To apply for grants, organizations must register with the Grants Gateway. Once an organization has registered, its users can login and review existing grant applications or start a new application from the Grants Gateway Home page. Grant applications cannot be initiated from the Grant Opportunity Portal.
Reminder: Nonprofit organizations must Prequalify to do business with New York State agencies before they can compete for State grants. Grant proposals received from nonprofit applicants that are not Prequalified in the Grants Gateway at the application due date and time will not be evaluated. Such proposals will be disqualified from further consideration.
Start and Find an Application
Start an Application
- Log in to the Grants Gateway with an appropriate role.
- NOTE: Only users in the role of Grantee, Grantee Contract Signatory, or Grantee System Administrator can start an application. If you do not have an account with one of these roles you will need to have one created by your organization's Grantee Delegated Administrator.
- On the Grants Gateway home page, click the View Opportunities button.
- Use the search fields to locate an opportunity. Search by State agency name or enter key words in the "Grant Opportunity Name" field.
- Click the Search button.
- Click the Grant Opportunity link in the search results to view the profile.
- Click the Apply for Grant Opportunity button to initiate an application.
Find an Application
Click the Applications link to use the search feature and locate your organization's existing applications.
Enter Application Details
The requirements of individual grant opportunities vary by State agency and program. Detailed instructions will be available in the Request for Proposals (RFP) or alternative solicitation document.
- Access the Application using the Application Search.
- Click the Forms Menu link.
- Complete the Project Site Address and Program Specific Questions forms. These forms are required for all grant applications.
- Complete the Budget and Workplan forms as directed by the State agency. These forms are required for most grant applications.
- Upload additionally required materials to the Pre-submission Uploads and/or Grantee Document Folder as directed by the State agency.
- As changes are made, be sure to click the Save button on each page.
- Click the Check Global Errors button to make certain your application is without errors.
- Use the Print Application feature to preview the application.
Submit an Application
All grant applications must be submitted to the State by the advertised due date and time. Applicants are strongly encouraged to submit 24 or 48 hours “early” to ensure successful submission.
- Log in to the Grants Gateway as either a Grantee Contract Signatory or a Grantee System Administrator. Users not logged in with one of these roles, will NOT be able to submit the application.
- Access the Application using the Application Search.
- Review the application and conduct a Global Error Check at this point. Any identified errors must be resolved before the application can be successfully submitted.
- Click on Status Changes and apply the status of Application Submitted. Users that do not see this option are either not logged in under a correct role or the application deadline has passed.
- Read the Agreement and click I Agree. The Grants Gateway will send an email confirming successful submission.
- Preparation: Before beginning a grant application, read the RFP in its entirety and take notes. If a checklist does not exist within an application, it may be wise to create one for yourself.
- Timeliness: Start the application process as early as possible. Plan to complete and submit proposals before the due date and time. Usually, submitting early does not improve the likelihood of receiving an award, but it will ensure that users are not rushing at the last minute, which can result in errors or missing the deadline entirely. Keep in mind that some items, like letters of support, may take time to obtain.
- Completeness: Review an application before it is submitted to verify that all required questions have been answered and all required documents are attached. Concise, specific, and easy to understand responses are encouraged.
- User Role: Check that the user is logged into the Grants Gateway as either a Grantee System Administrator or a Grantee Contract Signatory. Only users logged in as one of these roles will be able to submit an application. To check user roles, click on the details link near the top of the page.
- Information about the Grant Opportunity: Take advantage of State agency information sessions. For a grant opportunity, State agencies may hold a Bidder’s conference to familiarize potential applicants with the type of program the agency is seeking to fund and the application process. Sometimes there is a formal question and answer period, during which potential applicants can submit questions in writing and State agencies compile all questions along with an official response for release to the public.
- Utilize Grants Gateway Features: The Grants Gateway has a number of features that help users navigate the application process. For example, the system will alert the user to technical issues within their application by displaying error messages, such as incomplete required answers. Another feature will alert users if any required match (if required in the RFP) does not reach the required threshold.
- Attend a Grants Gateway training: The Grants Gateway provides training opportunities and live support to ensure users understand the system and can access the help they need.
- See Vendor User Guide below for complete directions on how to apply for a grant.
Vendor User Manual
The Vendor User Manual is a comprehensive guide for Grants Gateway users.