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Grant Administration

Deadlines, forms, guidelines and instructions to help you manage your grant.
Grant Administration
eGrants Introduction

If you have never had a grant with the GTSC: All grant applicants must use the eGrants system to apply for and manage grants. To use eGrants, the agency and two users, a Project Director and Fiscal Agent, must be registered in the system. To register, go to the eGrants Login page and use the link for New User, add your information and save. After both have entered the information, you must contact the GTSC by phone to ask to have the agency and users approved. Approval is not automatic.

egrants login

Grant Administration
About Your Grant

Grant Award

Projects are funded for one year and must coincide with the federal fiscal year, with a start date of October 1 and an end date of September 30. Before incurring any grant-related costs, please login to eGrants and review your approved grant and budget. Items, activities and/or costs may have been reduced or denied during the review process. Only those items, activities and costs approved in your budget are eligible for reimbursement.

Local and Not-For-Profit agencies are authorized to initiate grant activity on or after the effective date stated in the grant award letter subject to the following approvals.

State agencies are authorized to initiate grant activity on or after the effective date stated in the grant award letter subject to State budgetary authority.

 

Authorization to Initiate Grant Activity

Award Amount Authorization to Initiate Grant Activity
Between $1 - $10,000 Grant award letter
Between $10,001 - $49,999 Contracts signed (and notarized) by your organization and the GTSC
$50,000 and over Contracts signed (and notarized) by your organization and the GTSC;
Subject to approval by the NYS Attorney General and Office of the State Comptroller

 

Grants Management

All grant management activities including progress reports, claim for payment reimbursement requests and grant modification requests must be submitted through the eGrants system.

It is important to keep user contact information current in eGrants to ensure that grant announcements and updates are received. Please review your organization contact information in the eGrants system by going to the My Profile and My Organization pages. If you have a spam filter, please add the email domain dmv.ny.gov to your list of approved senders.

Project Directors may add additional users to their organization as needed. When adding new agency members to replace existing members, please remember that new agency members must also be added to the current year's grant proposal(s). Project Directors may add new agency members to the current year's grant proposal(s) by using the Management Tools Add/Edit People link within the proposal.

 

Budget

Only those items, activities and costs approved in your budget are eligible for reimbursement. Any changes in the approved budget must be submitted through the eGrants system and approved by the GTSC before costs are incurred. A budget modification cannot increase the dollar amount of the grant award.

 

Progress and Activity Reports

The GTSC requires a semi-annual progress report and final progress report on all funded projects. Reports must be submitted through the eGrants system. If your organization did not conduct grant funded activity during the reporting period, a semi-annual progress report and final progress report stating so are required. If you have additional documentation you would like to submit with your report, you may upload it, provided it is in electronic format such as a word processer document, a digital image, or an Adobe pdf file. The semi-annual progress report is due by April 15. The final progress report is due by October 15.

Please note that the Police Traffic Services and Child Passenger Safety programs have additional reporting requirements that are unique to that program. Please refer to the Conditions page within each proposal to view the specific reporting requirements for that program and the date each report is due.