FAQ for Current Grantees

1. Where do I find other information on managing my current grant?  

 

2. I am a current NYSCA grantee and planning to apply for a new FY2025 grant opportunity, what steps do I need to take to ensure I’m still Prequalified?
 

3. Since Prequalification expires annually, how do I check my Prequalification status?
 

4. I received a notice that the Grants Management and Prequalification Portal will be changing from Grants Gateway to the Statewide Financial System (SFS).  What do I need to do?  

1. Where do I find other information on managing my current grant?  


See the Manage Your Grant page for detailed information on Reports, Signing Your Contracts, Audit Letters, Crediting NYSCA and Vendor Responsibility. 

You can also find various handbooks, webinar recordings and other resources relating to the new SFS grant management procedures by navigating to “SFS Coach” in the SFS Vendor Portal.

2. I am a current NYSCA grantee and planning to apply for a new grant opportunity in FY2025, what steps do I need to take to ensure I’m still Prequalified? 


You must be “Prequalified” in the New York Statewide Financial System online portal at the relevant FY2025 application deadline to be eligible for funding.   

 

RETURNING applicants: Confirm you are Prequalified 
Your prequalification expires annually. You are required to update your application and upload new documents to maintain prequalified status in order for your application to be considered.  
 
Prequalification applications in the Submitted or Requested for More Information status are not considered Prequalified.


Note: There will be system email notifications sent to the grantee contact(s) when their prequalification application is Submitted, Approved, Requested for More Information, Expired, or Due to Expire. The system will prompt grantees to identify these contacts during the prequalification application process. You must be logged into SFS with an account that includes the role of Prequalification Processor to upload and save documents and submit your Prequalification Application for review. Be sure the Prequalification Processor is available to submit; NYSCA cannot submit prequalification application materials on your behalf.  


NYSCA and SFS are not likely to resolve any issues by the application deadline in any Prequalification Application submitted less than 7 days before an application deadline.


Contacts:

The SFS Team provides live help desk support weekdays 8:00 am to 5:00 pm at [email protected] or 518-457-7717 / 855-233-8363 (toll-free).

 

3. Since Prequalification expires annually, how do I check my Prequalification status? 

To confirm prequalification status:

  1. Log into the SFS Vendor Portal
  2. Navigate to the Prequalification Welcome Page by clicking the Grants Management Title and then the Prequalification Application Tile 
  3. On the Welcome Page, under “Select an Activity Below,” you will see one of three activities indicating the status of your prequalification:
    1. “Initiate a Prequalification Application” will display if you have no prior prequalification applications in SFS. You will need to start a new application to be eligible for prequalification approval.
    2. “Collaborate on a Prequalification Application” will display if you have an application that is in progress but has not yet been submitted for NYS Agency approval. You will need to finish and submit the application to be eligible for prequalification approval.
    3. “Update a Prequalification Application” will display if you have a previous application that has been approved or expired. You will need to start a new application to be eligible for prequalification approval.

NOTE: If you’re prequalified in Grants Gateway at the time of the transition to SFS, you will continue to be prequalified in SFS until your annual expiration. 


To stay updated on your prequalification status, make sure you are added as an organizational contact in SFS so you receive email updates from the system.


4. I received a notice that the Grants Management and Prequalification Portal will be changing from Grants Gateway to the Statewide Financial System (SFS).  What do I need to do? 


As of 5PM on January 9, 2024, Grants Gateway was retired from service. All prequalification and grant making activities previously conducted in Grants Gateway have moved to the New York Statewide Financial System (SFS).

At the time your organization registered in the Grants Gateway, it received an SFS enrollment email with login credentials and instructions on how to access the SFS Vendor Portal. Please follow the steps below to ensure access and continuity in your prequalification and grant making activities:

  1. Verify access to SFS by having your organization’s primary contact (SFS Vendor Delegated Admin) log into the SFS Vendor Portal
  2. Add user access to Grants Management functionalities in SFS
    1. Navigate to: View Your Information > Maintain Users
    2. Select a user and click ‘Add a User Role’
    3. Click the checkbox(es) associated with the applicable role(s) for the user:
      1. Prequalification Processor: to apply and review existing prequalification applications
      2. Grants Contract Approver: to review, approve, and sign grant contracts
  3. Make sure to update your organization’s grant profile information
    1. From the homepage, navigate to: View Your Information > View Grants Information
    2. Review the information and if changes are needed, initiate a Supplier Change Request.
  4. Add a Grant Contract Approver’s Name to your organization’s profile
    1. From the NavBar, navigate to: Menu > Maintain Supplier Information > Manage User Profiles
    2. Find your Contract Approver’s User ID and enter the contract approver’s name in the Description field in this format: Last Name, First Name.
    3. Click Save

Please contact the SFS Help Desk if you need additional assistance including log in and password information and refer to the SFS Handbook: Grantee Processing in SFS (Grantee User Manual). The SFS Team provides live help desk support weekdays 8:00 am to 5:00 pm at [email protected] or 518-457-7717 / 855-233-8363 (toll-free).