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Grant Manuals

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Complete Grantor Manual (PDF)

GMM-Grantor Table of Contents

TITLE/SECTION
GMM Change Control

GMM Overview

Definitions
Chapter 1: Introduction

Section 1.1: Purpose of the Manual

1.1.1 Scope, Applicability, and Use

1.1.2 How to Use the Manual

1.1.3 Authority

Section 1.2: Customer Service and Grants Management

1.2.1 Grants Management Customer Service Guidelines

1.2.2 Electronic Signature

Chapter 2: Grants Management Overview

Section 2.1: Arizona State Government and Related Grants Management Roles and Responsibilities

2.1.1 The Governor's Office and Executive  Departments

2.1.2 Other Elected Officials

2.1.3 Agencies, Boards, and Commissions

Section 2.2: Grants Management Process Summary

2.2.1 Grantor Roles and Responsibilities

Chapter 3: Funding Instruments

Section 3.1: Intergovernmental Agreement

Section 3.2: Interagency Service Agreement

Section 3.3: Memorandum of Understanding

Section 3.4: Subgrantee/Subaward Agreement

Section 3.5: Vendor/Contractor

Section 3.6: Cooperative Agreements

Chapter 4: Funding Opportunity Development

Section 4.1: Developing and Issuing Program Plans

Section 4.2: Developing and Issuing Solicitations, Requests for Proposals (RFPs), Program Guidance, and Application Packets

4.2.1: Procedures for Impractical to Compete, Sole Source, and Other Waiver Requests

Chapter 5: Pre-Applications

Section 5.1: Providing Pre-Application Assistance

Section 5.2: Processing Pre-Applications

Chapter 6: Application Receipt, Review, and Award

Section 6.1: Application Receipt and Processing

Section 6.2: Review of Applications

6.2.1 Programmatic Review of Applications

6.2.2 Program Narratives

6.2.3 Peer Reviews

6.2.4 Financial Reviews and Final Financial Clearances

6.2.5 Indirect Cost Negotiation and Acceptance

Section 6.3: Rejections, Denials, Appeals and Withdrawals

6.3.1 Rejections for Grant Opportunities

6.3.2 Applicant Withdrawals

Section 6.4: Pre-Agreement Cost Approvals

Section 6.5: Award Process

6.5.1 Award Document Creation

6.5.2 Internal Approvals

6.5.3 Award Notification

6.5.4 Award Issuance

Chapter 7: Grant Administration

Section 7.1: General Information

7.1.1 Assignment and Responsibilities of the Grant Program Manager

7.1.2 Administration Requirements

7.1.3 Match or Cost Sharing

7.1.4 Program Income

Section 7.2: Award Changes

7.2.1 Sole Source Approval

7.2.2 Budget Modifications

7.2.3 Change of Recipient’s Authorized Signing Official

7.2.4 Change of Recipient Contact/Alternative Contact or Principal Investigator

7.2.5 Change in Scope of Award

7.2.6 Project Period Change

7.2.7 Recipient Name Change

7.2.8 Recipient Mailing Address Change

7.2.9 Departments, Agencies, Boards, and Commissions Approvals

7.2.10 Removal of Special Terms and Conditions Related to Financial Clearances

7.2.11 Removal of Special Terms and Conditions Related to Programmatic Requirements

7.2.12 Removal of Special Terms and Conditions Related to Programmatic Requirements Withholding Funds

Section 7.3: Award Status and Performance Reports

7.3.1 Programmatic Progress Reports

7.3.2 Financial Reports

7.3.3 Delinquent Reports

7.3.4 Other Reports

Section 7.4: Failure to Comply with Award Requirements

Section 7.5: Award Suspension or Termination

7.5.1 Suspension or Termination by State of Arizona

7.5.2 Suspension or Termination by Subgrantee or  Agreement

Chapter 8: Award Monitoring

Section 8.1: General Information for Monitoring

8.1.1 Types of Grant Monitoring

8.1.2 Objectives of General Grant Monitoring

8.1.3 Basic Requirements for Effective Oversight through Monitoring

8.1.4 Frequency of Monitoring

Section 8.2: Monitoring Activities

8.2.1 Risk Assessment Tool and Grant Monitoring Plan

8.2.2 Pre-Monitoring Activities 

8.2.3 Desk Reviews

8.2.4 Site Visits

8.2.5 Technical Assistance

8.2.6  Post-Site Visit Activities

8.2.6.1 Finding Resolution Guidelines

8.2.7 Documentation Requirements for Monitoring

Chapter 9: Award Closeout

Section 9.1: Conditions for Award Closeout

Section 9.2: Standard Closeout

Section 9.3: Administrative Closeout

Section 9.4: Other Closeout Requirements

Chapter 10 High-Risk Recipient Designation Procedures

Section 10.1: High-Risk Designation

10.1.1 High-Risk Criteria

10.1.2 High-Risk Tiers

Section 10.2: High-Risk Referral Process

10.2.1 Tracking Recipient Corrective Action Efforts

Section 10.3: Removing Recipients from High-Risk Designation List

Chapter 11: Grant Manager Resources

Section 11.1: Automated Systems

11.1.1 eCivis

11.1.2 Arizona Financial Information Systems (AFIS)

11.1.3 Consolidated Ledger of Information of Federal Funds (CLIFF)

11.1.4 Other State Systems

11.1.5 Grants.gov

11.1.6 System for Award Management (SAM)

Section 11.2: In-House Information Resources

11.2.1 General Accounting Office (GAO) 

11.2.2 Office of Grants and Federal Resources (GFR)

11.2.3 Other State Resources

Section 11.3: Websites

11.3.1 State of Arizona Websites

11.3.2 Other Websites

Appendix

Audits and Site Visit Sample Documents

Sample Pre-Site Visit Letter

Sample Program Site Visit Report

Post-Site Visit Letter: No Findings

Post-Site Visit Letter: Findings/CAP

Corrective Action Plan (CAP) Sample

Follow-up Letter: Delinquent

Follow-up Letter: Findings 

Closeout

Sample Closeout Communications

Sample Closeout Letter

 

Complete Grantee Manual (PDF)

GMM-Grantee Table of Contents

TITLE/SECTION
GMM Change Control

GMM Overview

Definitions
Chapter 1: Introduction

Section 1.1: Purpose of the Manual

1.1.1 Scope, Applicability, and Use

1.1.2 How to Use the Manual

1.1.3 Authority

Section 1.2: Customer Service and Grants Management

1.2.1: Grants Management Customer Service Guidelines

Chapter 2: Grants Management Overview

Section 2.1: Arizona State Government and Related Grants Management Roles and Responsibilities

2.1.1: The Governor's Office and Executive Departments

2.1.2: Other Elected Officials

2.1.3: Boards, Agencies and Commissions

Section 2.2: Grants Management Process Summary

2.2.1: Grantee Roles and Responsibilities

Chapter 3: Funding Instruments

Section 3.1: Federal Funding Instruments

Section 3.1.1: Discretionary Grants

Section 3.1.2: Formula Grants

Section 3.1.3: Cooperative Agreements

Section 3.2: Non-Federal Funding Instruments

Section 3.2.1: Foundation Grants

Section 3.2.2: Local Government Grants

Section 3.2.3: State Grants

Section 3.2.4: Pass-through Funding

Section 3.2.5: Other

Chapter 4: Grant Research and Pursuance

Section 4.1: Establishing Organizational Grant Needs and Priorities

Section 4.2: Grants Research

Section 4.3: Grant Opportunity Vetting, Routing and Assignment

Section 4.4: Grant Opportunity Approval and Authorization to Apply

Section 4.5: Organization Tags in eCivis  

Chapter 5: Application Development and Submission

Section 5.1: E-Grant System Registrations

Section 5.2: Review Application Submission Requirements

Section 5.3  Identify & Secure Application Development Resources

Section 5.4: Establish the Application Development Team

Section 5.5: Develop Draft Application Documents

5.5.1: Executive Summary

5.5.2: Narrative

5.5.3: Budget

5.5.4: Supplemental Documents

Section 5.6: Review and Edit of Final Draft Application Documents

Section 5.7: Application Finalization and Approval

Section 5.8: Application Submission

Section 5.9: Post-Application Submission Activities

5.9.1: Communication

5.9.2: Request for Further Information or Document Revision

5.9.3: Pre-Award Preparation

5.9.4: Application Withdrawal

Chapter 6: Award Decisions

Section 6.1: Notifications

6.1.1: Funded

6.1.2: Non-Funded

Section 6.2: Set-Up

6.2.1: Statewide Requirements

6.2.2: Agency Specific Requirements

Chapter 7: Grant Implementation

Section 7.1: Grant Award Terms and Conditions

7.1.1: Drawdowns

7.1.2: Cash Management Improvement Act (CMIA)

7.1.3: Interest Earned

7.1.4: Match or Cost Sharing

7.1.5: Program Income

7.1.6: Time and Effort Reporting

7.1.7: Other Standard Requirements

Section 7.2: Reporting

7.2.1: Programmatic Reports

7.2.2: Financial Reports

7.2.3: Transparency

Section 7.3: Preparation for and Participation in Oversight Activities

7.3.1: Monitoring

7.3.2: Audits

7.3.3: Inspections

7.3.4: Reports

7.3.5: Peer Sharing and Best Practices

Section 7.4: Amendments and Modifications

7.4.1: Programmatic

7.4.2: Financial

Section 7.5: Indirect Costs

Chapter 8:  Grant Closeout

Section 8.1: Conditions for Closeout

8.1.1: Programmatic Requirements

8.1.2: Financial Requirements

Section 8.2: Final Reporting

8.2.1: Programmatic

8.2.2: Financial

8.2.3: Other

Section 8.3: Final Statewide Systems Updates

Section 8.4: After Action Discussion and Lessons Learned

Section 8.5: Document retention

Chapter 9: Grant Manager Resources

Section 9.1: Automated Systems

9.1.1: eCivis

9.1.2: Arizona Financial Information Systems (AFIS)

9.1.3: Consolidated Ledger of Information of Federal Funds (CLIFF) 

9.1.4: Other State Systems

9.1.5: Grants.gov

9.1.6: System for Award Management (SAM)

Section 9.2: In-House Information Resources

9.2.1: General Accouting Office (GAO)

9.2.2: Office of Grants and Federal Resources (GFR)

9.2.3: Other Resources

Section 9.3: Websites

9.3.1: State of Arizona Websites

9.3.2: Other Websites

Appendix

Grant Pursuance Matrix

Sample SAI Letter

Sample Grant application documents

Executive Summary/Project Abstract

Narrative

Budget narrative

Budget worksheet

Sample Grant Award and Conditions (Grant Agreement)

Sample reports

Program

Financial

Press Release Template

Sample Grant Modification Request

Audits and Site Visit Sample Documents

Sample Pre-Site Visit Letter

Sample Program Site Visit Report 

Post-Site Visit Letter: No Findings

Post-Site Visit Letter: Findings/CAP

Corrective Action Plan (CAP) Sample

Follow-up Letter: Delinquent

Follow-up Letter: Findings Closed

Closeout

Sample Closeout Communications

 

 

Grant Manual

  • Wiki GMM - Grantor
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