Registration and Login Questions
Do I need to attend ND Grants Training in order to register for and use the system?
Though attaining access to ND Grants is not dependant on attending training, it's highly recommended that you receive training prior to using the system.
How do I register in the ND Grants system?
Only direct recipients (i.e. State Administrative Agencies, Port or Transit Authorities, Fiduciary Agents, etc.) need to register in the ND Grants system. The registration process involves creating an account at the Department of Homeland Security (DHS) Integrated Security and Access Control System (ISAACS) and then logging into the ND Grants system. Please follow the step-by-step guide below to complete the ND Grants registration.
- Go to the Department of Homeland Security Integrated Security and Access Control System (DHS ISAACS) login page at https://portal.fema.gov. Click the "New User?" button in the bottom right corner of the screen.
- For security purposes, an Image Verification Screen will be displayed. Enter the characters appearing above the entry box. Click the "Submit" button.
- A Personal Information Screen will be displayed. Enter the requested information. After you finish entering the details on the Personal Information Screen, click the "Submit" button.
- The Create Password screen will be displayed. Create and confirm your password according to the outlined password requirements. Click the "Submit" button.
- The Congratulations Screen will be displayed. Click the "Click here to request new privileges" button.
- The Request Access Screen will be displayed. Scroll down the screen and find the ND Grants icon.
- The Access ID Screen will be displayed. Enter the access code (available via email from the ND Grants Help Desk at NDgrants@fema.gov). Click the "Submit" button. Please note that the access code is for FEMA direct recipients and is not to be shared with any pass-through recipients.
- Your Grantee Homepage screen will be displayed indicating that you have successfully logged into ND Grants.
If I'm already registered in Grants Management System (GMS) and Payment and Reporting System (PARS) do I have to re-register for ND Grants?
Yes. GMS user accounts will not be migrated to ND Grants. New user accounts will need to be established in ND Grants. To access ND Grants you will need to ensure that you have an account with DHS ISAACS.
Can there be more than one person assigned to a user in ND Grants?
No. Each ND Grants System user must have an individual user ID and password.
What is the Access ID for FEMA direct recipients?
The Access ID is a four digit number that allows the user to complete registration for the ND Grants System. The user will be asked for this number after they have entered their Personal Information into the Department of Homeland Security Integrated Security and Access Control System (DHS ISAACS). To obtain the Access ID, please contact the Systems Branch at NDGrants@fema.gov.
If I registered last year, will I need to enter the Access ID again?
No. Registered system users with access to ND Grants do not need to enter the Access ID every time they enter ND Grants.
How can I recover forgotten user id?
Go to https://portal.fema.gov and select "Forgot ID".
What is an Organization?
An Organization is created within ND Grants to provide an appropriate accountable entity to which grants are made, grantee points of contacts are established, and vendor information is designated. Grants can only be made to Organizations created and approved within the ND Grants system.
Do I need to belong to an Organization in order to perform work on an award or application?
Yes, only users associated with an Organization can perform work awards and applications administered by that Organization.
How can I request access to an Organization?
On the Organization tab, select the Request Access from the left-hand menu link. Then click the Request Access link that corresponds with the desired Organization. Type a message in the Access Request Comment box, and click the Submit button. For further explanation, please see Module 2: Lesson 5 of the Grantee Training Manual.
How do I approve an access request?
In order to approve an access request, you will have to be an Organization Administrator. To approve the request, log into NDGrants System and click on the Organization tab, then click the Access Requests link. If you do not see the name of the person requesting access, use the "Search" button to narrow your search. After you find the person, click on the Review link under the Action column. Scroll down and select approve and choose a role for the Organization member. Enter a comment and select save and continue. For further explanation, please see Module 2: Lesson 6 of the Grantee Training Manual.
How can I change my own user profile?
Click the Edit Profile link on top right hand corner of the home page.
How do we designate user roles within our Organization?
The designation of user roles is left to the discretion of the grantee creating the Organization/Organization Administrator.Here are some things to keep in mind when designating the following roles:
- Signing Authority:
- Is authorized to enter into a grant agreement with the Federal government on behalf of the Organization.
- Does not have to be a system user.
- For example, the Signing Authority could be considered the Governor of a state, depending on how your Organization is structured. While the Governor is considered the authority that can accept a grant, he or she may not necessarily be an ND Grants systems user.
- Authorizing Official:
- Must be an ND Grants system user.
- Is given the authority by the Signing Authority to complete, sign, and submit applications.
- Can accept award packages and complete and submit amendments.
- The Authorizing Official acts on behalf of the Signing Authority.
- There can be multiple authorizing officials designated within an Organization.
For further explanation, please see Module 2: Lesson 8 of the Grantee Training Manual.
How can I update user roles?
Click the Organization tab. Click System Users left-hand menu link. Find the user within your Organization whose role needs to be changed. Click Update link next to the user. Click the Update link next to the Organization for which you want to change the user's role(s). Change the role selection, then click Save and continue button. Click 'Return to System Users' button. For further explanation, please see Module 2: Lesson 8 of the Grantee Training Manual.
Who has the rights to update the Organization's information?
The Organization Administrator is responsible for updating the Organization's information. The person who originally created the Organization will be automatically designated as the Organization Administrator. He or she has the ability to reassign roles and edit the Organization's profile.
Will the Authorizing Official come from the ND Grants Organization information or will it transfer over from the Authorized Representative role in Grants.gov?
When you submit your application through Grants.gov, you should ensure that your Authorized Representative information is correct and up-to-date.This Authorized Representative information should match the Authorizing Official information you enter in ND Grants when you set up your Organization and assign user roles.Ultimately, your application will be completed and submitted through ND Grants, so the individual you enter as the Authorizing Official in ND Grants will be used for your application.
Does the Authorizing Official need to be a System User?
Yes. By nature of the Authorizing Official's role the Authorizing Official needs to be a system user. Please be sure to add the Authorizing Official as a system user before your application is released back to you to update in ND Grants.
Does the Primary Contact need to be a System User?
Does the Secondary Contact need to be a System User?
Does the Signing Authority need to be a System User?
How do I add new Contacts to my Organization?
Click the Organization tab. Click Contacts on the left-hand menu link. Click the "Add Contact" button. Complete the User Information, Address, Access status Information, and select the Organization(s) to which you want the new contact to be assigned. Click the "Save and Continue" button. For further explanation, please see Module 2: Lesson 9 of the Grantee Training Manual.
How do I delete a contact?
Contacts cannot be deleted in ND Grants. However, you can make the name inactive by clicking on the update link under the Actions column and scrolling down to status and selecting inactive. Making a contact inactive will ensure that the contact no longer receives information about any grants associated with the Organization for which the contact has been designated as inactive. Should the contact ever return to the Organization, the inactive status can be returned to active. For further information, please see Module 2: Lesson 10 of the Grantee Training Manual.
Can there be multiple Authorizing Officials and Signing Authorities?
There can be multiple Authorizing Officials as well as multiple contacts associated with any one Organization. However, for an application, there can only be one Authorizing Official and one Signing Authority. The Signing Authority role can be granted to any contact or system user.
Does ND Grants have subgrantee functionality?
Currently, ND Grants does not have subgrantee functionality.Initially, only primary grantees will utilize the ND Grants system.
I'm from the Marianna Islands. What number should I use for my Congressional District?
Use Congressional District MI-099.
I am from a U.S. territory (AS, DC, GU, PR, VI, etc.). What number should I use for my Congressional District?
Use Congressional District-098
I am from the District of Columbia? What number should I use for my Congressional District?
Use Congressional District-098.
How do I change an Organization's address after the Organization's application has been submitted?
If an Organization is associated with a submitted application, an Address Change Amendment is necessary to change the address. For further explanation, please see Module 2: Lesson 4 of the Grantee Training Manual.
When it is time to apply for a non-disaster grant, do I go to Grants.gov only or should I do both, Grants.gov and ND grants?
Due to a mandate (Public Law 106-107) from the Office of Management and Budget, all Discretionary grant opportunities must begin within Grants.gov. When you submit your Standard Form 424 (SF424) in Grants.gov, the FEMA Program Office will conduct an initial review of the application and release it back to you for further action in ND Grants. All information from your SF424 will be automatically downloaded into ND Grants. When you complete your application in ND Grants such as your budget, adding attachments, and completing the assurances and certifications, it will be submitted to the Program Office to complete the application review process.
How do I apply for a grant on Grants.gov?
Go to Grants.gov and click on Find Grant Opportunities, then search for your desired grant opportunity. Download, complete, and submit the appropriate SF424 through Grants.gov. Once you've submitted your SF424, your application will be automatically downloaded into ND Grants, where it will receive an initial review from your Program Analyst. Your application will then be released back to you to complete in ND Grants.
Can I include decimals in my budget amounts when submitting the SF424?
No. Monetary amounts with decimals should be rounded up or down, as appropriate, to the nearest dollar amount.
How long will it take for my SF424 information in Grants.gov to transmit into ND Grants?
Once a grantee submits a grant application in Grants.gov, it will take approximately 30 minutes for the submitted application to transfer into ND Grants. In rare cases, it can sometimes take upwards of one business day for the submitted application to be transferred from Grants.gov to ND Grants.
Will I be notified when my SF424 is downloaded into ND Grants?
You will receive an email within the ND Grants system "Mail Center" and at your associated email address when the application is received.
Once I submit my application, how long does the review process usually take?
The length of the review process depends entirely on the Program Office, and can range between a few hours and a few days.
How will I know when my application is ready to update in ND Grants?
After you submit your SF424 through Grants.gov, it will receive an initial review from the FEMA Program Office to ensure that you are eligible to apply for the grant. Your application will then be released back to you to complete in ND Grants. When your application is released back to you, you will be notified in two ways:
- You will receive an email in your ND Grants mailbox, letting you know that your application has been released to you to complete. The email will also include the resubmission deadline.
- When you log into ND Grants, you will see Revision Requested (1) under Applications on your homepage screen, similar to the screen shot below.
I submitted an Application via Grants.gov. Why am I being asked to create my Organization?
If the Organization entered in the SF424 application does not exist in ND Grants, one will need to be created in ND Grants before a Grantee can update the application. The Primary Contact will be sent an email requesting that he or she creates their Organization in ND Grants.
The budget amount listed in my SF424 is only an estimate – can I adjust this number in my ND Grants application?
When your program manager releases your application back to you to update in ND Grants, you will be able to adjust your budget amount. However, make sure you explain the reason for the change in the budget in the comment box of your application.
How do I know which forms I need to attach to my application and what format to put them in?
The Program Guidance, available at www.Grants.gov, outlines which forms to attach to an application and will specify if there is a particular format applicants need to follow.All attachments can be added in the Attachments application area within ND Grants.
Where do I find the Investment Justification template to complete and attach to my application?
If your program requires an Investment Justification template, you can search by program in Grants.gov and click on 'Full Announcement' to view and print the template .Your program manager should also be able to provide you with the proper template if it is not available in Grants.gov.
Who has the authority to submit application?
In order to submit an application, an Organization member must have the Authorizing Official role in the system and must be marked as the Authorizing Official in the Contact Information section of the application.
Does the electronic signature take the place of signing and faxing in multiple forms?
Yes, the electronic signature takes the place of written signatures within the application process.
My Program Analyst released my application back to me, but all sections are marked as Completed and I cannot update the requested sections. What should I do?
Forward applications in the ND Grants System back to Program Analyst by selecting submit. Then contact your Program Analyst letting them know that you cannot update any sections in your application because they were marked Completed. Your Program Analyst will release your application back to you again, and the sections should be marked as Incomplete. You will now be able to update your application.
Will I receive an email notification if my application is denied?
If your application is not chosen for award, you will receive an Application Turndown Notice in your ND Grants Mailbox. The Primary and Secondary contacts will also receive email notification through their provided email address.
Grants Management Questions
How will I know if my application has been chosen for award?
You will receive email notification that your application has been chosen for award through your ND Grants Mail Center. Once you've received this email, click on the Award Package(s) link under the Grants Management task group on your ND Grants homepage screen. Click the Review Award Package link to review and accept or decline the award package for your award. Please print a copy of your award for your records.
After accepting the award, will I have to fax or email the signed documents in for final acceptance?
The digital signature function within ND Grants will allow final acceptance to occur within ND Grants. Faxing or email scanned and signed documents will no longer be necessary.
Is there a need to submit a SF1199A (Direct Deposit Sign-up Form) when creating a new application if it is already on-file for your Organization from a prior fiscal year application/award?
The standard form 1199A will allow your Organization to sign up for direct deposit of funds to your Organization's designated financial institution. After you accept an award, we ask that you submit a recent (current fiscal year) SF1199A so that your Organization's financial information is up-to-date. If one Organization has multiple awards during one fiscal year, only one SF1199A is necessary.
Will the ND Grants system be able to communicate with the financial systems (e.g. PARS)?
ND Grants does not currently interact with the financial systems. Payments will continue to be processed in the manner that is currently used.
Is it possible to see all applications submitted by an agency?
System users who are added to an Organization will be able see award applications submitted by that Organization.
Will I be submitting performance reports? If so, how frequently?
Yes, ND Grants will be used to submit performance reports. Frequency of performance report submission will depend on the program guidance.
Will I get email reminders from ND Grants regarding tardy performance reports?
Yes. If a performance report is not submitted within the required time period, a notification will be sent to the grantee regarding the past due status.
Will Amendments replace Grant Adjustment Notices (GAN)?
Amendments will take place of application and award adjustments formerly known as GANs and will be made electronically through ND Grants. Amendments are used to request the following:
- Period of performance changes
- Cost changes
- Scope of work changes
- Authorizing Official changes
- Signing Authority
- Contact changes
- Other applicable changes that do not fall into the above categories
Is it possible to request multiple types of amendments at one time (i.e. period of performance change with a cost change)?
It is possible to request multiple types of amendments at one time. However, amendments that require FEMA approval cannot be submitted together with amendments that do not require FEMA approval. In this case, two separate amendments are required. Currently, the only type of amendment that does not require FEMA internal approval is a Contact Change.
What are the restrictions on submitting an amendment?
Amendments cannot be created if there is already one under FEMA review.If there is a deobligation under progress, then neither Scope of Work nor Cost amendment can be submitted.
If there is an outstanding deobligation for an award, will I be able to create an amendment?
Amendments cannot be created if an outstanding deobligation is present.
Are formal signatures required to be attached to amendments?
This action is performed digitally within ND Grants when grantees enter their username and password, and is considered a formal signature.
Will Federal Financial Reports (FFR)/SF425 forms be accessed through the ND Grants site or will we have to use other sites to locate them?
ND Grants is being implemented using a phased approach, and enhanced reporting capabilities will be added in future releases.Please contact your Program Analyst to obtain the FFR/SF425 forms.
What will happen to FY10 and previous grants that are already in process?
All FY10 and previous grants will be managed using their current system until the grants are transferred into the ND Grants system via a data migration. If a grant is still open at the time data migration takes place, it will be migrated and managed through to the end of its Period of Performance in ND Grants.
Mail Center Questions
Can the Mail Center be linked to a personal email or the Organization internal email system?
The mail center will be accessible within ND Grants through users own ND Grants designated log in. It will not be linked to an individual's own email or an Organization's in-house email system.
Where do I go to Logon?
DO NOT TYPE: www.portal.fema.gov/famsRuWeb/home
Where can I change my password?
After I submit the Access ID to get into ND Grants, the ND Grants home page does not appear. What should I do?
Contact your IT department for help.It is likely that adjustments need to be made to your Internet Explorer settings.If you are an Internet Explorer user, you can try making the adjustment yourself by following the steps below:
- Open your web browser
- Go to the toolbar and open the Tool menu
- Select Internet Options
- Select the Security tab in the new screen that appears
- Click on custom level
- Scan the list of items until you get to the Miscellaneous section
- Switch the radial button to 'disable' under Don't Prompt for Client Certification when No Certificates or Only One Certificate Exists
- Click on OK
How do I enlarge the font size on my screen?
Font size can be adjusted by using the +, - , and R symbols in the top right corner of the ND Grants screen.Clicking the + will enlarge the font.
ND Grants appears to stop working when I click the "Back" button. What's going on?
For security purposes, the "back" function is disabled for use in ND Grants.Be sure to navigate the system using the various links and system-provided "return/back" buttons.
When does my password expire?
Every 90 days, in accordance with FEMA policy.
Is there a session timeout?
Yes. Your session will timeout in 30 minutes if there is no activity. You will be prompted to continue the session before it times out.
Will there be any notification of when passwords expire or are users expected to keep track of that themselves?
No.Passwords expire every 90 days.If you discover that your password has expired, you can use the "Forgot Pwd/PIN" button on the log in screen to reset your password, or contact the Enterprise Service Desk at 1-888-457-3362 or email@example.com.
Is ND Grants compatible with Internet Explorer 9?
Not at this time. ND Grants could become compatible with Internet Explorer 9 in future.
Contact the Help Desk
If you need help using the ND Grants System, please contact the ND Grants Service Desk at 1-800-865-4076 or firstname.lastname@example.org. If you have programmatic or grants management questions, please contact your Program Analyst or Grants Specialist.