How to Complete an Application/Apply for Funding
IntelliGrants® IGX: Grant Management Software
119 steps
|
13 minutes
Agatesoftware
Log In
1
Navigate to <https://grantsportal.cjcc.ga.gov/>
2
Enter "**Username**" & "**Password**" and click "**Log In**".
My Opportunities
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On the Homepage, navigate to the "**My Opportunities**" panel to search open grant applications.
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Select the "**Name**" of the grant opportunity you would like to apply for.
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A dialog box will appear asking you to confirm if you would like to create an application. If yes, click "**Proceed**". If no, click "Cancel".
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The system will navigate you to the "**Document Landing Page**" of the application where it provides you with important information such as: - Template (or Application Name) - Document Name (or Application ID/Number), and the - Document Status There is also a progress bar to let you know what stage of approval process your application is in.
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To begin the application, navigate to the left menu under the "Forms" section. You must complete each of the sub sections (Application Forms, Budget Forms, and Required Attachments) to submit the application (a.k.a. changing the status to "Application Submitted")
APPLICANT AGENCY
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To begin the application, click "Applicant Agency" in the left menu section.
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The system will alert you to any existing errors, warnings, and/or uncompleted fields or questions on the page. Proceed and complete all the required questions and fields on the page. **Note**: Remember to click "**Save**" to save the progress on the form so you can come back at later time/date to complete it.
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Note, if you select no to "Is your mailing address the same..." the system will require the "Physical Address" which will be automatically displayed. If the address fields are blank after you have saved the page, please visit the "Additional Information" page on your "Organization's Profile" to enter your physical address. If your program requires that your physical address remain confidential (ex. domestic violence shelter) select "Yes".
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If your agency is under the administrative authority of another agency which is responsible for handling the fiscal matters of your organization's activities (accepting of grant awards, accounting, etc.), select "Yes".
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If the "Authorized Agency" is blank, please visit and complete the "**Authorized Agency Information**" page on your Organization's Profile.
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Once you've completed all the questions on the page, click the save button located at the top right of the page and come back later to complete or click "**Next Form**" at the bottom of the page to save and continue to the next page in the application.
DESIGNATION OF GRANT OFFICIALS
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Complete the "**Designation of Grant Officials**" page by entering the contact information for your organizations Project Director, Financial Officer, and Authorized Official.
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Once you've completed all the questions on the page, click the save button located at the top right of the page and come back later to complete or click "**Next Form**" at the bottom of the page to save and continue to the next page in the application.
AGENCY DESCRIPTION
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Complete all the required fields on the page. Once you've completed all the questions on the page, click the save button located at the top right of the page and come back later to complete or click "**Next Form**" at the bottom of the page to save and continue to the next page in the application.
Tip! If the "Agency Type" is blank, please visit the "Organization Information" page, under your Organization's Profile, and select your "Organization Type".
PROJECT ACTIVITIES
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Complete all the required fields on the page. Once you've completed all the questions on the page, click the save button located at the top right of the page and come back later to complete or click "**Next Form**" at the bottom of the page to save and continue to the next page in the application.
Tip! If you see your "**Project Type**" as an option in the dropdown list please visit the "Organization Categories" page, under your Organization's Profile, and select all the project types applicable to your agency. Navigate back to the application (refresh the screen if needed) and check the drop-down list again to see if your project type is listed as an option. If your project type is not listed, please reach out to the point of contact listed on the Request for Application (RFA) for assistance.
PROJECT NARRATIVE
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Complete all the required fields on the page. Once you've completed all the questions on the page, click the save button located at the top right of the page and come back later to complete or click "**Next Form**" at the bottom of the page to save and continue to the next page in the application.
BUDGET FORMS
Tips! - Click the save button to identify required fields on the page. - Click the "+" symbol at the end of each budget row to add additional lines to the budget. - Every budget page that you request funds under will require you to submit a budget narrative, or a description of the requested items. - You have the option to upload supporting documents at the bottom of each of the budget pages. Click the "+" symbol upload additional files.
Budget: Personnel Category
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Select what type of Personnel you would like to add to the budget.
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Enter the individual's "**Name**" and "**Position**"; or title.
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Click the "**Fund Type**" dropdown to classify personnel as a "Grant" line item (reimbursable activity) or a cash or in-kind "Match" line item (non-reimbursable activity).
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Enter the "**Pay Rate**" (i.e. $45,000 per/year; $15 per/hour) and the "**Pay Frequency**" (i.e. annual salary, hourly rate, etc.)
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Enter the estimated time worked associated with the "Pay Frequency" (ex. 1 year, 2080 hours, etc.)
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State how much of the amount stated in the "Total Cost" field will be Charged to the Grant. Once you enter the amount, and click out the field, the "Percentage Charged..." will auto-populate.
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If needed, click "**+**" to add additional rows/lines to the budget and repeat steps 20-24.
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Write a description of the requested budget items.
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Once you've completed all the fields on the page, click the “**Save**” button located at the top right of the page 1) to check for errors and/or 2) come back later to complete. Or click "**Next Form**" at the bottom of the page to save and continue to the next page in the application.
Budget: Employee Benefits Category
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Select the "**Name**" of the staff person listed under "Personnel" that you like to add fringe benefits for.
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Click the "**Fund Type**" dropdown to classify personnel as a "Grant" line item (reimbursable activity) or a cash or in-kind "Match" line item (non-reimbursable activity).
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Select the fringe "**Benefit Type**". If you don't see the fringe benefit you need as an option, select "Other". **Note:** if you select "Other" the system will require you to provide a written explanation.
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State how much of the amount stated in the "Personnel Cost Charged to Application" will be Charged to the Grant as a fringe benefit. Once enter the amount, and click out the field, the "Benefit Percentage" will auto-populate.
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If needed, click "**+**" to add additional rows/lines to the budget and repeat steps 28-31.
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Write a description of the requested budget items.
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Once you've completed all the fields on the page, click the “**Save**” button located at the top right of the page 1) to check for errors and/or 2) come back later to complete. Or click "**Next Form**" at the bottom of the page to save and continue to the next page in the application.
Budget: Travel Category
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State the following: - The name of the person traveling. - Each person must be listed as a separate budget line item. - The purpose of the travel - The location of the travel activity.
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Click the dropdown and select the type of "**Travel Expense**". If needed, use the budget narrative text box to provide more details.
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Click the "**Fund Type**" dropdown to classify personnel as a "Grant" line item (reimbursable activity) or a cash or in-kind "Match" line item (non-reimbursable activity).
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State the amount travel based on the selection made in "Step 35: Travel Expense".
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State the cost of the travel as specified in steps **35** and **37**.
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State how much of the amount stated in "Total Cost" will be Charged to the Grant. Once you enter the amount, and click out the field, the "Percentage Charged..." will auto-populate.
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If needed, click "**+**" to add additional rows/lines to the budget and repeat steps 34-39.
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Write a description of the requested budget items.
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Once you've completed all the fields on the page, click the “**Save**” button located at the top right of the page 1) to check for errors and/or 2) come back later to complete. Or click "**Next Form**" at the bottom of the page to save and continue to the next page in the application.
Budget: Equipment Category
**Tip!** Equipment is defined as any non-expendable personal property with a useful life of more than one (1) year and acquisition costs equal to or greater than $10,000 per unit. Any single item that cost less than $10,000 should be listed under the "Supplies Category".
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Enter the name of the "**Equipment Item**".
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Click the "**Fund Type**" dropdown to classify personnel as a "Grant" line item (reimbursable activity) or a cash or in-kind "Match" line item (non-reimbursable activity).
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Enter the total "**Number of Units**" you're requesting to purchase of the stated "Equipment Item".
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Enter the "**Price Per Item**" or per unit.
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Enter the name of the "**Vendor**" you're purchasing the equipment item from.
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State how much of the amount stated in "Total Cost" will be Charged to the Grant. Once you enter the amount, and click out the field, the "Percentage Charged..." will auto-populate.
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If needed, click "**+**" to add additional rows/lines to the budget and repeat steps 42-47.
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Write a description of the requested budget items.
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Once you've completed all the fields on the page, click the “**Save**” button located at the top right of the page 1) to check for errors and/or 2) come back later to complete. Or click "**Next Form**" at the bottom of the page to save and continue to the next page in the application.
Budget: Supplies Category
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Enter the name of the "**Supply Item**".
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Click the "**Fund Type**" dropdown to classify personnel as a "Grant" line item (reimbursable activity) or a cash or in-kind "Match" line item (non-reimbursable activity).
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Enter the total "**Number of Units**" you're requesting to purchase of the stated "Supply Item".
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Enter the "**Price Per Item**" or per unit.
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Enter the name of the "**Vendor**" you're purchasing the supply item from.
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State how much of the amount stated in "Total Cost" will be Charged to the Grant. Once you enter the amount, and click out the field, the "Percentage Charged..." will auto-populate.
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If needed, click "**+**" to add additional rows/lines to the budget and repeat steps 50-55.
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Write a description of the requested budget items.
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Once you've completed all the fields on the page, click the “**Save**” button located at the top right of the page 1) to check for errors and/or 2) come back later to complete. Or click "**Next Form**" at the bottom of the page to save and continue to the next page in the application.
Budget: Consultants & Contractors
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Enter the "**Name/Position**" of the consultant or contractor.
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Enter the "**Service Provided**".
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Click the "**Fund Type**" dropdown to classify personnel as a "Grant" line item (reimbursable activity) or a cash or in-kind "Match" line item (non-reimbursable activity).
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Enter the "**Hourly Rate**" or "**Compensation**" of the consultant or contractor.
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If applicable, enter the "**Number of Hours**" associated with the consultant's hourly rate.
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State how much of the amount stated in "Total Cost" or "Compensation" will be Charged to the Grant. Once you enter the amount, and click out the field, the "Percentage Charged..." will auto-populate.
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If needed, click "**+**" to add additional rows/lines to the budget and repeat steps 62-67.
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Write a description of the requested budget items.
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Once you've completed all the fields on the page, click the “**Save**” button located at the top right of the page 1) to check for errors and/or 2) come back later to complete. Or click "**Next Form**" at the bottom of the page to save and continue to the next page in the application.
Budget: Other Category
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Click the "**Cost Category**" dropdown and select the type of item your requesting. If you don't see the item you're looking for in the dropdown, select "Other". Note: the system will require you to provide a written explanation of the "Other" selection.
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Enter a "**Description**" of the budget line item.
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Enter the name of the "**Vendor**" you're purchasing the item/service from.
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Enter the "**Quantity**" or number of times you will purchase the item/service.
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Enter the "**Cost**" per "**Quantity**".
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Click the "**Fund Type**" dropdown to classify personnel as a "Grant" line item (reimbursable activity) or a cash or in-kind "Match" line item (non-reimbursable activity).
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State how much of the amount stated in "Total Cost" will be Charged to the Grant. Once you enter the amount, and click out the field, the "Percentage Charged..." will auto-populate.
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If needed, click "**+**" to add additional rows/lines to the budget and repeat steps 71-77.
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Write a description of the requested budget items.
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Once you've completed all the fields on the page, click the “**Save**” button located at the top right of the page 1) to check for errors and/or 2) come back later to complete. Or click "**Next Form**" at the bottom of the page to save and continue to the next page in the application.
BUDGET: INDIRECT COST
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If you're **not** requesting indirect costs: - Select "**No**" to "Are you seeking Indirect Costs?" - Select "**Next Form**" at the bottom of the page to save and continue to the next page in the application. - Skip to step
Indirect Cost: Negotiated Rate
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Select "**Yes**" to question "Are you seeking Indirect Costs?"
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Select "**Yes**" to question "Have you ever had a negotiated Indirect Cost with your Cognizant Agency?".
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Upload a copy of your negotiated rate agreement.
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Enter a "**Description**" of the negotiated indirect cost.
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Enter the "**Base**" amount, or the amount of the award, the indirect cost rate will be applied to.
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Enter the indirect cost "**Rate**".
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Write a description of the requested indirect cost rate.
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Once you've completed all the fields on the page, click the “**Save**” button located at the top right of the page 1) to check for errors and/or 2) come back later to complete. Or click "**Next Form**" at the bottom of the page to save and continue to the next page in the application.
Indirect Cost: De Minimis Rate
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Select "**Yes**" to question "Are you seeking Indirect Costs?"
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Select "**No**" to question "Have you ever had a negotiated Indirect Cost with your Cognizant Agency?".
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Steps **93- 97** will show you how to complete the "Indirect Cost Budget Calculator" which will determine what the total cost of your budget should equal (also known as the "Total Direct Cost") based on the specified award amount.
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Enter the de-minimis indirect cost rate.
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Enter your award amount ($).
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Enter the amount to be excluded from the Modified Total Direct Cost (MTDC).
Tip! - MTDC means all direct salaries and wages, applicable fringe benefits, materials and supplies, services, travel, and up to the first $25,000 of each subaward (regardless of the period of performance of the subawards under the award). - MTDC excludes equipment, capital expenditures, charges for patient care, rental costs, tuition remission, scholarships and fellowships, participant support costs and the portion of each subaward in excess of $25,000. - Other items may only be excluded when necessary to avoid a serious inequity in the distribution of indirect costs, and with the approval of the cognizant agency for indirect costs.
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Click "**Save**" to calculate the "**MTDC**" and "**Total Cost**".
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Take note of the "Total Cost" to ensure that it equals the "Total Direct Expenditures" stated on the MTDC form (**step 100**); or the "Total Direct Cost" on the "Budget Summary" page. If your total budget does not equal the "Total Cost" stated below you will need to revisit the budget categories where funding is listed (Personnel, Supplies, Other, etc.), and revise as needed.
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Write a description of the requested indirect cost rate.
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Click "**Next Form** " to navigate to the MTDC form.
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Review the "**Direct Expenditures for MTDC Calculation**" totals to ensure it equals the "Total Cost" stated on the "Indirect" cost page.
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Review the "**Non Personal Service Costs Disallowed From 15% De Minimis Rate Indirect Expenditures**" totals to ensure it equals the "Unallowed MTDC Costs" stated on the "Indirect" cost page.
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Enter the indirect cost rate.
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Once you've completed all the fields on the page, click the “**Save**” button located at the top right of the page 1) to check for errors and/or 2) come back later to complete. Or click "**Next Form**" at the bottom of the page to save and continue to the next page in the application.
BUDGET SUMMARY
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The "Budget Summary" is the final page of the budget forms which provides a snapshot of all the items stated in your budget.
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Review the totals calculated for each budget category for accuracy and completeness.
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Review the totals calculated for "**Grant**" and "**Match**" funds to ensure it equals your requested or specified award amount.
107
If applicable, ensure that the total "**MATCH**" amount stated in step 106 equals the amount ($) and percentage (%) stated below.
108
Select if a match waiver is needed. If "Yes", state the amount you're requesting be waived and attach a formal match waiver request on your organization's letterhead.
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Once you've completed all the fields on the page, click the “**Save**” button located at the top right of the page 1) to check for errors and/or 2) come back later to complete. Or click "**Next Form**" at the bottom of the page to save and continue to the next page in the application.
REQUIRED ATTACHMENTS
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Upload and attach all required documents.
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If needed, use "**Other Documents**" to attach additional documents to the application. Note: a brief description is required.
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Enter the "**Point of Contact**" for the application.
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Select "**Yes**" if you would like to enter information for a second point of contact.
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Click the checkbox to certify the approval and submission of the application.
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Click "**Save & Submit**" to complete the application; changing the status to "Application Submitted". Or "**Save**" the page and submit via the next step.
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After saving the page, navigate to the left menu bar and scroll down to the "**Status Options**" section and click "**Application Submitted**".
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A dialog box will appear asking you to confirm that you would like to change the status. Click "**OK**".
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The system will navigate you back to the "Document Landing Page" where you'll be able to confirm that the application has been submitted via the "Document Status" field or the status bar.
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Please ensure to visit the "**My Tasks**" panel located on the home page "Dashboard" for further steps or required actions regarding your submission (ex. requests for modifications/revisions & award packet documents)
