Grantor (Passthrough Entity)

This page provides user guides, training videos, forms, and templates Grantor Agencies (Pass-through Entities).

Rules and Regulations for Grant Making Involving Federal Funds

Regulation 220-RICR-20-00-2 establishes a framework for grant-making by state agencies involving federal funds that is consistent with federal Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards, also known as the Uniform Grant Guidance (UGG) 2 CFR 200. This Regulation shall promote fairness and consistent processes in grant-making.

All subawards issued after 7/1/2023 must be issued via the Grant Mangement System unless the agency has an approved waiver in writing from the Grants Management Office

RULES AND REGULATIONS FOR GRANT-MAKING INVOLVING FEDERAL FUNDS - Rhode Island Department of State (ri.gov)

Pre-Award Materials

Pre-Award User Guides and Training Videos

Please reference the materials below at the start of creating your grant program.

State as Grantor - Cheat Sheet This document should be reviewed by all grantor agencies. It includes the required steps and other required components of the grantor process. PDF file, less than 1

Grantor Award Process Checklist Use this checklist to ensure you are following all steps in the Grantor process PDF file, less than 1

Grantor Pre-Award User Guide This guide provides a full overview of all pre-award processes in eCivis PDF file, about 5

Grantor Approval Workflows (User Guide) This user guide assists grant managers in setting up approval workflows for their solicitations (i.e. financial reports, award recommendations, grant closeout etc.) PDF file, less than 1

Quick Reference Guide - Subrecipient Certification Language PDF file, less than 1

Extending an Application Submission Deadline (User Guide) This user guide assists grant managers with extending an application deadline in eCivis PDF file, less than 1

Adding and Assigning Reviewers (User Guide) This user guide demonstrates how to add and assign reviewers for competitive solicitations. PDF file, about 1

Completing a Review (User Guide) This user guide assists those who have been assigned as a reviewer to complete their reviews in eCivis. PDF file, less than 1

This video demonstrates how to create and edit approval groups in eCivis to be used for approval workflows.

This video demonstrates how to add and assign reviewers to review applications for a solicitaion in eCivis.

This video reviews the Approval tab in the solicitation set up process.

This video demonstrates how to add federal funds to a solicitation during the set up process.

This video demonstrates how to add non-federal funds to a solicitation during the set up process.

This video demonstrates how a reviewer would complete a review in the eCivis Portal.

Subrecipient vs. Contractor Determination

Please use the materials below to determine if your awardee is considered a subrecipient or contractor before issuing awards.

Subrecipient vs. Contractor Determination Tool Use this tool to determine if your awardee will be considered a subrecipient or contractor. Save completed form for recordkeeping in accordance with 2 CFR 200.331 PDF file, less than 1

Subrecipient vs. Contractor Determination Tool Instructions Please follow these instructions as you are completing the Subrecipient vs. Contractor Determination Tool. PDF file, less than 1

Subrecipient vs. Contractor Determination Tool (Additional Awards) Use this tool in addition to the Federal Sub-Recipient and Contractor Determination Tool above to report additional federal awards used to fund the referenced agreement. PDF file, about 1

Subrecipient vs. Contractor Determination Tool (Slide Deck) This PowerPoint presentation provides additional information regarding subrecipient vs. contractor determination. PDF file, less than 1

Non-Competitive Subaward Justification Form

This form must be completed, submitted via the User Support Form, and approved by the Grants Management Office before publication of any noncompetitive solicitation.

Non-Competitive Subaward Justification Form Must be completed and given approval prior to publishing a non-competitive solicitation. PDF file, less than 1

Subaward Issuance Materials

Awarding Process User Guide

The user guide below provides guidance on the awarding process for both competitive and direct awards

Award Recommendations and the Awarding Process (User Guide) This user guide overviews the full process of creating award recommendations in eCivis (Includes competitive and direct to award processes) PDF file, about 2

Statewide Subaward Agreement

The following documents can be located in the eCivis Grants Network. Log into your GMS account and select Grant Management > Organization Documents.

These documents should be uploaded as part of the award recommendation process as outlined in the Award Recommendations and Awarding Process user guide above.

Subaward Agreement Template and Guidance (found in eCivis)

Subaward Appendix I (found below and in eCivis)

Addendum A (General Insurance Requirements) (found below and in eCivis)

These documents are also available upon request from the Grants Management Office. Please submit a request DOA.Grants@doa.ri.gov

Additional Subaward Documents

Subaward Appendix I To be attached to Subaward Agreements funded by federal awards issued before October 1, 2024 PDF file, less than 1

Subaward Appendix I - updated September 2024 To be attached to Subaward Agreements funded by federal awards issued on/after October 1, 2024 PDF file, less than 1

Subaward Addendum A General Insurance Requirements To be attached to Subaward agreement for subawards of 30,000 or more. PDF file, less than 1

Subaward Amendment Template Template to be used in an amendment to the original Subaward Agreement, if needed. PDF file, less than 1

Post-Award Materials

Post-Award User Guides and Training Videos

Please see below for user guides and training videos for post-award activities.

Grantor Post-Award Management (User Guide) This user guide has a complete rundown of all steps in the post-award grantor process. PDF file, about 4

Guide to eCivis Reports This user guide provides a breakdown of the report functionality in eCivis. PDF file, less than 1

Subrecipient Invoices Rejected in RIFANS (User Guide) PDF file, less than 1

Subrecipient Monitoring

Please see below for information on subrecipient monitoring. Additional information can also be found on the State Agency SharePoint site.

eCivis Subrecipient Monitoring Guide This user guide provides an overview of the subrecipient monitoring functionality in eCivis. PDF file, about 1

Supporting Applicants and Subrecipients

Guides and FAQ's

Please see below for information on common questions and guides that will help you support your applicants and subrecipients. Additional user guides and information can be found on the Resources for Subrecipients section.

Quick Connect to RI Grant Resources This document provides key resources and important information for applicants and subrecipients PDF file, less than 1

eCivis Portal - Access and Login User Guide This guide demonstrates how to create and login to your eCivis Portal account and provides steps to troubleshoot login issues PDF file, less than 1

FAQ for Applicants and Subrecipients This document provides answers to frequently asked questions from applicants and subrecipients. PDF file, less than 1