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.
  • Religious organizations.
    • If you are a religious corporation you need to file the first page of the CHAR410 along with the Schedule E. With that, you’re exempt from submitting the IRS Form 990, IRS Recognition Letter, certified audit, etc., depending on your fundraising practices (see Schedule E).
    • Alternative submissions.
      • IRS Recognition Letter. Religious organizations that do not have this form can upload a signed letter, on letterhead, stating they are exempt from this requirement. When asked for the “Next due date”, state 1/1/2020.
      • IRS Form 990. Religious organizations that do not have this form can upload a signed letter, on letterhead, stating they are exempt from this requirement. When asked for the “Next due date”, state 1/1/2020.
      • Certified audit. Religious organizations that do not have this form can upload a recent (your last fiscal year is fine) financial report (either from an accountant or even a QuickBooks Profit and Loss Report) along with a letter signed by the President, Secretary or Treasurer; stating that the Board of Directors reviewed and approved the financial report.
      • The Grants Gateway staff who review these submissions are aware that religious organizations are unique. While they would like to see organizations adopt all the listed policies (they are, after all “best practice”), the required policies are a Staff Code of Conduct, Fiscal/Internal Controls Policy, Conflict of Interest Policy regarding its directors, officers and key employees and a Whistleblower policy for organizations with operating budgets over $1 million and have over 20 employees.
  • After submitting all of your documents and answering the appropriate questions, click the “Submit Document Vault” link located below the Required Documents section to submit everything for review. Once submitted the status of the Document Vault will change to “In Review”.
  • If your Prequalification reviewer has questions or requests changes you will receive email notification from the Gateway system. If your vault is sent back for modifications follow the procedures outlined in the Vendor Prequalification Manual.
  • Once your Prequalification Application has been approved, you will receive a Gateway notification that you are now prequalified to do business with New York State.
  • After you are notified that your Gateway submission has been “approved/prequalified”, open your Grants Gateway account and click on “Status History”. A copy of this page must be uploaded into the E-Grants system along with your other documents.Be aware that the CSS for these layouts is heavily commented.