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pdfOMB CONTROL NUMBER: 0704-XXXX
OMB EXPIRATION DATE: XX/XX/XXXX
AGENCY DISCLOSURE NOTICE
The public reporting burden for this collection of information, OMB 0704-XXXX, is estimated to average 7
hours per response, including the time for reviewing instructions, searching existing data sources, gathering
and maintaining the data needed, and completing and reviewing the collection of information. Send
comments regarding the burden estimate or burden reduction suggestions to the Department of Defense,
Washington Headquarters Services, at [email protected].
Respondents should be aware that notwithstanding any other provision of law, no person shall be subject to
any penalty for failing to comply with a collection of information if it does not display a currently valid OMB
control number.
**OMB Control Number and Agency Disclosure to be added to Grants Portal by OLDCC team.**
Screenshots 6-9, below, are completed by OLDCC staff only.
GRANTEE GUIDE 5.0 (OLDCC GRANTS PORTAL)
Proposed Grants Tab
Proposed Grants Tab Layout
The Proposed Grants tab contains all grant applications that the grantee is working
on or has submitted to OLDCC. This is where any changes or additions will be made
if the Project Manager (PM) sends the application back during review. For any new
grant applications, the grantee must be invited by the PM to submit an application (this
includes supplemental grants).
A grant is officially awarded when the Director approves a Grant Agreement, not an
application. It is possible for a community to turn down an award after it has been
approved by the Director. If the community’s Authorizing Official does not return a
signed Grant Agreement, no money will be obligated.
Community users are “applicants” until a grant is awarded, then they become
“grantees.”
Contacting OLDCC
The old version of the OLDCC website (www.oldcc.gov) had an Inquiry page, where
applicants could submit a request for assistance. This capability is not currently on the
new website; if it is added back this manual will be updated. To reach out to OLDCC
with questions on a specific program, use either one of the following two options:
1. Click the Our Programs drop-down menu then click Program Overview. Select
the desired program type and use the contact information at the bottom.
2. Click Contact Us.
Proposed Grants Tab
B-1
GRANTEE GUIDE 5.0 (OLDCC GRANTS PORTAL)
Verify Organization Profile
Once OLDCC has completed their review of a grant request and approved it, they will
send an application invitation email to the PDA. The application will also show up
under the Proposed Grants tab.
Before completing the grant application, the PDA should complete or verify their
organization’s profile by following the steps below.
1. Click the Organization Profile link located in the upper right-hand corner of the
screen.
2. The organization page will appear.
3. The Profile Information tab has two sections for data entry. The top section
contains basic location details, while the bottom section, Administration, is
where the EIN and DUNS numbers can be found.
4. The Contacts tab
contains a list of all
contacts currently
assigned to the
organization. This
tab cannot be edited
by the community
user. If contacts are
out of date, contact
the Project Manager.
5. Enter or verify the
following information: Address, EIN Number, DUNS Number, and Legal Name.
a. When entering the address, be sure to enter all nine digits of the zip code.
b. These details must match what’s entered in System for Award Management
(www.SAM.gov) or OLDCC will be unable to process the award.
B-2
Proposed Grants Tab
GRANTEE GUIDE 5.0 (OLDCC GRANTS PORTAL)
Filling Out an Application
The following instructions give detailed steps for an existing grantee or new applicant
to follow when filling out a new grant application.
1. All grants that have not been awarded will be under the Proposed Grants tab.
2. Click Open next to the grant to be edited.
a. The grant application will be in “Draft” status.
3. There are four tabs to complete before the grant application can be submitted
to OLDCC for review. The tabs are Application (SF 424), Application Narrative,
Budget, and Assurances and Certifications, all located under the Main tab.
a. The Contacts tab is managed by the Project Manager. If the users that the
PM assigned to the application are wrong, contact the PM with details on
what should be updated.
Main Details
The basic application details will be on the top half of the Main tab.
1. Review each item and verify the information is correct.
2. Click Open next to View Grant Application to see a preview of the grant
application.
a. This window will have the option to export in PDF.
Proposed Grants Tab
B-3
GRANTEE GUIDE 5.0 (OLDCC GRANTS PORTAL)
Application (SF 424) Tab
The Application (SF 424) tab contains basic grant information.
1. Enter required information into the Application (SF 424) tab. Sections with a
red asterisk are the only ones required by the system, but some grants may need
more sections completed.
2. The following list contains further details on what information each section
needs. Hovering over section titles will also show additional information.
B-4
Proposed Grants Tab
GRANTEE GUIDE 5.0 (OLDCC GRANTS PORTAL)
Type of Submission
Type of Application
•• Continuation is for supplemental grants.
State Use Only
•• Only enter information if it applies for this particular grant.
Applicant Information
•• Catalog of Federal Domestic Assistance Number
•• Proposed Start Date and Proposed End Date
•• Funding Opportunity Number
•• Funding Opportunity Title
•• Competition Identification Number
•• Competition Title
•• Areas Affected by Project
•• Descriptive Title of Applicant’s Project
•• Type of Applicant
•• Congressional District of Applicant
Grants can cross several districts.
Grantees can choose more than one district.
•• Congressional District of the Program/Project
Estimated Funding
•• Funding Amounts
At this point, the system has no validations to ensure matching totals.
Enter funds requested from OLDCC in these fields: Federal, Applicant,
State, Local, Other, and Program Income.
Enter “0” for the dollar amount if the amount is unknown. Otherwise, the
system will not move forward.
Click Save Draft for the system to add the total amount.
•• Executive Order 12372
•• Is the applicant delinquent on any Federal debt?
Proposed Grants Tab
B-5
GRANTEE GUIDE 5.0 (OLDCC GRANTS PORTAL)
3. The following options will be available once the information is complete:
a. Save Draft to save and continue working later.
i. Once the application has been saved, it can only be deleted by a system
administrator.
b. Submit once the entire application is completed.
4. Click Save Draft and continue to the next tab.
B-6
Proposed Grants Tab
GRANTEE GUIDE 5.0 (OLDCC GRANTS PORTAL)
Application Narrative Tab
The Application Narrative tab is where the applicant describes the proposed project
that the grant money will be used to fund and justifies the need for financial assistance.
Also listed are key personnel, contractor services they intend on procuring, and any sub
recipients the grant may require.
1. Enter required information into the Application Narrative tab. Sections with a
red asterisk are the only ones required by the system, but some grants may need
more sections completed.
2. The following list contains further details on what information each section
needs. Hovering over section titles will also show additional information.
Proposed Grants Tab
B-7
GRANTEE GUIDE 5.0 (OLDCC GRANTS PORTAL)
Adding Key Personnel
•• Key personnel are Community Contacts who are essential to the execution
of the grant, but don’t necessarily need access to the system.
•• Grantees should enter only one Key Personnel due to the requirement to
publicly post award data.
•• Click the Add or Remove Key Personnel button to add personnel
information. When the dialog box opens, click on the X button to remove
any personnel that are no longer there or Save to preserve new entries.
•• Once saved, Key Personnel will appear on the Application Narrative tab.
Adding Contractors
•• Note whether or not contractor services will be required on the grant.
•• A contract is for the purpose of obtaining goods and services for the nonFederal entity’s own use and creates a procurement relationship with the
contractor.
Adding Sub Recipients
•• If Yes, add details for sub award recipients.
•• A sub-award is for the purpose of carrying out a portion of a Federal award
and creates a Federal assistance relationship with the sub-recipient.
B-8
Proposed Grants Tab
GRANTEE GUIDE 5.0 (OLDCC GRANTS PORTAL)
FSRS:
If the applicant intends to have sub recipients, they will need to comply with
additional requirements for reporting the use of Federal funds. These can
be found at the Federal Funding Accountability and Transparency Act Subaward Reporting System (FSRS) at the following url: https://www.fsrs.gov.
Adding Grant Deliverables
•• A grant deliverable is a work product that can be measured or tracked. At
the end of the grant, the grantee should be able to provide proof so OLDCC
can verify the work was completed in accordance with the Grant Agreement.
•• Click the Add Grant Deliverables button to add deliverables. When the
dialog box opens, click on the X button to remove any deliverables or Save
to preserve new entries.
•• Add the name, description, grant type, and estimated date for completion of
the grant deliverables that are expected to be included on the grant. This
includes expected work from the contractors.
•• Once saved, Grant Deliverables will appear on the Application Narrative tab.
Proposed Grants Tab
B-9
GRANTEE GUIDE 5.0 (OLDCC GRANTS PORTAL)
Application Narrative Text Boxes
•• The Application Narrative section has seven (7) text boxes for information
entry. If no information is available, write “N/A” or “TBD” as the system
requires text input.
•• Goals related to OLDCC
mission
Enter the CAGE code here.
•• Grant Introduction/
Background
•• Need for Assistance
Example sentence: “But
for the OLDCC program of
assistance, the [applicants]
do not have the resources
to carry out this activity.
The [applicants] do not
have the financial resources
available to support
the ongoing unfunded
requirements generated by
the DoD Program.”
•• Grant Abstract
•• Results or Benefits Expected
•• Approach and Timeline
•• Scope of Work/Work Program
Upload any necessary SOW
documents.
•• Attach any additional
supporting documents.
3. The following options will be available once the information is complete:
a. Save Draft to save and continue working later.
b. Submit once the entire application is completed.
4. Click Save Draft and continue to the next tab.
B-10
Proposed Grants Tab
GRANTEE GUIDE 5.0 (OLDCC GRANTS PORTAL)
Budget Tab
The instructions below explain the process of completing a budget. The financial
information for the grant application will be entered into the Budget tab. The majority
of the information will be in the Budget Worksheet, which can be found by clicking the
Open Budget Worksheet button. Note that the system does not verify if the Budget
totals match.
1. Enter required information into the Budget tab. Sections with a red asterisk are
the only ones required by the system, but some grants may need more sections
completed.
2. The following list contains further details on what information each section
needs.
Budget
•• Complete the Budget Worksheet. See pages B-13 through B-29 for full
details on completing the worksheet (non-construction or construction and
the SF 424 A or C).
Budget Justification Files
•• Use the Upload Budget Justification button to attach the file.
Proposed Grants Tab
B-11
GRANTEE GUIDE 5.0 (OLDCC GRANTS PORTAL)
•• The Budget Justification should include, if applicable: %FTE for personnel,
contractual costs broken down by tasks, %LOE, breakout of travel expenses,
etc.
Basis for the Indirect Cost Rate
•• If the organization does not have an indirect cost rate or is not claiming
indirect costs for this grant, click the button for No Indirect Cost.
•• The indirect cost rate percentage is just for information and tracking
purposes; it is not used to calculate the amount of indirect cost in the
Budget Worksheet.
Indirect Cost Rate Percentage
•• If No Indirect Cost was selected in the previous section, enter “0.” There
must be a number in order to submit later.
Upload Indirect Cost Rates for Your Community
•• If requesting indirect cost for the term of the award, upload a letter signed
and dated by the organization’s CFO. The letter should reflect usage of
current indirect cost for the term of the award.
•• Use the Upload button. The upload must be a single PDF document, the
system will reject Microsoft Word.
Is the Indirect Cost Rate good for the life of the grant?
•• If the organization does not have an indirect cost rate, select N/A.
3. The following options will be available once the information is complete:
a. Save Draft to save and continue working later.
b. Submit once the entire application is completed.
4. Click Save Draft and continue to the next tab.
B-12
Proposed Grants Tab
GRANTEE GUIDE 5.0 (OLDCC GRANTS PORTAL)
Completing the Budget Worksheet
1. To open the budget activity, click on the Open Budget Worksheet button.
2. The notification below will appear. Click OK to move to the budget page, which
will appear in a new window.
3. The page below will appear. Click the blue Instructions button to see detailed
instructions on completing the budget.
a. This section also includes instructions for the Budget Justification upload
from page B-11.
Proposed Grants Tab
B-13
GRANTEE GUIDE 5.0 (OLDCC GRANTS PORTAL)
4. Read the instructions thoroughly before completing the budget.
a. Work with the assigned OLDCC Project Manager for any additional questions.
5. Click Enter Budget under Budget Worksheet to open the worksheet in a
separate pop-up window and enter the required information.
a. Non-construction grants and construction grants have different fields to
complete on the Budget Worksheet.
i. Non-construction grant instructions begin on page B-15.
ii. Construction grant instructions begin on page B-20.
6. Click Open the 424A (Or C) to open the form in a separate pop-up window and
enter the required information.
a. Non-construction grants and construction grants have a different SF 424.
i. SF 424A form instructions begin on page B-22.
ii. SF 424C form instructions begin on page B-26.
B-14
Proposed Grants Tab
GRANTEE GUIDE 5.0 (OLDCC GRANTS PORTAL)
Budget Worksheet for Non-Construction Grants
The Budget Worksheet for non-construction grants maps to the object class
categories (Travel, Supplies, Contractual, etc.) of the SF 424A.
1. Open the worksheet by following the instructions under Complete the Budget
on B-13.
2. Enter the required information in each section.
a. Some sections can have multiple entries. Click the Add Row (+) button to
add new rows under that category.
b. To delete a line item, click the Remove Row (x) button to the right.
3. Salary and Fringe
a. Salary and Fringe no longer has built in calculations. Enter the exact number
into the appropriate column.
b. Position:
i. Enter the individual’s title.
c. OLDCC Salary
Proposed Grants Tab
B-15
GRANTEE GUIDE 5.0 (OLDCC GRANTS PORTAL)
d. Non-Federal Salary
e. OLDCC Fringe
f. Non-Federal Fringe
g. Total Salary
i. OLDCC Salary column + Non-Federal Salary column
h. Total Fringe
i. OLDCC Fringe column + Non-Federal Fringe column
i. Total
i. Total Salary column + Total Fringe column
NOTE:
Grantee share must be equal or greater to 10% of the Federal share plus
grantee share.
4. Total Salaries + Fringe Benefits
a. This section will automatically populate with the amounts entered above in
the Salary and Fringe section.
5. Travel
a. Enter the amount of funding being requested from OLDCC and the amount
the grantee will be paying.
6. Equipment
a. Equipment is $5,000 or more.
B-16
Proposed Grants Tab
GRANTEE GUIDE 5.0 (OLDCC GRANTS PORTAL)
7. Supplies
a. Supplies are $5,000 or less.
8. Other
a. Other can be used for sub-award costs, procurement fees, subscriptions,
memberships, outreach, periodicals, etc.
9. SUBTOTAL OPERATIONS
a. This section will automatically populate with the amounts entered above in
the Salary and Fringe, Travel, Equipment, Supplies, and Other sections.
10. Contractual
a. Enter procurement costs here.
Proposed Grants Tab
B-17
GRANTEE GUIDE 5.0 (OLDCC GRANTS PORTAL)
11. Total Direct Costs
a. This section will automatically populate with the amounts from the
SUBTOTAL OPERATIONS section with the Contractual section.
12. Indirect Costs
13. Grand Total
a. This section will automatically populate with the amounts from the Total
Direct Costs section with the Indirect Costs section.
14. Click Save once the worksheet is completed.
15. Click Close to return the budget window.
WARNING:
CLICK CLEAR ONLY IF ALL LINES NEED TO BE REMOVED. CLEAR DELETES ALL
LINES EVEN IF THEY WERE
PREVIOUSLY SAVED. The
system will require
confirmation before
clearing the worksheet.
B-18
Proposed Grants Tab
GRANTEE GUIDE 5.0 (OLDCC GRANTS PORTAL)
16. The information that was entered on the pop-up Budget Worksheet can now
be found on the main budget window in the portal.
a. The system does not verify if the totals match.
17. Click Return to Application.
NOTE:
As long as the status of the grant application is “Draft,” the numbers in the
Budget Worksheet can be edited by clicking Enter Budget.
Proposed Grants Tab
B-19
GRANTEE GUIDE 5.0 (OLDCC GRANTS PORTAL)
Budget Worksheet for Construction Grants
1. Open the worksheet by following the instructions under Complete the Budget
on B-13.
2. Enter the required information in each section.
a. Some sections can have multiple entries. Click the Add Row (+) button to
add new rows under that category.
b. To delete a line item, click the Remove Row (x) button to the right.
3. Construction
a. Construction costs must be itemized and entered individually.
4. Total Direct Costs
a. The totals will calculate automatically based on what is entered in the
OLDCC Funds and Non-Federal Funds columns under Construction.
B-20
Proposed Grants Tab
GRANTEE GUIDE 5.0 (OLDCC GRANTS PORTAL)
5. Grand Total
a. The totals will calculate automatically based on what is entered in the
OLDCC Funds and Non-Federal Funds columns under Construction.
6. Click Save once the worksheet is completed.
7. Click Close to return the budget window.
8. The information that was entered on the pop-up Budget Worksheet can now be
found on the main budget window in the portal.
9. Click Return to Application.
Proposed Grants Tab
B-21
GRANTEE GUIDE 5.0 (OLDCC GRANTS PORTAL)
Filling out the SF 424A
Follow the instructions on the form and the advice from the assigned OLDCC Project
Manager to complete each section of the SF 424A. Enter potential funding that might
be utilized for this project, such as state or local sources.
1. On the main Budget page under SF 424A, click Open the SF 424A to bring up
the SF 424A worksheet in a separate window.
2. The SF 424A will open in a separate pop-up window.
3. Enter the required information in each section.
B-22
Proposed Grants Tab
GRANTEE GUIDE 5.0 (OLDCC GRANTS PORTAL)
4. Section A - Budget Summary
5. Section B - Budget Categories
a. This section is updated automatically with information from the Budget
Worksheet.
6. Section C - Non-Federal Resources
Proposed Grants Tab
B-23
GRANTEE GUIDE 5.0 (OLDCC GRANTS PORTAL)
7. Section D - Forecasted Cash Needs
8. Section E - Budget Estimates of Federal Funds Needed for Balance of the
Project
9. Section F - Other Budget Information
10. Click Save then Close.
B-24
Proposed Grants Tab
GRANTEE GUIDE 5.0 (OLDCC GRANTS PORTAL)
11. The system will fill in the SF 424A information in the budget activity on the
main Budget page.
Proposed Grants Tab
B-25
GRANTEE GUIDE 5.0 (OLDCC GRANTS PORTAL)
Filling out the SF 424C
Follow the instructions on the form and the advice from the assigned OLDCC Project
Manager to complete each section of the SF 424C. Enter potential funding that might
be utilized for this project, such as state or local sources.
1. On the main Budget page under SF 424C, click Open the SF 424C to bring up
the SF 424C worksheet in a separate window.
2. The SF 424C will open in a separate pop-up window.
B-26
Proposed Grants Tab
GRANTEE GUIDE 5.0 (OLDCC GRANTS PORTAL)
3. Enter the required information in each section.
a. The Total Allowable Costs column will automatically add the entered
numbers.
4. Click Save then Close.
5. The system will fill in the SF 424C information in the budget activity on the main
Budget page.
Proposed Grants Tab
B-27
GRANTEE GUIDE 5.0 (OLDCC GRANTS PORTAL)
Assurance and Certifications Tab
The final tab of the grant application is Assurance and Certifications. Instructions for
each form can be found at the top of this section and each document name will have
detailed descriptions explaining the document’s purpose.
1. Upload required information into the Assurances and Certifications tab.
a. The SF-LLL Form and Tax Delinquency Form are required for all grants.
Some grants may need additional forms completed.
2. Download each form.
a. Click here in the instructions above the various upload buttons.
B-28
Proposed Grants Tab
GRANTEE GUIDE 5.0 (OLDCC GRANTS PORTAL)
b. Forms will open in a new browser window.
c. Click the download button, or the print button to save the document as a
PDF.
3. Complete, sign, and upload the necessary forms to the corresponding section.
a. See page J-3 for instructions on uploading files.
4. Click “I Agree” once each form has been uploaded and save the draft.
5. Click Save Draft.
Proposed Grants Tab
B-29
GRANTEE GUIDE 5.0 (OLDCC GRANTS PORTAL)
Submitting an Application to OLDCC
Once an applicant has verified that all required documents have been uploaded and
the Budget Worksheet is correct, the application can be submitted to the assigned
Project Manager at OLDCC.
1. Click Submit on the bottom of the grant application screen.
2. This pop-up will appear after clicking Submit, alerting the applicant that the
application will be submitted to OLDCC and will be locked for editing.
3. The system will provide alerts to the applicant if any sections are invalid or
incomplete. These must be fixed before the application can be submitted to
OLDCC.
4. Once any errors have been fixed and the application is sent, the applicant will
receive a notification confirming submission.
a. The status will change from “Draft” to “Submitted to PM.”
5. The applicant will receive an email confirming submission of the application.
NOTE:
Please coordinate the application’s submission with the assigned OLDCC
Project Manager.
B-30
Proposed Grants Tab
GRANTEE GUIDE 5.0 (OLDCC GRANTS PORTAL)
OLDCC Review of Application
After the application has been submitted to OLDCC, it must undergo review by the
Project Manager (PM), Grants Management Specialist (GMS), and Program Director
(PD). This is to ensure that the grant application has been reviewed thoroughly by
both program and compliance personnel before it is reviewed by the Director at a TRC
(Technical Review Committee). Some applications might not make it to the TRC step.
Revisions Required
During the TRC, OLDCC might determine that modifications need to be made to the
grant application before it can be awarded. Follow the steps below to respond to a
revision, if necessary.
1. Open the grant application under Proposed Grants.
a. The status will be “Revisions Required.”
2. Open the application and review the new Staff Comments. This will explain
what needs to be corrected, removed, or revised.
3. Make changes to the grant based on Staff Comments.
a. Create a note to explain the changes, if necessary.
Proposed Grants Tab
B-31
GRANTEE GUIDE 5.0 (OLDCC GRANTS PORTAL)
4. The PDA will have the following options:
a. Save Draft to save any changes made and continue working later.
b. Submit Revision once updates are completed.
5. Click Submit Revision.
6. Once submitted, the notification below will appear.
NOTE:
Please work closely with the assigned OLDCC Project Manager on any
necessary revisions.
B-32
Proposed Grants Tab
GRANTEE GUIDE 5.0 (OLDCC GRANTS PORTAL)
Submitting for Final Signature
Primary Delegated Authority Signature
Once OLDCC has finished reviewing the application (either the original or the revised
version), the grant application will be routed back to the Primary Delegated Authority
for signature.
1. Open the grant application under Proposed Grants.
a. The status will be “Final Signature Required - PDA.”
2. Click on the new Final Signature tab.
3. Enter name and date.
4. The PDA will have two options at this point:
a. Save Draft to save any changes made and continue working later.
b. Sign and Submit to AO to provide final signature and complete the
application.
Proposed Grants Tab
B-33
GRANTEE GUIDE 5.0 (OLDCC GRANTS PORTAL)
5. Click Sign and Submit to AO. The confirmation below will appear when the
signature has been successfully submitted.
Authorizing Official Signature
Once the PDA signs and submits the application, it will be routed to the Authorizing
Official.
1. Open the grant application under Proposed Grants.
a. The status will be “Final Signature Required - AO.”
2. Click on the new Final Signature tab.
B-34
Proposed Grants Tab
GRANTEE GUIDE 5.0 (OLDCC GRANTS PORTAL)
3. Enter name and date.
4. The AO is also required to complete acknowledgments under the Assurances
and Certifications tab.
5. The AO will have the following options:
a. Save Draft to save any changes made and continue working later.
b. Submit Final Signature to provide final signature and complete the
application.
c. Revisions Required for any additional information, questions, or revisions.
The status will be “Revisions Required.”
6. Click Submit Final Signature. The confirmation below will appear when the
signature has been successfully submitted.
Proposed Grants Tab
B-35
GRANTEE GUIDE 5.0 (OLDCC GRANTS PORTAL)
OLDCC Review
OLDCC will be notified once the final signatures have been submitted. The
application’s status will change to “Grant Agreement in Process” and OLDCC will then
prepare the Grant Agreement.
B-36
Proposed Grants Tab
| File Type | application/pdf |
| File Modified | 2021-11-29 |
| File Created | 2021-05-26 |