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GTSC FAQs

Find our most frequently asked questions and answers.
GTSC FAQs
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GTSC Grant Program

What is purpose of this grant program?

The purpose of this grant program is to provide funds to local, state and nonprofit agencies for projects to improve highway safety and reduce deaths and serious injuries due to crashes. The types of efforts funded are: enforcement, public education and information, research, traffic records, child passenger safety and community awareness.

Who may apply for these grants?

Eligible organizations include state and local government agencies, educational institutions and registered Not-for-Profit agencies. Not-for-Profit agencies, read these eligibility rules.

Requirements for grant applications are listed below.

For profit agencies and individuals are not eligible, nor are applications to develop a product or provide a service for profit.

What do I need to know to apply?

Your application must address one of the program areas outlined in our Highway Safety Strategic Plan, or your application must be for one of the structured programs - Child Passenger Safety, Buckle Up New York or Selective Traffic Enforcement Program (for enforcement agencies only).

Local agencies must receive traffic safety board approval.

What requirements does my organization need to meet to apply?

To apply for a grant, all eligible organizations must:

  • Register a Project Director and Fiscal Agent in GTSC’s grants management system, eGrants.
  • Provide a Federal Employer Identification Number (FEIN), SFS Vendor ID and DUNS number on the My Organization Information page in eGrants.
  • Enroll in NYS’s Electronic Payment system, ePayments .
  • Be in compliance with the NYS requirement to carry workers’ compensation and disability and paid family leave benefits insurance coverage or meet the exemption criteria under NYS’s Workers’ Compensation law.

Further, all nonprofit organizations must meet additional requirements as outlined at Nonprofit Requirements.

What is the criteria for grant review?

Proposals must be complete for the GTSC to review them. Each proposal contains information about the grant review process that pertains to that program.

eGrants

What is eGrants?

eGrants is the electronic grants management system that the GTSC uses to manage grant programs. It is a web-based system, so users will need internet access and be able to use Adobe Acrobat files. No other software installation is necessary.

How do I sign up?

To register, go to the eGrants login page and click the New User? link. One person from each agency will register with eGrants as the Project Director and a different person will register as the Fiscal Agent. Both roles are required. Before access is granted, one of these persons must call the GTSC and speak with a manager to have the agency and users verified. Call the GTSC at (518) 474-5111 and press 1 to speak to a manager to gain access to eGrants. Once the agency and the two users are activated, the Project Director will be able to add additional users. 

How do I apply using eGrants?

A representative of your agency will need to create an account in eGrants and complete the grant proposal in the system.

All proposals MUST be submitted through the eGrants system by May 1st. All proposals from local agencies MUST be approved by the Chair of the County Traffic Safety Board. Contact your County Traffic Safety Board regarding the process for having your proposal approved. After May 1, the GTSC will contact all County Traffic Safety Boards to verify approvals. This does not alleviate your responsibility to contact your County Traffic Safety Board prior to grant submission.

Local Traffic Safety Boards retain the right to approve or disapprove your proposal.

Statewide agencies do not require TSB approval.

How do I get to eGrants?

Go to SafeNY.ny.gov and use the eGrants link. Follow the link to the eGrants login page. We recommend that you visit our site frequently for information about what's going on in highway safety.

When will I use eGrants?

You will use eGrants to apply for a grant. Approved grants are administered through eGrants. Your reporting and vouchering are also done through eGrants.

 

How will I or other members of my agency get eGrants training?

Directions are posted on SafeNY Grants page. Guides and manuals are available in the Preparing for the Grant and Grant Administration sections of the GTSC website. Training materials are also available through eGrants. On the eGrants login page, you will be directed to register with the system. After you have completed eGrants registration you will have access to the system Help files which include an onscreen users' manual guide and a training videos. If you need further assistance, you may contact your GTSC representative. Printed information the GTSC distributes about eGrants will also be available online.

 

How do I add a fiscal agent or other user to organizations and proposals?

If your agency is already enrolled in eGrants, access to eGrants must be given by a Project Director in your agency.  If your agency is already enrolled in eGrants or if your agency is new to eGrants, access must be given by the GTSC System Administrator if your agency has never had a GTSC grant.

Each new user added to your Organization must be added to each of your agency's existing proposals (step 9); otherwise, they will not have access to them.

 

New User Access to eGrants:

1. Go to the eGrants login page and click on the New User? link. Enter the required information on the new user page and save it. If your agency has never been in eGrants, after this step, contact the GTSC at (518) 474-5111, press 1.

2. One of your agency's eGrants Project Directors will then log into eGrants to add the new user to the Organization (see the Adding New Users section below).

3. New users must also be added to any proposals the agency already has, the Project Director opens each grant proposal and clicks on Management Tools to Add/Edit People. They add the new person to each grant, otherwise the person cannot access the grant.

 

Adding New Users: There are two ways for a Project Director to add a user.

In the first method, the person to be added uses the New User? link on the eGrants login page and enters the required information and Saves.

Then the agency's Project Director completes the process by adding the new user to the organization. These steps are:

1.  The Project Director must login to eGrants.

2.  From the Main Menu use the My Organization(s) link on the dark blue menu bar.

3.  You are now on the Organization page. Click the Organization Members link.

4.  This will display a page showing all the members of the Organization.

5.  Click the Add Members link.

6.  Enter the last name of the new user in the box and click search.

7.  When the new user's name comes up, put a check mark in the box, use the drop down box to give them the correct role and give them an active date (today's date). When complete, click SAVE.

8.  IMPORTANT: If your agency has proposals already created, the new person must also be added to them so they may access them. Open the existing proposal and click on Management Tools to Add/Edit People to add that person.

The second method:

In the second method, the person to be added does not have to be involved, the Project Director will enter the required information for them.

1.  The Project Director must login to eGrants.

2.  From the Main Menu click the My Organization(s) link on the dark blue menu bar.

3.  You are now on the Organization page. Click the Organization Members link.

4.  This will display a page showing all the members of the Organization.

5.  Click the Add Members link.

6.  Click the "New Member" button.

7.  The Project Director will enter basic information for the new user and will create a username and password (the password can be changed later by the user). When the information has been entered, click the "Save & Add To Organization" button.

8. IMPORTANT: If your agency has proposals already created, the new person must also be added to them so they may access them. Open the existing proposal and use Management Tools to Add/Edit People to add that person.

I thought I added the person, what do I do?

If you thought you already added a person to your organization but can't find them listed on your Organization Members page, go to My Organization | Organization Members, click Add Member, then on the next screen enter the last name of the person in the box and click search. If their name shows up in a listing, put a check mark in the box next to the Person's name, assign the correct Role with the drop down box and put today's date in the first box under Active Dates and SAVE. If their name did not show up, try searching with fewer letters, ex. search for Joh instead of Johnson. The system will try to match exactly so if you enter fewer letters in your search request, you will be shown all names with matching letter combinations. Also, remember to add the person to any proposal you have created, to do so open the proposal and Access Management Tools to Add/Edit People.

Below is an example of the Organization Members Listing. Access this Organization section by clicking on the My Organization(s) link found at the top of the eGrants page.

 

Screen example

Example of screen to add new member or search for a person to your Organization.

 

example of second org page

 

I added a person to My Organization, but they do not show up, or they cannot access any proposals. How can I fix this?

It is possible that you have added the person but did not give them an active date. To verify the members of your organization, go to My Organization(s), click on the link of your Organization. Then click on Organization Members. This will show who is assigned to your organization. If you do not see the persons' name(s) there, click on Add Members. Then, in the search box, enter the last name of the person and click search. Their name should appear. Next to their name, put a check in box, assign them a role using the drop down box, and enter an Active Date using the format mm/dd/yyyy. Then click SAVE.

If the person's name does not show up when you search, then you have to add them as a new member.

Grant Proposals

I worked on my proposal, when I clicked SAVE I was brought to the Log In screen and my work is gone.

You timed out. The system will time out if you do not SAVE after 20 minutes or so. Click SAVE often.

I did work on my proposal, saved it, but when I opened it again the work was gone.

You probably have more than one version of the proposal in progress. To check: From My Home, click on My Organization(s). At My Organizations, click on your organization. On the Organization page, click on Organization Documents. You will see a list of all the Proposals that have been created by your Organization. Find which one is the most complete and cancel the duplicate version. To cancel them, click on the proposal you wish to cancel. Then, on the Proposal page, click on change status. Apply the status change to Cancel.

How do I cancel my grant proposal?

Why do this? Because you created duplicate versions of one proposal and you want the duplicate version(s) canceled.

Log onto eGrants.

  1. Click on the My Proposals tab found on the upper left hand side of screen as seen below:
    top nav on the eGrants page

     

  2. Select the type of proposal you have the issue with:
    types of proposals in a list

     

  3. Click on the duplicate version of the proposal that you want to Cancel. (Be sure to retain the most current version and cancel the other one.)
    searching the proposal list

     

  4. At the Proposal Menu, click on View Status Options button.
    change status

     

  5. If you are sure you want to cancel your duplicate version of the proposal, click on the button to Apply Status under Proposal Cancelled. (You can also change the status from the View Edit and Complete Forms menu.) 
    statuses listed

     

How can I complete a CPS schedule that is not showing up in my proposals task list?

You must to go to the Proposal Menu and open CPS Schedule Selection. You have to check each of the schedules you wish to apply for. The schedule worksheets will only appear when you have checked them in your Proposal's schedule selection.

 

Why can't I submit my proposal?

Proposals are submitted under the Proposal Menu/ Status Changes.

If your only choice under Status Changes is Cancel, it is because you do not have the correct eGrants role that allows you to submit the proposal. Only Project Directors or Fiscal Agents can submit proposals. Have someone with the correct role submit the proposal.

Grant Maintenance

How do I submit a Grant Modification (including budget modifications)?

Instructions on submitting a Grant Modification can be found in the Grant Administration section of the GTSC website. Click on the applicable CPS, HSG or PTS instructions at the bottom of the page.

 

How do I submit a Claim for Payment?

Instructions on submitting a Claim for Payment can be found in the Grant Administration section of the GTSC website. Click on the CPS, HSG or PTS instructions at the bottom of the page. The Claim for Payment Instruction Guide in the same location contains details on required documentation that must be submitted to receive reimbursement.

How do I submit a Progress Report?

Instructions on submitting a Progress Report can be found in the Grant Administration section of the GTSC website. Click on the CPS, HSG or PTS instructions at the bottom of the page.