contact the eGrants help desk (eGrants@gov.texas.gov) when multiple CAGE Codes exist in SAM.gov to confirm the CAGE Code to use for this request; and when the profile at SAM.gov is private and not viewable at SAM.gov
Exceptions- For pending applications newly created but not submitted, the SAM date or UEI can be updated on the project's Profile/Grant Vendor tab;
- For active grants with a current pending grant adjustment, the date may be added to that adjustment on the Budget/Request Adjustment tab; please contact your OOG Grant Manager for assistance in making this update;
- For closed grants and those applications no longer moving forward, the SAM Expiration Date does not need to be updated; these projects will not be available using the bulk update feature
Email Confirmation- once the request(s) have been approved ("finalized"), the agency's three grant officials will receive an email confirmation
- the new SAM Expiration Date and or UEI will then be reflected on the project(s)
Profile/Details tab
Reminder Email NoticeOOG sends an email notice to the three grant officials (Authorized Official, Financial Officer, and Project Director) on the 15th of every month for those SAM registrations expiring anytime during the next month and those expired and overdue.
D. How Do I Accept a Supplemental Grant Award?During the life of a project, your agency
may need to add monies to their initial grant award in eGrants.
Guidance-
ALL requests for supplemental awards
MUST be reviewed and approved by the OOG before those monies are applied to the current, approved budget
- The agency's Authorized Official (AO) is required to accept ("execute") the supplemental award in eGrants on the project's
Accept Award tab
Accept Supplemental AwardThe Authorized Official (AO) assigned to the project will accept the supplemental grant award while logged into their eGrants account as follows:
- go to the
My Home tab
- click the Grant # link to open the project onscreen
- navigate to the
Accept Adjustment tab
- read and download the supplemental award documentation and related file(s)
- click the "Accept" button to send your acceptance online
Supplemental Award ActivationOnce the supplemental award has been executed by your agency's AO in eGrants it will then be activated online after a final check.
Email ConfirmationThe agency's grant officials assigned to the project will receive an email stating that the OOG has activated your supplemental award.
IV. Assign ContactsThe agency's grant officials (except the Grant Writer) will be able to assign new grant officials/consultants by project and in bulk online.
Guidance- Unlocked: The grant record must be unlocked before you will be able to make changes to your grant record.
- Roles: The three grant officials are assigned to a project using roles.
• Authorized Official (AO), Financial Officer (FO) and Project Director (PD) roles must be held by three separate individuals.
• The AO, FO, or PD may also be assigned as the GW
• The GW contact might be someone not affiliated with your agency, such as a grant writing consultant or other partner
A. How Do I Assign a Contact By Project?During the life of a project, your agency
may need to update the grant official(s) assigned in eGrants.
- ensure each new contact has an "Active" user account
- log into eGrants
- go to the
My Home tab
- click on the Grant # link to open the project onscreen
- on the
Profile/Details tab, enter the Email Address in the appropriate box
- click the "Assign..." button
- repeat process to assign additional contact(s)
B. How Do I Assign Contact(s) In Bulk?Your agency
may need to update grant officials for more than one project in bulk.
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Instructions for the "Assign Grant Official" FeatureEmail ConfirmationOnce your request has been submitted online, your grant officials will receive confirmation via email. The email includes the list of new and existing contacts by
Grant Number, as well whether your agency's request has been approved or denied.
C. How Do I Correct a Submitted or Approved Request?SubmittedIf the assignment is incorrect in eGrants, your agency will need to contact the eGrants help desk using the Contact Us form or by email.
- please ensure your new contact is registered in eGrants before you contact the help desk
- include the First/Last Name & Email Address for your new contact and identify the 7-digit Grant Number(s) affected
- the help desk will then temporarily deny your agency's request
- once the project has been unlocked, your grant official will is able to submit the new request for processing
- contact your OOG Grant Manager, as listed on the
My Home tab for programmatic assistance.
ApprovedFor a request where the contact assigned is incorrect and that change has been approved by OOG, direct your grant official to submit a revised request using the bulk feature.
V. Report Expenses & Request ReimbursementDuring the life of a project, your agency
MUST report expenses in eGrants to be reimbursed by project.
- Refer to the video sub topic "Submit Expenses and Request Reimbursement through a Financial Status Report" under the main topic "Guides" to submit by project
- Detailed instructions are available on the project's
Budget/Financial Status Report tab
Final ExpensesFinal expenses
MUST be submitted to the OOG on or before the "Liquidation Date" whether or not all monies have been paid out.
FrequencyGrantees are required to report expenses quarterly - or monthly if indicated - in eGrants on the
Budget/Financial Status Report tab.
Email ConfirmationOnce your request has been submitted online, your grant officials will receive confirmation via email, as well whether your agency's report has been approved or returned for revision(s).
Reminder Email NoticeOOG sends an email notice to the three grant officials (Authorized Official, Financial Officer, and Project Director) on the 14th of every month for those FSRs expiring anytime during the next month and those expired and overdue.
VI. Report ProgressDuring the life of a project, your agency
MUST report that progress by project in eGrants.
Complete & Submit Report- Log into eGrants as any of the grant officials
- go to the
My Home tab
- click the Grant # link to open the project onscreen
- navigate to the
General Assessment tab
- complete and submit the report online
- for state type funding, navigate to the
Summary/Progress Reports General tab
- complete and submit the report online
- for federal type funding, navigate to the
Summary/Progress Reports Federal tab
- complete and submit the report online
- if the tab is not visible, this means the report is not required
FrequencyProgress reports are due on a monthly, quarterly, biannual, or semiannual basis depending on the type of funding awarded.
Email ConfirmationOnce your request has been submitted online, your three grant officials will receive confirmation via email, as well whether your agency's report has been approved - needs to be deleted - or returned for revision(s).
Reminder Email NoticeOOG sends an email notice to the three grant officials (Authorized Official, Financial Officer, and Project Director) on the 16th of every month for those progress reports expiring anytime during the next month and those expired and overdue.
VII. How Do I Close-Out My Project?Grantees
MUST close out each project in eGrants even when all expenses have been reported and reimbursed.
Guidance,- Once the final expense report has been submitted, the project will go through a final close-out review by the OOG Grant Manager, as listed on the
My Home- Your agency
may be required to submit one or both of the final progress reports online
- Refer to the main topic "V. Report Expenses & Request Reimbursement" above for further details
VIII. Upload FilesDuring the life of a project, your agency may be required to upload banking document(s) to the
Profile/Grant Vendor tab; and other non-banking document(s) to the
Upload Files tab.
Guidance- For State Agency or Senior University: one form is required -
Texas Payee ID form
- For All Other Organizations: three forms are required -
Direct Deposit,
Texas Payee ID and
W-9 forms
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ALL applicants are required to upload the agency’s vendor information into eGrants
BEFORE a grant official will be able to submit your initial application in eGrants
A. How Do I Upload a Document to an Individual Project?To upload one or more file(s) to an individual project, simply click on the Grant # link to open onscreen, navigate to the
Upload Files tab, and upload the file(s) one-by-one.
B. How Do I Upload a Document to Multiple Projects?During the life of a project, your agency
may need to upload supporting documentation to eGrants in bulk.
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Instructions for the "Upload Documents" FeatureEmail NoticeOnce your file has been uploaded to the
Upload.Files tab for one or more projects, OOG sends an email notice to the applicable OOG Grant Manager, as listed on your
My.Home tab.
Note: The email notice is sent ONLY when files are uploaded to the Upload.Files tab AND the OOG Grant Manager has been assigned, and NOT when files are uploaded to the Grant.Vendor tab.C. How Do I Delete a File Uploaded in Error?Contact your OOG Grant Manager - as listed on the
My Home tab - when one or more document(s) need to be deleted from a project.
Guidance- Ensure you upload
ALL banking document(s) to the project's
Profile/Grant Vendor tab FIRST before requesting those file(s) be deleted from the
Upload Files tab
- Once you receive approval from your OOG Grant Manager to delete those document(s) from either tab, please forward that email to the eGrants help desk (eGrants@gov.texas.gov) for processing
- Include the 7-digit Grant # in your request
IX. How Do I Find Archived Applications?Applications listed here are those you (or our office) have withdrawn from funding consideration.
X. How Do I Find Archived Grants?Grants listed here are closed both programmatically and financially. Your agency has reconciled the amount(s) awarded to the reported expenses and monies paid out. There are currently no pending grant adjustments or monitoring reports. If applicable, progress reporting has been completed.