Annual Organization Registration

Annual Organization Registration Introduction

Prior to receiving a grant (subaward) from the State of Rhode Island, an entity must complete an Annual Organization Registration. Applicants are encouraged (but not required) to complete an Annual Organization Registration before applying for assistance. Before you begin the registration process, check within your organization to see if someone else has already registered your entity.

Check to see if/when your entity last registered in the GMS.
Adding a registration
- Coordinate internally to determine the appropriate person to register your organization. If that person has not used GMS before, they will need to create a GMS account.
- Go to Registration
- Complete registration, stages 1, 2, and 3. Click here for a visual step-by-step guide.
Updating a registration created by:
- Another user: Ask that colleague to update the registration
- By you: Login to the portal and update the registration
- If needed, use the GMS Contact Form to have the registration returned to draft form for updates

User Guide and Registered Entities

Quick Guide to Completing Annual Organization Registration (User Guide) This user guide demonstrates how to complete the Annual Organization Registration from start to finish. PDF file, less than 1

List of GMS Registered Entities PDF file, less than 1

Frequently Asked Questions

Do I need to register my entity in GMS (eCivis)?

You can apply before you register your entity. If your entity is selected for an award, then you must register right away. Without a current GMS registration, your entity cannot receive funds or sign a subaward agreement. Do not delay. Registration delays could result in loss of assistance.

How do I know if a colleague has already completed an Annual Organization Registration? How do I get a copy of a registration submitted by someone else in my organization?

Check the List of GMS Registered Entities above. If your entity is listed, the GMS user that completed the registration should be able to download a copy. If that person is no longer with your organization, use the User Support Form to request that access be transferred to another member of your organization.

A separate part of my organization has already registered. Should I register my division/unit separately?

An organization may only have a single registration. The same federal tax identification number may not be associated with multiple GMS registrations. Exception: Public school districts may submit a separate registration from their city/town. If multiple registrations are received for different units of the same entity, one or more may be returned to the GMS user and/or deleted. If there are different authorized representatives for different parts of the entity, each Authorized Representative Certification Form should indicate what the person is authorized for (e.g. Fire Chief for [Name] Fire District only).

When should an Annual Organization Registration be submitted?

If your entity frequently receives assistance, register early to prevent delays in receiving assistance. Update your registration every 12 months. If you are a new applicant for state grant funds, you may register your entity anytime. Without a current GMS registration, your entity cannot receive funds or sign a subaward agreement.

How many sections are there? Do I need to complete all the sections?

There are three stages to the registration:

General Information: Required for all subrecipients. This section asks basic questions about your entity. Before you begin this section, we recommend that you confirm the following have been completed:
1. Obtain a Unique Entity Identifier (UEI), available at SAM.gov for no cost. If your entity is registered in SAM.gov, you have likely already been assigned a UEI. This is a one-time requirement. You will need the UEI number to complete this section. UEI Fact Sheet
2. Register in Ocean State Procures (OSP) by clicking here for no cost. If your entity has done business with the state in the past, you are likely already registered. This is a one-time requirement.
3. Upload your most recent Single Audit to the Federal Audit Clearinghouse by clicking here, only if your entity was required to complete a Single Audit.

Risk Assessment: Required only for subrecipients receiving awards of $30,000 or more. This section is a self-risk assessment. Your responses to this will assist us in targeting resources to provide training, technical assistance, guidance, and monitoring in areas of most need. If you are not familiar with your entity’s financial safeguards (internal controls), and policies and procedures, you may want to consult with a colleague.

Federal Funding Accountability and Transparency Act (FFATA) Reporting: Required only for subrecipients receiving awards of $30,000 or more. This section is for reporting executive compensation, as required under federal law.

What if I don't know the answers to the questions?

You may want to print/download the questions and consult with others in your organization. You can save your work and return.

What do I need to do before starting an Annual Organization Registration?

Before you begin, we recommend that you confirm the following have been completed:

Obtain a Unique Entity Identifier (UEI), available at SAM.gov for no cost. If your entity is registered in SAM.gov, you have likely already been assigned a UEI. This is a one-time requirement. You will need the UEI number to complete this section. UEI Fact Sheet
Register in Ocean State Procures (OSP) by clicking here for no cost. If your entity has done business with the state in the past, you are likely already registered. This is a one-time requirement.
Upload your most recent Single Audit to the Federal Audit Clearinghouse by clicking here, only if your entity was required to complete a Single Audit.

How does the State of Rhode Island use the information collected in the Annual Organization Registration?

The data you provide enables us to target training, technical assistance, guidance, and monitoring to areas of most need. It assists us in meeting federal uniform grant requirements. For example, FFATA data is used for federal reporting at FSRS.gov.