grants management system

Grants Management System

Help Document for External Users

CLEAN WATER MANAGEMENT TRUST FUND

TABLE OF CONTENTS TECHNICAL SUPPORT

PAGE(s)

FAQS………………………………………………………………… 1 – 2 LOG ON INSTRUCTIONS……………………………………. 3 SYSTEM NAVIGATION………………………………………. 4 CUSTOMIZED DISPLAY OPTIONS………………………. 5 – 6 SEARCH CRITERIA……………………………………………. 7 NEW GRANT APPLICATIONS FAQS………………………………………………………………… 8 – 10 DOWNLOAD APPLICATION FORM & GUIDANCE.. 11 DOWNLOAD APPLICATION BUDGET FORM………. 12 CREATE & SUBMIT NEW APPLICATION…………….. 13 – 15 EDIT EXISITING APPLICATION………………………………. 16 VIEW APPLICATION & ATTACHMENTS…………………. 17 VIEW AGREEMENT………………………………………………. 18 NEW CLAIM………………………………………………………….. 19 – 21 REVIEW CLAIM…………………………………………………….. 22 – 23 EDIT CLAIMS………………………………………………………… 24 – 25 SUBMIT CHANGE REQUEST………………………………….. 26 – 28 EDIT CHANGE REQUEST……………………………………….. 29 – 30 SUBMIT DOCUMENTS………………………………………….. 31 – 33 DISPLAY DOCUMENTS…………………………………………. 24 – 35

Help Document 1 Rev2:Dec2017

Technical Support - Frequently Asked Questions 1. Who do I call if I have questions?

a. General Questions and/or Setting up an Agency or User account: Terri Murray, CWMTF

Project Assistant at 919-707-9122 or send an e-mail to [email protected].

b. Passwords: NCDOT SAP Support Services Team at 919-707-2208 or send an e-mail to

[email protected]

2. User ID has not been set up. What do I do? Call Terri Murray, CWMTF Project Assistant at 919-707-

8649 or send an e-mail to [email protected].

3. I changed my password after I logged into the system for the first time, but the system will not allow

me to log in using my new password. Make sure your Caps Lock is not on. Clean out your cache. IE

Tools>Internet Options>Delete (Under Browsing History)>Delete All (Bottom of Window). Check Also

delete files and settings stored by Add-Ons>Yes>OK. Close Browser Window.

4. I logged into the Grants System and selected the application or claim form, but I see a red X. If you

see a red X, there are three possible reasons:

a. You do not have Adobe Reader 9.0 or higher installed. Please ask your technical support person to

install. If you do have Adobe Reader 9.0 or higher installed, see reason b or c.

b. Adobe Reader may not be enabled for you to use. Select Tools >Internet Options>Program>Manage

Add-ons>Adobe PDF Reader>Enable>OK. This path may vary slightly based upon your browser

version.

c. The web browser options in Adobe may not be set correctly. Open Adobe Reader and Select

Edit>Preferences>Internet>Check Display PDF in Browser>OK. Reboot

5. I am trying to log on with my correct password and I am not able to log on. What is the problem? If

you have not logged into the system in 30 days, your password is locked. For password assistance, contact

NCDOT SAP Support Services Team at 919-707-2208 or send an e-mail to

[email protected].

6. Will I be able to access the Grants System using my Mac computer? The Grants System can be accessed

if you are running Windows, but not if you are using the Mac operating system. You must use Internet

Explorer 7 or 8.

7. I logged into the system, but the system is not displaying properly and I cannot perform any work.

Try running Internet Explorer in compatibility mode. Click the Settings icon on the far right of the URL

address bar. Click on Compatibility View Settings. In the “Add this website” box, type in nc.gov. Click

Add then close.

8. What version of Adobe Reader do I need to view the Grants Management System forms?

Adobe Reader 9.0 or higher.

mailto:[email protected]






Technical Support - Frequently Asked Questions

9. Are there limits on the size of attachments? It is recommended to keep attachment size under 1MB for

optimal performance.

10. How do I know which fields are required? Required fields are marked with a red asterisk (*).

11. Will the system time me out due to inactivity? Yes, the system will time-out due to inactivity after thirty

minutes. All unsaved data will be lost.

12. Why did I get logged out of the system? The Grants Management System will automatically log you out

after thirty minutes of inactivity. All unsaved data will be lost. Prior to being logged off, you will see a pop-

up that allows you to extend your session by clicking ok. If you click ok, you can work indefinitely.

13. When is the Grant Management System available? The Grants Management System will generally be

available 24 hours a day, seven days a week; however, there will be periodic maintenance windows when it

will not be available, usually on weekends. Additionally, keep in mind that NCDOT SAP Support Services

Team will only be available to assist you during normal business hours, Monday - Friday, 7am - 5pm.

14. Who will receive notification emails and letters? Notification letters are sent to the contact listed on the

application, claim or change request. Please contact Terri Murray, CWMTF Project Assistant at 919- 707-

8649 or [email protected] if you have questions.

15. Can I use this system to submit claims for agreements awarded prior to the system implementation?

Yes, grants awarded prior to the system implementation date have been migrated into the new system and

will be processed and closed out in the same manner as new grant awards.

16. If I am working in any of the forms and I select Grants Home but have not saved or submitted the

forms, what happens? You will lose the information and must re-enter all the data.



Log On Instructions To log on the CWMTF System, you will need your Enterprise Business System (EBS) Portal user ID and password. If you have forgotten your ID or password, call the NCDOT SAP Support Team at 919-707-2208 or send an email to [email protected]. Tell the Help Desk Technician that you are an external user for the CWMTF System, and give them the eight-digit number recorded on your access authorization form.

1. Using Internet Explorer, navigate to https://www.ebs.nc.gov. 2. The Enterprise Business Services log on screen displays. 3. Enter your user ID and password. Click 4. The Partner Applications dialog box displays. 5. Click the DNCR Grants tile.

6. The Home screen displays. From the Home screen, links to all the functions necessary to manage your

project will display, as well as access to the CWMTF website, and downloadable forms and guidance documents.

A warning message displays when an open session is about to expire due to inactivity. If a session times out, another message displays directing you to the Grants Home screen so that you can select the appropriate link to re-enter any unsaved data that was lost. To prevent losing data, save your work frequently.


https://www.ebs.nc.gov/


System Navigation

• Click to hide the Navigation panel on the left side of the screen or click to display it.

• Click to navigate to the previous screen or click to navigate to the next screen.

• Click a link in to open a recently accessed document.

• Click Grants Home to return to the Home screen.

• Click to the left of a heading to expand a section or click to collapse a section. (Figure 2)

• Click to automatically scroll back to the top of the screen.

• Click or to display or hide additional rows. • Click , , or a highlighted page number to display additional table rows.

Figure 2


Customized Display Options To change the navigation and/or layout of a table, click in the table header. (Figure 1) Make changes using any of the steps listed below, then click .

Table Navigation: the method by which additional table rows are displayed may be selected, and the number of rows to display at one time may be set. (Figure 2) 1. Select one of the following radio buttons:

• Scrolling—allows additional table rows to be displayed by moving a scroll bar on the right side of the section

• Paging—allows additional table rows to be displayed a page at a time by clicking

or 2. Enter the number of rows to display in the

Number of Visible Rows Before Scrolling or Number of Rows Before Paging field, if desired

Add or Remove Columns: columns may be added to or removed from a table. Column headings that may be added to the table display in the Available Columns section. The Displayed Columns section displays column headings that are currently included in the table. (Figure 3) 1. Click to the left of one or more

column headings to move. 2. Click or to move the column heading(s).

Rearrange Columns: columns are rearranged in the table by reordering the list of column headings in the Displayed Columns section. (Figure 3) 1. Select a column heading to move in

the Displayed Columns section. 2. Click to move the column to the left in

the table. 3. Click to move the column to the right

in the table. Adjust Column Width: the width of columns in the table are adjusted by entering values in the Width column of the Displayed Columns section. Enter a larger value to widen a column in the table. Enter a smaller value to reduce the width of a column. (Figure 3)

Figure 1

Figure 2

Figure 3


Customized Display Options

Sort—tables may be sorted by values in a selected column. (Figure 4) 1. Click in the Sort By field to select a

column heading. 2. Click the Ascending radio button to sort table

rows in alphabetical or numerical order. 3. Click the Descending radio button to sort table

rows in reverse order.

Figure 4

Help Document pg. 7 Rev2:Dec2017

Search Criteria

You can search for specific projects by using search criteria. 1. From the Home screen, choose a Grant Process from the Home screen. The Search window opens.

2. The Search Criteria has three components: Field, Operator and Value.

a) Choose a Field. Use the to display a list of options from which to choose. b) Choose an Operator. Use the to display a list of options from which to choose. c) Enter or select a Value.

• A value can be the Project Number (2015-416) or the system generated ID number (e.g. 1000004254).

• Click to display specific values; click to display a calendar from which a date may be selected; or click to display a list of values from which to choose.

3. Click Search. A list of documents matching the search criteria displays in the Result List section. 4. Click the number link to access the project information.

5. To save specific search criteria, select the Field,

Operator and Value. In the Save Search As field type in a “name/title” for that specific search and click save.

6. To access your saved searches, go to the top, right corner of the Search window.

7. Click the dropdown menu, select the search and click Go.

Field Operator Value


New Applications – Frequently Asked Questions

1. Where do I begin? To begin the application process, contact your field representative as soon as possible

for guidance and assistance with your project. There are preliminary measures that must be taken prior to

creating and submitting an application packet for consideration.

STEP 1.

a. Check the following document for your organization and user name: CWMTF Authorized Users. If

you find your organization and user name on the list, you are already in the GMS - skip to Step 3.

b. If your organization is on the list, but you are not listed as a user - go to Step 2.

c. If you cannot find your organization name on the list, contact Terri Murray at 919-707-9122 or

[email protected] to see if your organization is set up as a State vendor. Please have your

Federal Tax ID number available. Additional documents may be required prior to moving on to Step 2

or 3.

STEP 2.

Once you have confirmed or completed vendor registration, complete the GMS Access Authorization

Form and e-mail it to [email protected]. Within 10 business days you should receive an e- mail

containing a user ID, temporary password and general information about accessing the GMS.

STEP 3.

Log on the GMS using your user ID and password: https://www.ebs.nc.gov. Follow instructions on Pages

14 through 17 to create and submit a new application packet.

2. How do I submit a complete grant application packet? The Create & Submit New Application section,

Page 13 of this Document provides detailed guidance for submitting a CWMTF Grant application through

the online Grants Management System (GMS).

a. Register your Agency and authorized users for access to the Grants Management System.

b. Download and complete the Application form. Assemble maps and other supporting application

documentation.

c. Complete the Application Budget Form in the online GMS. Click “submit”. Record the application

number for reference then upload supporting documents.

3. Can I save the budget while working in it? Yes, you can select the red save button at the bottom of the

budget form. This button saves the budget form on the Grants server without submitting it. This is useful if

you are unable to complete the application packet in one sitting and do not want to have to start over.

4. How do I continue to work on a previously saved (but not submitted) budget form and upload

attachments to complete the application process? Select Edit Existing Application from the GMS Home

screen.

https://www.ebs.nc.gov/



Search for your application and click on the application that you would like to edit. Once you have

completed the budget form, click submit. Follow the prompts on the next screen to upload supporting

documents.

5. How do I edit an application that has been returned to me for changes? Select Edit Existing Application

from the GMS Home screen. Search for your applications and click on the application that you need to edit.

6. Why can't I make changes to my application? You can only make changes to an application prior to

submitting it or after it has been returned to you for changes.

7. What is the difference between the red save button on the budget form and the save icon on the header

bar? The red save button at the bottom of the budget form saves the form on the Grants server without

submitting it. This is useful if you are unable to complete the budget in one sitting and do not want to have

to start over. There is also a Save Icon on the header bar, but this save function only saves the document on

your local computer. This option does NOT save the application on the GMS. This function should only be

used after you have performed the main Save or Submit function at the bottom of the form.

8. What is the difference between the save and submit buttons at the bottom of the application form?

The save button saves the application form to the Grants Server and allows you to make additional changes.

The submit button sends the completed form to CWMTF and you will not be able to make additional

changes unless it is returned to you. Submit should only be selected when the application packet is complete.

9. What happens when I submit my application packet? When you submit your application packet, it will

be reviewed by CWMTF staff as well as appropriate natural, historic and cultural resources

representatives. The Board of Trustees will make final award decisions and you will be notified via email.

10. How will I be notified if my application is returned for changes? You will receive an email from

Workflow-System titled “Application Returned for Corrections”.

11. How will I be notified if my application is approved and the project is funded? Following the Board of

Trustees decisions for awarding grants, you will receive an email and attached letter from the Workflow-

System. The letter will provide details and next steps for the project.

12. How will I be notified if my application is not approved and funded? You will receive an email from

Workflow-System after the Board of Trustees make the final award decisions.

13. I submitted my application packet and my screen shows a spinning circle for five or more minutes.

What should I do? Your Grants Management System session has timed out. You will need to shut down

the application and restart it. You must re-enter all data if it had not been previously saved.



14. What happens when I select Check at the bottom of the budget form? When you select Check at the

bottom of the budget form, the system will verify whether you have entered proper information in

certain fields. If you have not, a message will display that lists which fields need correction.

15. How do I attach application documents in the system? There are two (2) acceptable ways of attaching

application supporting documentation: 1) after saving an application budget form; 2) after submitting an

application budget form. Page 15 of this document provides detailed instructions.

16. If I select Submit, but have not saved the budget form, what happens? The budget form will be saved

and submitted. You do not have to save the application to submit it.

17. How frequently should I save the budget form I am working on? You should save the budget form at

least every twenty-five minutes. NOTE: Saving the form will end your current session. You will need to

go to the Home Screen and select Edit Application Budget to continue your work and submit the budget.

18. How can I print application/claim from my PC? Select the print icon located just above the application.

19. I do not see the attachments that I uploaded. What should I do? Log out then log back in to a new

session. From the Home screen, click View Application & Attachments. Search for and select the project

from the Results List. Check for any attachments under the Attachment heading. If there are no attachments,

add attachments again.

20. How do I search for a project’s application packet once it has been submitted? From the Home screen,

click the View Application & Attachments. Search for the project and select it from the Results List.

Application information can be found under each heading


Create New Application There are three (3) components required for a complete CWMTF Grant Application Packet. The components include the Application Form, the Budget Form and Supporting Documents.

• Step 1: Download the Grant Application Form and Guidance Document. • Step 2: Assemble supporting documentation. • Step 3: Complete and submit the Application Budget Form. • Step 4: Upload attachments including the Application Form and supporting documentation.

Grant Applications will be considered incomplete if all components of the Application Packet are not submitted through the online GMS.

1. Using Internet Explorer, navigate to https://ebs.nc.gov. Refer to Log On Instruction, Page 5.

2. From the Home screen, click on Application Forms.

3. Save the pop-up document (shown here) containing hyperlinks that you will need throughout the application process.

4. Exit GMS. 5. From your desktop, open the

document just saved from GMS 6. Click the hyperlink for the

application and/or guidance document you wish to use.

7. Save a copy to your desktop. This will be your working copy of the application form.

Downloading the Application Form & Guidance Documents

Note: The Application Questions and Guidance documents for each application type will provide detailed information related to the questions on the application. The Criteria document provides details as to how a submitted grant application is evaluated and scored.

Note: The application form, as well as other supporting documents will be uploaded as attachments to the application budget form, which is completed and submitted using the online GMS.

https://ebs.nc.gov/


Unlike the application form, the budget form is integrated into the online GMS. This means the budget must be completed while logged into the system. The budget form, tables and worksheets vary for each program type (Acquisition, Innovative Stormwater, Planning and Restoration). For that reason, it is recommended that you first log on and print a budget form for the specific grant program for which you will be applying. Doing so will provide you with a better understanding of what information will be required, as well as give you the opportunity to finalize estimated project costs. 1. Using Internet Explorer, navigate to www.ebs.nc.gov and log on. Refer to Log On Instruction,

page 5. 2. From the Search: Application Form window, click

Search. The Results List will display the Application Forms available for each Grant Program.

3. Click the specific application form to open the New Application Form window.

4. Click the icon to save a copy of the budget form to your desktop.

PLEASE REMEMBER THAT THE BUDGET MUST BE COMPLETED AND SUBMITTED THROUGH THE ONLINE GMS. DOWNLOADING A COPY IS ONLY FOR DRAFT PURPOSES AND WILL NOT BE SUBMITTED AS PART OF THE APPLICATION. NOW THAT YOU HAVE COMPLETED THE APPLICATION FORM, FINALIZED THE BUDGET, AND GATHERED ALL SUPPORTING DOCUMENTS - IT IS TIME TO CREATE A NEW APPLICATION.

Downloading the Application Budget Form

http://www.ebs.nc.gov/


Create & Submit a New Application

1. Using Internet Explorer, navigate to www.ebs.nc.gov & Log On. Refer to Log On Instruction, Page 5.

2. From the Home Screen, click Create New Application. 3. The Search: Budget Form window displays. Click Search. 4. Available budget forms will display in the Result list. Click the link

under the Application Form heading to open a budget form.

5. The Budget Form opens.

NOTE: Contact information will pre- populate and cannot be edited. If the information is incorrect, please contact Terri Murray, CWMTF Project Assistant at 919-707-9122 or [email protected].

• Required Fields have a red *. • Only highlighted fields can have information entered into them.

6. Enter the Project Title (e.g. Lilly Tract, Swampy Creek), Expected Project Duration (months) and the

County (if multiple counties, please use Statewide or Regional). 7. In the following tables and worksheets, enter estimated costs and pertinent data as it applies to the project.

• Tables and worksheet vary depending on the type of project/application you are submitting. • Use the button and the delete button to add or remove rows to a table.

8. Carefully read and check the Disclosure box, type in your name and enter current date.




9. Check, Save, Submit Create & Submit a New Application

a) Click Check to ensure you have completed all required fields. Correct errors that may have occurred. b) Choose Save if you are not ready to submit your budget.

NOTE: If you choose Save, it will be necessary to use the Edit Existing Application function to complete the application process. Refer to page 16 for instructions.

• Click Save. A warning message displays. Click Yes to continue saving your budget information.

• The next screen will provide a number and the option to upload attachments.

• Record the number for future reference. This number is unique and referred to as the Application ID. It can be very useful when selecting Search Criteria to narrow search results.

• If you are not ready to upload attachments, Click Grants Home to return to the Home screen.

• If attaching documents, click “here” and follow the instructions.


c) Choose Submit if your budget is final and you have a complete application packet ready to submit.

NOTE: Once an application budget has been submitted, it cannot be edited unless it is returned to the applicant by the CWMTF Program Manager.

• Click Submit. A warning message displays. Click

Yes to continue submitting your budget information. • The next screen will provide a number and the

option to upload attachments.

• Enter a description for each document added to the list. Click Attach Selected Files.

Map 1_Location

•

will display.


Map 1_Location

Create & Submit a New Application • Record the number for future reference. This number is unique and referred to as the Application

ID. It can be very useful when selecting Search Criteria to narrow search results. • To attach documents, click “here” and follow the instructions.

• Enter a description for each

document added to the list. • Click Attach Selected Files.

will display.


Map 1_Location


Edit Existing Application

The Edit Existing Application function is used to finalize the budget form and complete the submittal process for applications that have been saved but not yet submitted.

1. Using Internet Explorer, navigate to www.ebs.nc.gov & Log On.

Refer to Log On Instruction, Page 3. 2. Select Edit Existing Application. The Search: Grantor Applications

window opens.

3. Click Search. Select the project by clicking the corresponding Application ID. The Budget Form opens.

4. Make any edits and/or corrections, as necessary in the budget, tables and worksheets.

5. Carefully read and check the Disclosure box, type in your name and enter current date.

6. Check, Save, Submit

a. Click Check to ensure you have completed all required fields. Correct errors that may have occurred. b. Choose Save if you are not ready to submit your budget.

Refer back to Page 14 for additional steps. c. Choose Submit if your budget is final and you have a complete application packet ready to submit.

Refer back to Pages 14 & 15 for additional steps.



View Application & Attachments

Once you have submitted an application packet, you can use the View Application & Attachments function to review the application material.

NOTE: Edits to the budget form, tables and worksheets are not allowed once an application has been submitted. Uploading additional attachments should only be done when instructed by the CWMTF Program Manager.

1. Using Internet Explorer, navigate to www.ebs.nc.gov & Log On.

Refer to Log On Instruction, Page 3. 2. From the Home Screen, click View Application & Attachments. The

Search: Grantor Application window displays. Click SEARCH to display a list of projects.

3. Select a project by clicking on the corresponding Application ID link. The Application: 100000XXX, Project Name window displays. There are four sections to this view: Application Form, Application Details, Attachments and Transaction History.

4. Click on the in the header to open the information provided in each section. Click on the

to hide a section. • Application Form: displays the Budget

Form. HINT: If you choose to hide the Budget Form, click Refresh to remove the open window.

• Application Details: this section contains General Data, Application Amounts and Project Information.

• Attachments: displays documents uploaded during the application process.



View Agreement

Once an application is Approved & Funded by the Board of Trustees, the CWMTF Program Manager will work with you through the contract development and agreement phase. Once your contract has been all requisite signatures, CWMTF staff will upload the grant contract and you will then be able to manage your project suing the function of the online GMS.

Choose View Agreement to view a Project’s General information, Budget Line Items, Transaction History, and Attachments (this is where the uploaded executed contract can be found).

1. From the Home Screen, click View Agreement. The Search: Grantor

Application window displays. Click SEARCH to display a list of projects. All Agreements associated with your agency will display.

NOTE: If your agency has many agreements, you can enter search criteria to limit the results list. Refer to Search Criteria, page 7 for more details on how to select specific criteria and save searches.

2. From the results displayed, click the corresponding Agreement ID link. The

Agreement: 20000XXXX, Project Name window opens.

3. Select the or arrow beside a header (Agreement Overview, Attachments, Items, Transaction History)

to expand or hide section details.


New Claim To submit a new claim (request for reimbursement), select New Claim for the Home screen.

1. From the Home Screen, click New Claim. The Search: Claim Form window displays. Click Search to display a list of projects. All claim requests submitted by your agency will display.

NOTE: If your agency has many agreements, you can enter search criteria to limit the results list. Refer to Search Criteria, page 7 for more details on how to select specific criteria and save searches

2. In the Result List, click the CWMTF – Claim link under the Claim Form heading for the corresponding project. The New Claim Form will display.

3. Complete the highlighted fields in the claim form.

NOTES:

• Billing Address and Federal ID are pre-populated and not editable. If this information is incorrect, please contact Terri Murray, CWMTF Project Assistant at [email protected].

• The Invoice Number refers to what number request it is for that specific project (e.g. 01 = first request, 05 = fifth request).

• The Invoice Period From/To dates refer to the period for which the attached invoices apply. • For the first Claim, the Invoice Period From date should correspond to the effective date of

the contract and the Invoice Period To date should correspond with the date the Claim is being submitted.

• All Claims that follow, the Invoice Period From date should correspond to the pervious claim’s Invoice Period To date. The Invoice Period To date should correspond with the date the Claim is being submitted.



New Claim

The line items of a claim form originate from the budget approved as part of the Agreement/Executed Contract.

4. Enter the amount of funds being requested in the appropriate line item in the Payments Requested (CWMTF) and/or Spending requested for approval (Matching Funds) columns.

5. Carefully read the authorization and check the applicable response. Type in your name and enter the current date.

6. Check, Save, Submit

a. Click Check to ensure you have completed all required fields. Correct errors that may have occurred.

b. Choose Save if you are not ready to submit your Claim. NOTE: You will be able to upload supporting documents but you will need to use the Edit Claims process to submit a final Claim request.

c. Choose Submit if your Claim is final and you are ready to submit. 7. After clicking Save or Submit, you will be given the opportunity to attach supporting documentation.

After clicking Save or Submit on the claim form, a window will display with a reference number and a link for attaching documents: 1. Record the number for future reference. This number is unique and referred to as the Claim ID. Click “here”

in the window display and follow the instructions for attaching supporting documentation.

Claim Requests without proper supporting documents will be returned. The request will not be fully processed and approved until all supporting documentation has been received and reviewed by CWMTF.

Attaching Documents for a New Claim


New Claim

2. Click the browse button and select the file you wish to upload. Click Select. A table will display showing a Description field and a List of Files to be uploaded. To upload additional documents, repeat Step 2 until all documents appear in the List of Files to be uploaded.

3. Enter a description for each document. Click Attach Selected Files. 4. will display.

5. Click Grants Home to return to the Home Screen.

NOTE: Remember, if you chose to save the Claim, you will need to use the Edit Claims function to complete the process to submit the Claim.

Test Document


Review Claim The Review Claim function allows you to view the information submitted on a claim request.

NOTE: Editing a claim is not allowed from the Review Claim option.

1. From the Home screen, click Review Claim. The Search: Grantor Claims screen displays.

2. Click Search to display all claim requests.

NOTE: If your agency has many claim requests, you can enter search criteria to limit the results list. Refer to Search Criteria, page 7 for more details on how to select specific criteria and save searches.

3. Claims will display in the Result List.

4. Select the claim by clicking on the corresponding number under the Claim ID heading. The Claim Form window will display. This window will allow you to view the claim form (A), as well as Claim Overview information (B), Attachments (C), and the Transaction History (D).

NOTE: • Click on the

in the Header to expand/collapse for more/less information in each section. • Click the Back button to return to the previous screen.

5. Click Grants Home to return to the Home screen.

A B

C

D


Review Claim The Review Claim function allows the Grantee to view the claim form, general information, attachments to the claim and the transaction history.

It is possible to upload/attach documents to an existing claim in the Review Claim function. However, it is not recommended because CWMTF does not receive notification of the uploads. In most cases, you will receive notification that the Claim has been returned with details as to why and what information is necessary before resubmitting. Refer to page 24 for instructions for editing a claim that has been returned.

If directed by CWMTF to attach/upload additional documents, follow the instructions below.

From the Home screen, click Review Claim. The Search: Grantor Claims screen displays. Click Search to display all claim requests.

1. In the Attachment heading, click Attachment.

2. Click the browse button and select the file you wish to upload. Click Attach.

3. Document will display under the Attachment section.

4. Click Grants Home to return to the Home Screen. 5. Notify CWMTF that you have uploaded documents to the Claim.


Edit Claims The Grantee will receive an e-mail notification containing a letter of explanation when a Claim Request is returned for corrections and/or additional information. The letter of explanation will identify the specific issues associated with the returned Claim Request.

For corrections to the dollar amount of a line item in the original Claim Form, proceed through the steps below.

If it is not necessary to make corrections to the budget and ONLY need to upload supporting documentation, proceed to the section below and continuing following the instructions.

1. From the Home screen, click the Edit Claims button. The Search: Grantor Claims screen will display. • Click Search to display all Claims that have been submitted by your

organization. • To limit the search results, enter the Project Number or Claim ID into

the corresponding open text field. Click Search. 2. A list of claim requests will display.

3. Select the Claim that requires editing by clicking on the Claim ID number. 4. The Edit Claim: 300000xxxx window will display the CWMTF Claim Request form. 5. Make the necessary corrections to the dollar amount previously entered in the corresponding Line Item(s)

on the form. 6. Verify the Authorizing Grantee Signature box. 7. Enter Name and current date. 8. Check, Save, Submit.

• Check – Click Check to ensure you have completed all required fields. • Save – Click Save if you cannot complete the revisions in one sitting or if you would like to save the

request for review within your agency before submitting. • Submit – Click Submit to submit request. Once a Claim Request has been submitted, it cannot be

changed unless it is returned by CWMTF.

Attaching Documents


Edit Claims

After clicking Save or Submit on the claim form, a window will display with a reference number and a link for attaching documents. If you do not need to attach supporting documents, click Grants Home to return to the Home screen.

1. Record the number for future reference. This number is unique and referred to as the Claim ID. Click

“here” in the window display and follow the instructions for attaching supporting documentation.

2. Click the browse button and select the file you wish to upload. Click Select. A table will display showing a Description field and a List of Files to be uploaded. To upload additional documents, repeat Step 2 until all documents appear in the List of Files to be uploaded.

3. Enter a description for each document. Click Attach Selected File.

will display.


Test Document

Attaching Documents


Submit Change Request The Submit Change Request function allows the Grantee to request a grant contract modification. Modification requests may include a change in scope of work, budget line item amounts, contract extension request, construction start date, or other requests. All change requests are subject to review and approval by the Program Manager, and in some cases, must be approved by the Board of Trustees.

1. From the Home screen, click Submit Change Request. The Search: Change Request Form displays.

2. Click Search. Projects will display in the Result List. NOTE: If your agency has many projects, you can enter search criteria to limit the results list. Refer to Search Criteria, page 7 for more details on how to select specific criteria and save searches.

3. Click CWMTF – Change Request for the corresponding project. The New Change Request Form will

display. The following provides a brief description of each section.

The change request form consists of four (4) sections:

a. Section One contains information that is pre-populated and cannot be edited. If any of the information is incorrect, please contact Terri Murray, CWMTF Project Assistant at [email protected]. Additionally, to modify the budget, you must select Yes to Budget Revision.

b. Section Two allows you to request a modification to the construction contract start date, contract expiration date and enter an explanation of the change request.




Submit Change Request c. Section Three allows for budget line item revisions. To gain access to this section, you must first

check YES in the Budget Revision field located in Section One.

d. Section Four is the authorization of the Grantee, as well as Check, Save and/or Submit.

To submit a request to modify the construction contract start date and/or contract expiration date, complete Section Two and Section Four.

To submit a request to modify the budget line item(s), click Yes in Section One then enter a detailed Reason for change in Section Two and complete Section Three and Section Four.

NOTE: The Reason for change field does not have a character limit so please include all pertinent information that will help the Program Manager in making a final decision.

Once you complete the necessary Sections, you have the option to Check, Save and/or Submit. 1. Check, Save, Submit.

• Check – Click Check to ensure you have completed all required fields. • Save – Click Save if you cannot complete the revisions in one sitting or if you would like to save

the request for review within your agency before submitting. • Submit – Click Submit to submit request. Once a request has been submitted, it cannot be changed

unless it is returned by CWMTF. 2. After clicking Save or Submit, a window will display with a reference number and a link for attaching

documents. Record the number for future reference. This number is unique and referred to as the Change Request ID.

NOTE: • If you choose to Save the request,

you will need to complete the submittal process by using Edit Change Request.

• If you do not need to attach documents, click Grants Home to return to the Home screen.


Submit Change Request

To attach supporting documents, click “here” and follow the instructions.

1. Click the browse button and select

the file you wish to upload. Click Select. A table will display showing a Description field and a List of Files to be uploaded.

NOTE: To upload additional documents, repeat Step 2 until all documents appear in the List of Files to be uploaded.

2. Enter a description for each document. Click Attach Selected Files. 3.

will display. 4. Click Grants Home to return to the Home Screen.

Test Document


Edit Change Request The Grantee will receive an e-mail notification containing a letter of explanation when a Change Request is returned for corrections and/or additional information. The letter of explanation will identify the specific issues associated with the returned Change Request.

To edit a returned change request form:

1. From the Home screen, click Edit Change Request. The Search: Grantor Change Request window will display. Click Search.

NOTE: If your agency has many projects, you can enter search criteria to limit the results list. Refer to Search Criteria, page 7 for more details on how to select specific criteria and save searches.

2. Click the Change Request ID corresponding to the appropriate project. 3. Correct the information per the letter of explanation. 4. Read the authorization statement, check box, enter Name and Date. 5. Check, Save, Submit.

• Check – Click Check to ensure you have completed all required fields. • Save – Click Save if you cannot complete the revisions in one sitting or if you would like to save the

request for review within your agency before submitting.

NOTE: If you choose to Save the request, you will need to complete the submittal process by using Edit Change Request.

• Submit – Click Submit to submit request. Once a request has been submitted, it cannot be changed unless it is returned by CWMTF.

6. After clicking Save or Submit, a window will display with the reference number and a link for attaching documents.

7. Attach supporting documents by clicking “here” and following the instructions.

NOTE: If you do not need to attach documents, click Grants Home to return to the Home screen.


Edit Change Request

8. Click the browse button and select the file you wish to upload. Click Select. A table will display showing a Description field and a List of Files to be uploaded.

NOTE: To upload additional documents, repeat Step 2 until all documents appear in the List of Files to be uploaded.

9. Enter a description for each document. Click Attach Selected Files.

will display.


Test Document


Submit Documents The Submit Documents function allows the Grantee to submit requisite documentation using the online GMS. Documents that should be submitted using this function are shown in Table 1 below.

Table 1

Grantee Level Documents Project-specific Documents Pre-Funding Documents Pre-Disbursement Documents Reports

Annual Update Form* Certificate of Existence Final Report* Articles of Incorporation Conservation Easement NC Grants Annual Audit

By Laws Construction Contract Pricing Progress Report* Conflict of Interest Statement Construction Permit(s) Unpaid Vendors Document*

Incumbency Certificate Declaration of Covenants IRS Tax Exempt Letter Exhibit A Documents

Letter of Intent for Easement Matching Fund Documentation Option Agreement

* (asterisk) indicates a fillable, pdf form is available for download from the CWMTF website.

FOR ACQUISITION GRANTS: • Pre-closing documents outlined in Table 2 below must be submitted as a complete packet using the

FormSite link indicated below. FormSite guidance can be found on the Home Screen under Forms & Information, Grant Administration Guidance or on the CWMTF webpage.

• Post-closing documents must be submitted to CWMTF in electronic format, along with hardcopy originals of the recorded easements and full-size survey. Please refer to Exhibit E of your grant contract for specifics.

Table 2

Appraisals: Local Governments & Non-Profits: https://fs24.formsite.com/CWMTF/form29/index.html

Pre-Closing Documents: • Assignment of CE • Baseline Documentation Report • Commitment to Dedicate NP • Conservation Easement • Council of State Approval • Declaration of Covenants • Phase I ESA • Settlement Statement • SPO Title Approval • Survey • Title Insurance • Warranty Deed

Local Governments & Non-Profits: https://fs24.formsite.com/CWMTF/form35/index.html

State Agencies: https://fs24.formsite.com/CWMTF/form28/index.html

Additional Pre-Closing Document (as necessary): https://fs24.formsite.com/CWMTF/form38/index.html

https://cwmtf.nc.gov/

https://cwmtf.nc.gov/grants/grant-administration

https://fs24.formsite.com/CWMTF/form29/index.html





Submit Documents 1. Using Internet Explorer, navigate to www.ebs.nc.gov & Log On. Refer

to Log On Instruction, Page 3. 2. Select Submit Documents. The CWMTF Documents: New window

opens.

3. From the Document Type dropdown list, select the type of document(s) you would like to submit.

4. For Pre-Disbursement and Reports you must select the project associated with the document from the

Agreement Number dropdown list.

NOTE: Pre-funding documents will not require selection of a project as they are linked to the Grantee and are not project-specific.



Submit Documents 5. Click in the Attachments heading. The Attachment – Webpage Dialog window displays.

6. 8. 9.

Type in the description of the document. Click Browse to select a file to attach. Click Attach. The document is added to the Attachment section in the CWMTF Documents: New window. Repeat steps 5 and 6 until all documents are attached. Click Grants Home to return to the Home screen.

Declaration of Covenants

7.


Display Documents Display Documents will allow the Grantee to view documents that have been submitted using the Submit Documents function. Documents associated with the Display Documents function will also appear in the Transaction History section when viewing specific project information. Display Documents will not display documents found in the Attachment section when viewing specific project information.

To display documents: 1. Using Internet Explorer, navigate to www.ebs.nc.gov & Log On.

Refer to Log On Instruction, Page 3. 2. Select Display Documents. The Search: Activities window displays.

3. Click Search. A list of documents will display in the Result List.

NOTE: Documents that do not have a project number listed are associated at the Grantee level and are not project specific.

A limit of ten rows will display. Use the Forward button or page number to access additional documents.



Display Documents

4. Click on the Document Type to open/view the document details.

5. Click on the Name in the Attachment section to open the specific document. 6. Click either to return to the Result List. 7. Click Grants Home to return to the Home screen.