Document Vault FAQ’s

  • On the Grants Reform Website download a copy of the Registration Form for Administrator.
  • Mail a signed, notarized original form, substitute W-9 form and organizational chart (see samples here) to the Division of Budget at the address provided in the instructions. If all of your submissions are in order you will be provided with a Username and Password allowing you to access the Grants Gateway within 48-72 hours.
  • Click here to download the awesome users manual, with the answer to any question that you might have (pp. 23-43).
  • View the Grants Gateway video tutorial below. (The information after the 3:00 minute mark is most relevant.) Valerie Bloomer (vbloomer@dhses.ny.gov) is your Grants Gateway Administrator.

  • Review the list of documents that must be uploaded into the secure document vault. Upload the required documents and answers to the questions.
  • Check out the Vendor Prequalification Manual with additional guidance regarding the documents and questions.
  • Required documents for religious corporations (e.g., synagogues or religious schools incorporated as religious corporations)
    1. Articles of Incorporation: You should already have a Certificate or Articles of Incorporation demonstrating that you are incorporated under the New York Religious Corporations Law.
    2. 501(c)(3) Status: Religious corporations should provide their IRS Recognition Letter ( also known as a 501(c )(3) or tax exemption letter) from the IRS if they have one. Those that do not, may satisfy this requirement by uploading a signed letter, on organization letterhead, stating they are exempt from this requirement.
    3. Bylaws: For an example of bylaws click on the appropriate link (Members/No Members) and an explanation of New York State synagogue bylaws here.
    4. Form 990: Religious corporations are not required to file IRS Form 990. In lieu of this form, applicants may upload a signed letter, on organization letterhead, stating they are exempt from filing a Form 990. When asked for the “Next due date”, state 1/1/2020.
    5. Audited Financial Statements/Reviews: Religious corporations that do not have a formal audit may upload your financial report from the previous fiscal year. It can be a review from an accountant or even a QuickBooks “Profit and Loss” and a “Balance Sheet” report showing income and expenses. It should be accompanied by a letter signed by the President, Secretary or Treasurer; stating that the Board of Directors/Trustees reviewed and approved the financial report.
    6. CHAR 410 and CHAR 500: Religious corporations must file the first page of CHAR 410(basically name, address and contact information) of the CHAR410 (Registration Statement for Charitable Organizations: form, instructions), along with the Schedule E (Request for Registration Exemption for Charitable Organizations).  On the Schedule E, fill out your name and EIN (you will not have your NY State registration number until this form is approved). Then, check off the box at the top of the page next to “Both EPTL and Article 7-A”; the box in Part I, number 5; and the box in Part II, number 5. Mail the completed first page of the CHAR 410, the Schedule E, a copy of your Certificate of Incorporation and the required fee and mail it to the address on the forms. Copy the first page of your CHAR410 and your Schedule E and upload them to the system. You will have to update this item when your submission is approved by the NY Attorney General.

    The Grants Gateway staff who review these submissions are aware that religious organizations are unique. While they would like to see organizations adopt all of the policies listed on this list of documents (they are, after all “best practice”), religious corporations must have the following required policies in place so that they can answer “yes” in the appropriate boxes in the Grants Gateway system:

    1. Staff Code of Conduct: All organizations should have a personnel manual. Here is an example of a template to help you put one together.
    2. Fiscal/Internal Controls Policy. A primary responsibility of a nonprofit’s board of directors is to ensure that the organization is accountable for its programs and finances to its contributors, members, the public and government regulators. Click here for the NY AG’s guidance and here for the National Council of Nonprofits’ We’re a small nonprofit. What internal controls do we need to have in place?
    3. Conflict of Interest Policy: New York State regarding its directors, officers and key employees and
    4. Whistleblower Policy: Nonprofit corporations or charitable trusts with 20 or more employees and an annual revenue in excess of $1,000,000 in the prior fiscal year must have a Whistleblower Policy. Click here for a sample.

    Your board of directors should approve the above policies (items 7-10).

    Download a copy of this help document here. Email any questions to security@jcrcny.org.