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Frequently Asked Questions for Grant Applicant Users of the eGrants System

This section of the Mitigation eGrants system web pages contains frequently asked questions (FAQs) about the eGrants system for Grant Applicant users.

This page in intended for state, tribal and territorial government officials who use the eGrants system to apply for and manage Hazard Mitigation Assistance grants. The FAQs below are categorized as general, system access, subgrant applications, grant applications and awards.

The Mitigation eGrants FAQs for Grant Applicants are also available in the FEMA Library.

General

What is the FEMA Mitigation eGrants (MT eGrants) system?

An electronic system developed in response to Public Law 106-107, passed on November 20, 1999, which required that all government agencies both streamline grant application processes and provide for the means to electronically create, review and submit a grant application via the Internet.

The system allows applicants to apply for funding for the non-disaster Hazard Mitigation Assistance (HMA) grant programs.

This is explained on the Mitigation eGrants System web page.

What Hazard Mitigation Assistance (HMA) grant programs are managed via the MT eGrants system?

The following HMA program applications are processed in the MT eGrants system:

The Pre-Disaster Mitigation (PDM) progran provides funds to states, territories, Indian tribal governments, communities and universities for hazard mitigation planning and the implementation of mitigation projects prior to a disaster event. Funding these plans and projects reduces overall risks to the population and structures, while also reducing reliance on funding from actual disaster declarations.

The Flood Mitigation Assistance (FMA) program was created as part of the National Flood Insurance Reform Act (NFIRA) of 1994 (42 U.S.C. 4101) with the goal of reducing or eliminating claims under the National Flood Insurance Program (NFIP).FEMA provides FMA funds to assist states and communities implement measures that reduce or eliminate the long-term risk of flood damage to buildings, manufactured homes and other structures insurable under the NFIP.

What is the submission and review process for applications in the MT eGrants system?

The eGrants application process works the same as the paper application process: local applicants apply to their state/tribe/territory, which reviews applications and includes them in a grant application to submit to FEMA. FEMA reviews the applications for compliance with various statutes, such as Environmental/Historic Preservation, Cost Effectiveness, Planning, etc. Application revision requests are handled electronically and may be generated by FEMA or the applicants for revision by applicants or subapplicants. FEMA electronically awards grants to states/tribes/territories for approved applications, who in turn, award to the subapplicants.

This is explained on the eGrants Application Process web page.

Who can I contact for help with the MT eGrants System?

For assistance with the Mitigation eGrants system, please contact the eGrants Helpdesk via email at MTeGrants@fema.dhs.gov or phone at 1-855-228-3362.

System Access

What are the systems requirements necessary to support access to eGrants?

MT eGrants is accessed via computer with either Microsoft Internet Explorer, Version 5.0 or later with a 128 –bit encryption or Netscape, Version 4.7 or later with a 128-bit encryption.

How do Grant Applicants gain access to the MT eGrants System?

Those who wish to use the Mitigation eGrants system must register on the FEMA Portal:  https://portal.fema.gov and then request access to the Mitigation eGrants system using the appropriate Access ID.

To register, select the New User? button.  Enter the registration information, create a username and password and select the Submit button.

Once you have registered, you will need to request access to the Mitigation eGrants system. Applicants should contact their FEMA Regional Office to request a Grant Applicant access ID for their organization to use to request access to eGrants as Grant Applicant users.

NOTE:  Grant Applicants will manage their sub-juisdictions' registrations in eGrants.  The FEMA Region will provide the Grant Applicant organization the access ID that they may provide to their subgrant applicants to request access to the eGrants system for Subgrant Applicant users.  Once a state, tribe or territory's eGrants access is approved by FEMA, the Grant Applicant will be able to review and approve registrations for eGrants system access submitted by their subapplicants. 

To read more detailed instructions for creating a profile on the FEMA Portal and registering for eGrants, see the job aid: “Registering for eGrants Accounts” in the FEMA Library.

How do users know when their access to MT eGrants has been approved?

Once FEMA has reviewed and approved a Grant Applicant's registration, an e-mail message will be sent to the address in the registration profile that indicates the approved privileges in the eGrants system. Grant Applicant users may be given View/Print, Create/Edit and/or Sign/Submit privileges for applications, award packages and quarterly reports for the Pre-Disaster Mitigation program and/or the Flood Mitigation Assistance program.

When Grant Applicants approve their subapplicants' registrations, an email message is sent to the address in the Subgrant Applicant's profile that indicates the approved privileges:  View/Print, Create/Edit and Sign/Submit for planning and project subgant applications.

What if I forget my password?

From the FEMA Portal https://portal.fema.gov, select the Forgot Psswd/PIN? button. Enter your date of birth and your email, select the Submit button. Your password will be re-set to a temporary password that is effective for 24 hours. You will need to log into the system with the temporary password and change it to a new password.

How do I change my password?

From the eGrants Homepage, in the upper right hand corner, click on Change Password link.

How do I change my email address, point of contact information, or organization address?

From the eGrants Homepage, in the upper right hand corner, click on Edit Profile link.

Subgrant Applications

How do I change the Fiscal Year of a subgrant application?

The Fiscal Year defaults to the current year in which a user creates a new subgrant application and cannot be changed.

To be certain that the most current version of the subgrant application format is used, uses may want to create a new subgrant application vs. updating an out-of date, un-submitted subgrant. The existing subgrant application information can then be copied into the new application, and the original subgrant application can be deleted.

How do I change the title of a subgrant application?

The subgrant application title can be changed for unsubmitted applications by changing the title of the proposed activity in the Scope of Work Section of the subgrant application. For submitted subgrant applications, the title may be changed through a revision to the Scope of Work section.

How do I copy an existing subapplication?

To copy an existing subapplication, follow these steps:

  1. Click the ‘Create New Application’ link
  2. Enter the title of your subapplication, select type (Project, Plan, Management Cost), and click ‘Save and Continue’
  3. On the next page, select the radio button for the application you want to copy and click ‘Copy Existing Application’
  4. Select the checkboxes for the sections of the application that you want to copy
  5. Click ‘Save and Continue’

Procedures for copying subapplications are contained in the Job Aids on the Grant Applicant users web page.

How do I delete a subgrant application from the eGrants System?

Submitted subgrant applications cannot be deleted from the eGrants system. 

Unsubmitted subgrant applications may be deleted by the user who created them. To delete an unsubmitted subgrant application:

  1. From the Home Page, click on the Work on Un-Submitted Subgrants link.
  2. Select the checkbox next to the subgrant application and click the Delete Application button.
  3. Select the Yes button when asked to confirm the deletion.

Unsubmitted subgrant applications will be automatically deleted from the system after 3 years in accordance with Records Management requirements.

How do I print a Subapplication?

Navigate to the ‘View Subgrant Application Sections’ page of the subapplication you wish to print. Select the button for ‘Entire Application’ and click ‘Print.’

If this does not work, click ‘View’ for ‘Entire Application,’ then use your web browser’s print function by going to the File tab, then select ‘Print.’

How do I share access to a subgrant application with other Grant Applicant users?

First, locate the subgrant application to which you wish to provide access by clicking the appropriate link on the eGrants Homepage. Select the View Details link from the Authorize/Revoke Access column. Then, search for the person whom you wish to provide access and determine the level of access and the length of the access.

NOTE: A user's level of access may not be changed for the shared application. For example, if a user with Create/Edit privileges to applications gives access to an application to a co-worker with View/Print privileges, then only View/Print access may be assigned to the co-worker for that application.

Procedures for sharring access to applications are detailed in the Job Aids available on the Grant Applicant users web pages.

How do I transfer application/subapplication authority?

FEMA can reassign permission of all of a grant applicant user's applications to another grant applicant user as necessary. For example, if a user retires but did not authorize anyone else to access all of their applications, FEMA can reassign them.

Similarly, grant applicant users can reassign permission to access all of a subgrant user’s applications to a different subgrant user.  The pocuedures are described in the Job Aid:  Authorizing Access to Subgrant Applications available from the FEMA Library.

How does a Grant Applicant revise their submitted subgrant applications?

Subgrant applications submitted by Grant Applicants (grant as subgrant applications) are automatically given a status of 'Approved by Grantee.' Click on the Review Submitted Subgrant Applications link on the eGrants Homepage and check out the subgrant application to make revisions to it by clicking the Check Out Subgrant Applications link on the sidebar menu. You will need to select the status 'Approved by Grantee' in the Status drop down list and click the Go button or click the Search button to locate the grant as subgrant application. Grant as subgrant applications are indicated by a red 'G' to the left of the Application Number. Once checked out, you may update the grant as subgrant application by clicking the Review link in the Action column.  When complete, be sure to Check In the grant as subgrant application.

How does a Grant Applicant revise a subgrant application that has been submitted to FEMA in a grant application?

For subgrants that have been submitted to FEMA, the Grant Applicant may ask FEMA to request a revision to the subgrant application. Specific subgrant application section(s) must be selected for revision. The subgrant section(s) would then be available to the Grant Applicant who could update the section(s) or release the section(s) to the Subgrant Applicant for revision.

Job Aids on revisions are available for users on the Grant Applicant Users web page.

When the Benefit-Cost Analysis (BCA) file is uploaded into a project subgrant application, is it possible to view the file through eGrants?

No. Once the BCA file is uploaded into eGrants, it is encrypted and cannot be viewed in the eGrants system. BCA files can only be viewed in the BCA software.

How are the Assurances and Certifications section and FEMA Grants Application section of applications completed?

The Assurances and Certifications forms and Grant Application (SF-424) form must be completed offline and uploaded as attachments in eGrants.  The forms can be found on the HMA Application Development web page. The forms must be attached, or the indication given that a hard copy will be mailed in, in order to complete these application sections and to sign and submit the application.

In the Assurances and Certification section and Grants Application section of the application, click the ‘Attach File’ button to upload the completed forms electronically. Alternatively, the foms may be submitted by mailing a hard copy to the FEMA Regional Office. To indicate this, click the ‘Mail Option’ button.

NOTE:  As FEMA only requires these forms for gant applications, Grant Applicants can turn off the requirement to include these forms in their subapplications.  To set preferences, click the Administation link on the Home Page and select "Enable Subgrant View of SF-424' and/or 'Enable Subgrant Assuances and Certifications.' 

Grant Applications

How do I change the Fiscal Year of a grant application?

The Fiscal Year defaults to the current year that a user creates a new grant application. However, if more than one application year cycle is open, the choice is presented when creating the new grant application. In addition, the Grant Applicant user can change it on the Review and Submit screen by selecting from the Fiscal Year drop down list. Note that Grant Applicants can only submit one grant application per Fiscal Year to FEMA for each HMA grant program.

How do I change the title of a grant application?

The grant application title can be changed for unsubmitted applications from the Schedule section of the grant application.

How do I delete a grant application?

Submitted grant applications cannot be deleted from the eGrants system. 

Unsubmitted grant applications may be deleted by the user who created them. To delete an unsubmitted grant application:

  1. From the Home Page, click on the Work on Un-Submitted Grant Applications link.
  2. Select the checkbox next to the subgrant application and click the Delete Application button.
  3. Select the Yes button when asked to confirm the deletion.

NOTE:  Any subgrants attached to the deleted grant application will become available to attach to another grant application.

Unsubmitted grant applications will be automatically deleted from the system after 3 years in accordance with Records Management requirements.

How do I attach a subgrant application to a grant application?

To attach an approved subgrant application to a grant application:

  1. From the Grant Application Status screen, select the Incomplete/Complete link in the Status column for the Subgrant Applications section.
  2. Click the Add Subgrant Applications button. The Select Subgrant Applications screen is displayed, listing all of the Subgrant applications you have reviewed and approved. (Note: A subgrant application must be 'Checked In' to be available to add to grant applications.)
  3. Click on the checkbox next to the subgrant application(s) you want to attach to the Grant application and then click on the Add Subgrant Applications button. A confirmation screen is displayed.
  4. Click on the Yes button to confirm. The Edit Subgrant Ranks screen is displayed.
  5. Enter a rank for each Subgrant in the Rank column.
  6. Click on the Save and Continue button. The Subgrant Applications screen is displayed, showing the Subgrant application(s) you attached to your Grant application and the rank you assigned to each.
  7. Click on the Save and Continue button save the changes to the section.

How do I delete a subgrant application from a grant application?

Subgrant applications cannot be removed from submitted grant applications.  Grant Applicants should notify FEMA if they would like to withdraw a submitted subgrant application from consideration.

Grant applicants may delete subgrants from unsubmitted grant applications by clicking the Delete link in the Action column next to the subgrant application in the Subgrant Applications section of the grant application. This will only remove the subgrant from the grant application, so it will be available to attach to another grant application.

What do I do if I get an A-1 error code when I try to attach a subgrant to my grant application?

An A-1 error indicates the subapplication contains ineligible activities for the grant program to which the application is being submitted. An A-1 error may result if a subapplication includes a planning activity that has been retired or a project activity that is ineligible. The Grant Applicant will need to submit a revision request to the subapplicant to revise the Scope of Work (SOW) section with an eligible activity. The revised subapplication can then be re-approved and attached to the grant application.

Step 1 - To be completed by the Applicant: From the Grant Application Home Page, go to ‘Review Submitted Subgrants,’ check out the subapplication that received the error message, select ‘Request a Revision’ from the appropriate subapplicant, then check the subapplication back in to allow the subapplicant to work on it.

Step 2 - To be completed by the subapplicant: Go to the ‘Work on Submitted Subgrants’ section, check out the subapplication, select ‘Revision Request,’ and revise the activity type in the SOW section. The SOW can be revised by checking the box next to the activity that needs to be revised and clicking the ‘Replace’ button. Following this process will retain the cost estimate associated with the original activity code and apply it to the revised activity. Upon completion, resubmit the subapplication to the Grant Applicant.

Please note:  If a subapplicant instead adds a new activity and deletes the ineligible one, the subapplicant will have to enter the cost and property information for the new activity.

Step 3 - To be completed by the Applicant: Check out the subapplication, approve it, and check it back in to allow it to be attached to the grant application.

What do I do if I get an A-1 error code when I try to attach a subgrant to my grant application?

An A-27 error is only applicable to subapplications being submitted to the Flood Mitigation Assistance (FMA) program. This error code indicates that at least one property does not have ‘YES’ as a response to the NFIP insurance question. All properties participating in the FMA program must be insured under the NFIP. If submitting a subapplication to the FMA program, all properties in the subapplication must be NFIP-insured. The easiest way to resolve the A-27 error code is to remove/deselect any uninsured properties from the subgrant application.

How does a Grant Applicant user share access to a grant application with other users?

First, locate the application to which you wish to provide access by clicking the appropriate link on the eGrants Homepage: Work on Un-Submitted Grant Applications or Work on Submitted Grant Applications. Select the View Details link from the Authorize/Revoke Access column. Then, search for the person whom you wish to provide access and determine the level of access and the length of the access.

NOTE: A user's level of access may not be changed for the shared application. For example, if a user with Create/Edit privileges to applications gives access to an application to a co-worker with View/Print privileges, then only View/Print access may be assigned.

Job Aids on this topic are available for users on the Grant Applicant Users web page.

How do I obtain access to a grant application when the user who created the grant application is not available?

If a Grant applicant user has retired or is unavailable, and other Grant Applicant users need to work on an application, they may contact the FEMA Regional Office to request that FEMA reassign all of the Grant Applicant user's applications to another user in the same organization.

NOTE: This process is irreversible. In addition, a user level of access will not be changed by the reassignment. For example, if a user with Sign/Submit privileges retires and their applications are reassigned to another user with Create/Edit privileges, then the only Create/Edit privileges will be available for those applications. Also, the program privileges must be compatible for the users. For example, a user with only Pre-Disaster Mitigation program privileges cannot be reassigned the applications of a user with privileges for the only the Flood Mitigation Assistance program.

How does a Grant Applicant user revise a submitted grant application?

For submitted grant applications, Grant Applicants may contact the FEMA regional office to ask them to request a revision to the grant application or to any of the attached subgrant applications. This will release the application to the Grant Applicant to revise by clicking the Work on Submitted Grant Applications link on the eGrants Homepage.  The point(s) of contact indicated in the grant application will receive an e-mail message notifying them of the revision request from FEMA.

Job Aids on this topic are available for users on the Grant Applicant Users web page.

Awards

How do I know if a grant has been awarded?

eGrants automatically sends an e-mail message to the Points of Contacts indicated in the grant application when a grant award package is sent to the Grant Applicant in eGrants.  Also, the status changes in the eGrants system:  When FEMA submits the award to the Integrated Financial Management Information System (IFMIS), the Review Status changes to 'Awarded;' when the award is accepted by IFMIS, the Review Status becomes 'Obligated.'

  1. From the Grant Applicant Home Page, click on the Work on Submitted Grant Applications link. The Grant Status: Submitted Grant Application screen displays the pending task at the top of the screen.
  2. Click on the Review Award Packages link in the Action column next to the award package.
  3. Select Review Award Package from the drop down menu in the Action column next to the award package, and click the Go button.
  4. You will be able to navigate to the three award package documents to review them.

How are quarterly reports submitted in eGrants?

For awards made since FY 2010:

  • Financial reporting: All financial reporting must be filled out and submitted in FEMA’s Payment and Recording System (PARS)
  • Performance reporting: eGrants now requires that the Standard Form – Performance Progress Report (SF-PPR), which is the standard Federal grant reporting form, be used to report performance progress. This form must be filled out offline and then uploaded as a pdf file in eGrants.

To report grant performance progress in eGrants, perform the following steps:

  1. Navigate to the “Update Quarterly Report” screen
  2. Attach the “Grantee Quarterly Performance Report” by clicking the “Incomplete” link in the “Action” column. The system will navigate to the “Grant Quarterly Performance Report” screen.
  3. Click on the “Attach File” button to attach the SF-PPR. After successfully attaching the Grantee Quarterly Performance Report, the system will navigate back to the “Update Quarterly Report” screen and the status should show as complete for the Grantee Quarterly Performance Report.
  4. Sign and submit the Quarterly Performance Report to FEMA.

NOTE:  For awards made prior to FY 2010: All quarterly reports, both financial and performance, are entered into eGrants.

 

Last Updated: 
12/10/2018 - 16:15