Opening a Grant Award

• Creating a Grant File Guide
• Reporting Requirements Guide

Award Notification

Approved applicants are notified via the Grant Portal and will receive award documents outlining the provisions of the award and reporting requirements of the award.

Award Documents

Grant Assurances
Grant Assurances are specific requirements set forth by the federal awarding agency and the KGGP that must be followed to be eligible for federal grant funds. If sub-grantees do not comply with federal requirements and state grant assurances the state awarding agency can withdraw the grant funding. Grant Assurances must be signed and submitted to the KGGP before the grant award is considered open. Please refer to the grant assurances for your specific grant.

Special Conditions
Special conditions are incorporated as terms and conditions of the award. They may include special provisions for additional submissions, audit, conferences and disposition of income. Special conditions are specific to each sub-grantee. Please refer to your grant assurances to find your agency’s special conditions.

Reporting Requirements Packet
Please review the reporting requirements packet you received with your grant award documents. The KGGP requires sub-grantees to submit both financial and program reports. These reports describe the status of the funds or the project, compare actual accomplishments to objectives and provide other pertinent information. For more information on Reporting Requirements please see the Creating a Grant File Guide.

Creating a Grant File

For more information, please see the Creating a Grant File Guide.

Making Changes to a Grant

Any changes to a grant budget or activities must be approved through the KGGP.

• Budget Revision Requests Guide
• Programmatic Revision Requests Guide

Budget Revision Request

For specific instructions on how to submit a Budget Revision Request please see the Budget Revision Request Guide.

Programmatic Revision Requests

For specific instructions on Programmatic Revision Requests (typically regarding goals/objectives/activities) please see the Programmatic Revision Requests Guide.

Extension Request

Any change to the grant project period should be submitted in writing or via the Grant Portal. The request must explain the need to extend the grant project award period and how the extension will assist the subgrantee in completing its grant project. Subgrantees will be notified in writing or via the Grant Portal if the request has been approved or denied.

Agency Staff and Title Changes

For any KGGP grant-funded staff and title changes, the Agency Staff and Title Change Form must be emailed to kggp@ks.gov within 10 days of the change.

• Agency Staff and Title Change Instructions
• Agency Staff and Title Change Form

Time and Activity

• Time and Activity Guide

Payments Process

Direct Deposit Enrollment Form

If direct deposit is not currently established with the State of Kansas, or if the sub-grantee has a change in banking information at any time during the grant project period, contact the Kansas Governor's Grants Program Office for a copy of the proper Authorization for Electronic Deposit form.

Request for Advance of Funds

Sub-grantees may request an advance if there is an unexpected or extreme need for grant funds prior to the next scheduled payment. Any advances that are approved must be liquidated by the sub-grantee within 10 days of the payment date. To request an advance, a letter must be submitted to the KGGP, at which time the following criteria will be considered by KGGP staff:

1. The timeliness and accuracy of all grant reports (both financial and programmatic reports);
2. The amount of funds requested;
3. The approved budget line item for which advance funds are being requested;
4. The need for the sub-grantee to receive funds immediately;
5. The sub-grantee’s reserve amount and why the reserve cannot be used temporarily;
6. What efforts the sub-grantee is making to build up a sufficient reserve.

The sub-grantee must address numbers two through six in the written request. The sub-grantee is notified by KGGP staff regarding the decision. If the request for an advance payment is approved, the sub-grantee can expect a deposit to be made in approximately five business days.

Grant Compliance

KGGP staff assists in providing on-going technical assistance to subgrantees. Technical assistance is available by phone, in writing, email or in-person. In addition, every effort is made to ensure that continuing sub-grantees receive at least one site visit or desk compliance review each year, depending on the grant program and administrative resources.

Navigating a Compliance Review PowerPoint and Training Link

Closing a Grant Award

At the conclusion of a grant project period, all grant awards are reviewed for closeout.

• All reporting requirements must be met;
• The Grant Project Compliance Review is complete;
• Expenditure/Payment Reconciliation is complete;
• Message is sent on Grant Portal from KGGP that the award is closed, and;
• Sub-grantee must keep all records on file for five years.