Grant Manuals
GMM-Grantor Table of Contents
TITLE/SECTION
GMM Change Control
GMM Overview
Definitions
Chapter 1: Introduction
Section 1.1: Purpose of the Manual (link is external)
1.1.1 Scope, Applicability, and Use (link is external)
1.1.2 How to Use the Manual (link is external)
1.1.3 Authority (link is external)
Section 1.2: Customer Service and Grants Management (link is external)
1.2.1 Grants Management Customer Service Guidelines (link is external)
1.2.2 Electronic Signature (link is external)
Chapter 2: Grants Management Overview (link is external)
2.1.1 The Governor's Office and Executive Departments (link is external)
2.1.2 Other Elected Officials (link is external)
2.1.3 Agencies, Boards, and Commissions (link is external)
Section 2.2: Grants Management Process Summary (link is external)
2.2.1 Grantor Roles and Responsibilities (link is external)
Chapter 3: Funding Instruments (link is external)
Section 3.1: Intergovernmental Agreement (link is external)
Section 3.2: Interagency Service Agreement (link is external)
Section 3.3: Memorandum of Understanding (link is external)
Section 3.4: Subgrantee/Subaward Agreement (link is external)
Section 3.5: Vendor/Contractor (link is external)
Section 3.6: Cooperative Agreements (link is external)
Chapter 4: Funding Opportunity Development (link is external)
Section 4.1: Developing and Issuing Program Plans (link is external)
Chapter 5: Pre-Applications (link is external)
Section 5.1: Providing Pre-Application Assistance (link is external)
Section 5.2: Processing Pre-Applications (link is external)
Chapter 6: Application Receipt, Review, and Award (link is external)
Section 6.1: Application Receipt and Processing (link is external)
Section 6.2: Review of Applications (link is external)
6.2.1 Programmatic Review of Applications (link is external)
6.2.2 Program Narratives (link is external)
6.2.3 Peer Reviews (link is external)
6.2.4 Financial Reviews and Final Financial Clearances (link is external)
6.2.5 Indirect Cost Negotiation and Acceptance (link is external)
Section 6.3: Rejections, Denials, Appeals and Withdrawals (link is external)
6.3.1 Rejections for Grant Opportunities (link is external)
6.3.2 Applicant Withdrawals (link is external)
Section 6.4: Pre-Agreement Cost Approvals (link is external)
Section 6.5: Award Process (link is external)
6.5.1 Award Document Creation (link is external)
6.5.2 Internal Approvals (link is external)
6.5.3 Award Notification (link is external)
6.5.4 Award Issuance (link is external)
Chapter 7: Grant Administration (link is external)
Section 7.1: General Information (link is external)
7.1.1 Assignment and Responsibilities of the Grant Program Manager (link is external)
7.1.2 Administration Requirements (link is external)
7.1.3 Match or Cost Sharing (link is external)
7.1.4 Program Income (link is external)
Section 7.2: Award Changes (link is external)
7.2.1 Sole Source Approval (link is external)
7.2.2 Budget Modifications (link is external)
7.2.3 Change of Recipient’s Authorized Signing Official (link is external)
7.2.4 Change of Recipient Contact/Alternative Contact or Principal Investigator (link is external)
7.2.5 Change in Scope of Award (link is external)
7.2.6 Project Period Change (link is external)
7.2.7 Recipient Name Change (link is external)
7.2.8 Recipient Mailing Address Change (link is external)
7.2.9 Departments, Agencies, Boards, and Commissions Approvals (link is external)
7.2.10 Removal of Special Terms and Conditions Related to Financial Clearances (link is external)
Section 7.3: Award Status and Performance Reports (link is external)
7.3.1 Programmatic Progress Reports (link is external)
7.3.2 Financial Reports (link is external)
7.3.3 Delinquent Reports (link is external)
7.3.4 Other Reports (link is external)
Section 7.4: Failure to Comply with Award Requirements (link is external)
Section 7.5: Award Suspension or Termination (link is external)
7.5.1 Suspension or Termination by State of Arizona (link is external)
7.5.2 Suspension or Termination by Subgrantee or Agreement (link is external)
Chapter 8: Award Monitoring (link is external)
Section 8.1: General Information for Monitoring (link is external)
8.1.1 Types of Grant Monitoring (link is external)
8.1.2 Objectives of General Grant Monitoring (link is external)
8.1.3 Basic Requirements for Effective Oversight through Monitoring (link is external)
8.1.4 Frequency of Monitoring (link is external)
Section 8.2: Monitoring Activities (link is external)
8.2.1 Risk Assessment Tool and Grant Monitoring Plan (link is external)
8.2.2 Pre-Monitoring Activities (link is external)
8.2.3 Desk Reviews (link is external)
8.2.4 Site Visits (link is external)
8.2.5 Technical Assistance (link is external)
8.2.6 Post-Site Visit Activities (link is external)
8.2.6.1 Finding Resolution Guidelines (link is external)
8.2.7 Documentation Requirements for Monitoring (link is external)
Chapter 9: Award Closeout (link is external)
Section 9.1: Conditions for Award Closeout (link is external)
Section 9.2: Standard Closeout (link is external)
Section 9.3: Administrative Closeout (link is external)
Section 9.4: Other Closeout Requirements (link is external)
Chapter 10 High-Risk Recipient Designation Procedures (link is external)
Section 10.1: High-Risk Designation (link is external)
10.1.1 High-Risk Criteria (link is external)
10.1.2 High-Risk Tiers (link is external)
Section 10.2: High-Risk Referral Process (link is external)
10.2.1 Tracking Recipient Corrective Action Efforts (link is external)
Section 10.3: Removing Recipients from High-Risk Designation List (link is external)
Chapter 11: Grant Manager Resources (link is external)
Section 11.1: Automated Systems (link is external)
11.1.1 eCivis (link is external)
11.1.2 Arizona Financial Information Systems (AFIS) (link is external)
11.1.3 Consolidated Ledger of Information of Federal Funds (CLIFF) (link is external)
11.1.4 Other State Systems (link is external)
11.1.5 Grants.gov (link is external)
11.1.6 System for Award Management (SAM) (link is external)
Section 11.2: In-House Information Resources (link is external)
11.2.1 General Accounting Office (GAO) (link is external)
11.2.2 Office of Grants and Federal Resources (GFR) (link is external)
11.2.3 Other State Resources (link is external)
Section 11.3: Websites (link is external)
11.3.1 State of Arizona Websites (link is external)
11.3.2 Other Websites (link is external)
Appendix
Audits and Site Visit Sample Documents
Sample Pre-Site Visit Letter (link is external)
Sample Program Site Visit Report (link is external)
Post-Site Visit Letter: No Findings (link is external)
Post-Site Visit Letter: Findings/CAP (link is external)
Corrective Action Plan (CAP) Sample
Follow-up Letter: Delinquent (link is external)
Follow-up Letter: Findings (link is external)
Closeout
Sample Closeout Communications (link is external)
Sample Closeout Letter (link is external)
GMM-Grantee Table of Contents
TITLE/SECTION
GMM Change Control
GMM Overview
Definitions
Chapter 1: Introduction
Section 1.1: Purpose of the Manual (link is external)
1.1.1 Scope, Applicability, and Use (link is external)
1.1.2 How to Use the Manual (link is external)
1.1.3 Authority (link is external)
Section 1.2: Customer Service and Grants Management (link is external)
1.2.1: Grants Management Customer Service Guidelines (link is external)
Chapter 2: Grants Management Overview (link is external)
2.1.1: The Governor's Office and Executive Departments (link is external)
2.1.2: Other Elected Officials (link is external)
2.1.3: Boards, Agencies and Commissions (link is external)
Section 2.2: Grants Management Process Summary (link is external)
2.2.1: Grantee Roles and Responsibilities (link is external)
Chapter 3: Funding Instruments (link is external)
Section 3.1: Federal Funding Instruments (link is external)
Section 3.1.1: Discretionary Grants (link is external)
Section 3.1.2: Formula Grants (link is external)
Section 3.1.3: Cooperative Agreements (link is external)
Section 3.2: Non-Federal Funding Instruments (link is external)
Section 3.2.1: Foundation Grants (link is external)
Section 3.2.2: Local Government Grants (link is external)
Section 3.2.3: State Grants (link is external)
Section 3.2.4: Pass-through Funding (link is external)
Section 3.2.5: Other (link is external)
Chapter 4: Grant Research and Pursuance (link is external)
Section 4.1: Establishing Organizational Grant Needs and Priorities (link is external)
Section 4.2: Grants Research (link is external)
Section 4.3: Grant Opportunity Vetting, Routing and Assignment (link is external)
Section 4.4: Grant Opportunity Approval and Authorization to Apply (link is external)
Section 4.5: Organization Tags in eCivis (link is external)
Chapter 5: Application Development and Submission (link is external)
Section 5.1: E-Grant System Registrations (link is external)
Section 5.2: Review Application Submission Requirements (link is external)
Section 5.3 Identify & Secure Application Development Resources (link is external)
Section 5.4: Establish the Application Development Team (link is external)
Section 5.5: Develop Draft Application Documents (link is external)
5.5.1: Executive Summary (link is external)
5.5.2: Narrative (link is external)
5.5.3: Budget (link is external)
5.5.4: Supplemental Documents (link is external)
Section 5.6: Review and Edit of Final Draft Application Documents (link is external)
Section 5.7: Application Finalization and Approval (link is external)
Section 5.8: Application Submission (link is external)
Section 5.9: Post-Application Submission Activities (link is external)
5.9.1: Communication (link is external)
5.9.2: Request for Further Information or Document Revision (link is external)
5.9.3: Pre-Award Preparation (link is external)
5.9.4: Application Withdrawal (link is external)
Chapter 6: Award Decisions (link is external)
Section 6.1: Notifications (link is external)
6.1.1: Funded (link is external)
6.1.2: Non-Funded (link is external)
Section 6.2: Set-Up (link is external)
6.2.1: Statewide Requirements (link is external)
6.2.2: Agency Specific Requirements (link is external)
Chapter 7: Grant Implementation (link is external)
Section 7.1: Grant Award Terms and Conditions (link is external)
7.1.1: Drawdowns (link is external)
7.1.2: Cash Management Improvement Act (CMIA) (link is external)
7.1.3: Interest Earned (link is external)
7.1.4: Match or Cost Sharing (link is external)
7.1.5: Program Income (link is external)
7.1.6: Time and Effort Reporting (link is external)
7.1.7: Other Standard Requirements (link is external)
Section 7.2: Reporting (link is external)
7.2.1: Programmatic Reports (link is external)
7.2.2: Financial Reports (link is external)
7.2.3: Transparency (link is external)
Section 7.3: Preparation for and Participation in Oversight Activities (link is external)
7.3.1: Monitoring (link is external)
7.3.2: Audits (link is external)
7.3.3: Inspections (link is external)
7.3.4: Reports (link is external)
7.3.5: Peer Sharing and Best Practices (link is external)
Section 7.4: Amendments and Modifications (link is external)
7.4.1: Programmatic (link is external)
7.4.2: Financial (link is external)
Section 7.5: Indirect Costs (link is external)
Chapter 8: Grant Closeout (link is external)
Section 8.1: Conditions for Closeout (link is external)
8.1.1: Programmatic Requirements (link is external)
8.1.2: Financial Requirements (link is external)
Section 8.2: Final Reporting (link is external)
8.2.1: Programmatic (link is external)
8.2.2: Financial (link is external)
8.2.3: Other (link is external)
Section 8.3: Final Statewide Systems Updates (link is external)
Section 8.4: After Action Discussion and Lessons Learned (link is external)
Section 8.5: Document retention (link is external)
Chapter 9: Grant Manager Resources (link is external)
Section 9.1: Automated Systems (link is external)
9.1.1: eCivis (link is external)
9.1.2: Arizona Financial Information Systems (AFIS) (link is external)
9.1.3: Consolidated Ledger of Information of Federal Funds (CLIFF) (link is external)
9.1.4: Other State Systems (link is external)
9.1.5: Grants.gov (link is external)
9.1.6: System for Award Management (SAM) (link is external)
Section 9.2: In-House Information Resources (link is external)
9.2.1: General Accouting Office (GAO) (link is external)
9.2.2: Office of Grants and Federal Resources (GFR) (link is external)
9.2.3: Other Resources (link is external)
Section 9.3: Websites (link is external)
9.3.1: State of Arizona Websites (link is external)
9.3.2: Other Websites (link is external)
Appendix
Grant Pursuance Matrix (link is external)
Sample SAI Letter (link is external)
Sample Grant application documents
Executive Summary/Project Abstract (link is external)
Budget narrative (link is external)
Sample Grant Award and Conditions (Grant Agreement) (link is external)
Sample reports
Sample Grant Modification Request (link is external)
Audits and Site Visit Sample Documents
Sample Pre-Site Visit Letter (link is external)
Sample Program Site Visit Report (link is external)
Post-Site Visit Letter: No Findings (link is external)
Post-Site Visit Letter: Findings/CAP (link is external)
Corrective Action Plan (CAP) Sample
Follow-up Letter: Delinquent (link is external)
Follow-up Letter: Findings Closed (link is external)
Closeout
Sample Closeout Communications (link is external)
