Information for Current and Potential Grantees
The Grant Opportunity Portal
The Grant Opportunity Portal is a one-stop shop for anyone interested in locating funding opportunities. State agencies have posted hundreds of upcoming and available procurements and are adding to the list on a daily basis. You can search for and download solicitations with no login required. Check out the Grant Opportunity Portal today!
The Grants Gateway
The Grants Gateway is the next step for organizations interested in doing business with New York State. State agency funding opportunities are posted on the Gateway for online application. Potential applicants can locate online opportunities by clicking View Opportunities on the user’s Home page. State agencies review proposals on the system and make their awards. At point of award the Gateway automatically generates a standardized draft contract, including using the applicant’s proposed budget and work plan. Thereafter, State agency and grantee staff can log in and work together to finalize and execute the agreement in real time. The Gateway also provides significant workload management tools allowing the State and grantees to plan for and manage toward on-time approvals.
Pursuant to the New York State Division of Budget Bulletin H-1032 Revised, dated July 16, 2014, New York State has instituted key reform initiatives to the grant contract process which require that not-for-profits must register in the Grants Gateway and complete the Vendor Prequalification process. In the case of competitive grant opportunities:
Proposals received from not-for-profit applicants that have not Registered and are not Prequalified in the Grants Gateway on the proposal due date cannot be evaluated. Such proposals will be disqualified from further consideration.
In order to prequalify, not-for-profit organizations must submit an online Prequalification Application through the Grants Gateway. The Prequalification Application is comprised of five components to gauge organizational structure and the types of services provided. The required forms and document uploads are all part of the Document Vault. The Vendor Prequalification Manual detailing the requirements can be found in the Quick Links Section.
Once prequalified, it is the responsibility of a not-for-profit to maintain prequalification by keeping its Document Vault current and in one of the following Grants Gateway prequalified statuses:
- Document Vault Prequalified
- Document Vault Prequalified Open, or
- Document Vault Prequalified/In Review
As indicated in the Vendor Prequalification Manual, three of a not-for-profit’s essential financial documents - the IRS 990, Audited Financial Statement and Charities Bureau filing - expire on a yearly basis. A not-for-profit must upload current versions of these documents for State review and approval each year to maintain prequalification.
Effective September 7, 2018, the following three changes to prequalification policy will be implemented as not-for-profits submit their Document Vaults for annual review.
- Not-for-profits will be provided a full 10.5 months from the end of the most recently completed fiscal year to provide a current IRS 900 or Audited Financial Statement without the interim requirement of uploading extension requests.
- The Grants Gateway will automatically calculate expiration dates for the IRS 990, Audited Financial Statement, and Charities Bureau filing.
- The Grants Gateway will require not-for-profits to Save the Organizational Capacity, Integrity, and Compliance forms within 30 days of submitting their document vault for State review to further promote completeness and accuracy.
Implementation of these changes will occur gradually over the course of the coming year. During this time, it is essential that not-for-profits adhere to all Gateway emails instructing them to act in the face of potential and actual loss of prequalification. Failure to act will continue to result in loss of prequalification and inability to compete for State grants.
- Not-for-profits at risk of losing prequalification because their IRS990 or Financial Statement (or a previously provided extension) is about to expire subject to previous requirements, must complete the Required Actions outlined below to remain in a prequalified status.
- Not-for-profits whose Document Vault is not in one of the above listed prequalified statuses because their IRS990 or Financial Statement (or a previously filed extension) expired subject to previous requirements, will not have their prequalification automatically reinstated. Not-for-profits must complete the Required Actions outlined below to return to a prequalified status.
- Log into the Grants Gateway
- Access your Document Vault and examine all information contained therein for accuracy and completeness
- If your Document Vault is in the status of Prequalified, you will need to move it to the status of Document Vault Prequalified Open to make any changes.
- If your Document Vault is in the status of Expired, a status change is not necessary to make changes.
- Review, update as needed and Save the Organizational Capacity, Compliance, and Integrity forms.
- Add new IRS 990, Audited Financial Statement, and Charities Bureau forms.
- If you have already filed/obtained these items for the most recently completed tax year upload the corresponding documents.
- Otherwise -even if you have already uploaded them previously, upload documents covering to the most recent prior tax year for which you have filed. As noted above, it is no longer necessary and nonprofits should refrain from uploading filing extensions.
- Submit your document vault for State agency review and be responsive to any prompts for additional information.
These changes are consistent with the long term, fundamental goals and spirit of Grants Reform and the Prequalification process, and should further enhance a not-for-profit’s ability to comply with Prequalification Requirements.
A variety of resources are available to assist with the registration and prequalification. An online tutorial is available to walk users through the entire process. However, the basic steps are outlined below.
Register for the Grants Gateway (All Vendors)
- On the Grants Reform Website, download a copy of the Registration Form for Administrator. A signed, notarized original form must be sent to the address provided in the instructions. You will be provided with a Username and Password allowing you to access the Grants Gateway.
- If you have previously registered and do not know your Username please email firstname.lastname@example.org. If you do not know your Password please click the Forgot Password link from the main log in page and follow the prompts.
Complete your Prequalification Application. (Non-exempt Not-for-Profits)
- Log in to the Grants Gateway. If this is your first time logging in, you will be prompted to change your password at the bottom of your Profile page. Enter a new password and click SAVE.
- Click the Organization(s) link at the top of the page and complete the required fields including selecting the State agency you have the most grants with. This page should be completed in its entirety before you SAVE. A Document Vault link will become available near the top of the page. Click this link to access the main Document Vault page.
- Answer the questions in the Required Forms and upload Required Documents. This constitutes your Prequalification Application. Optional Documents are not required unless specified in a Request for Proposal or requested by a State agency.
- Specific questions about the prequalification process should be referred to your agency representative or to the Grants Reform Team at email@example.com.
Submit Your Prequalification Application (Not-for-Profits)
- After completing your Prequalification Application, click the Submit Document Vault Link located below the Required Documents section to submit your Prequalification Application for State agency review. Once submitted the status of the Document Vault will change to In Review.
- If your Prequalification reviewer has questions or requests changes you will receive email notification from the Gateway system.
- Once your Prequalification Application has been approved, you will receive a Gateway notification that you are now prequalified to do business with New York State.
Vendors are strongly encouraged to begin the process as soon as possible in order to participate in upcoming funding opportunities.