Contracting Resources

Moving from grant award to executed contract

Phase 2: Complete a grant contract

  • Connect with your Public Safety Grants Representative
  • Complete your budget worksheet
  • Complete required documentation
  • Submit contract for review

Overview

Organizations selected for funding administered by DCJS will be contacted by a Public Safety Grants Representative assigned to the grant. This will be your primary point of contact throughout the process.

Below is step-by-step guidance on the information your agency must provide before you submit your contract materials for review. To execute your contract and be able to voucher for your grant funding, it will be important to follow the steps below.

Prequalification

To receive funds from any New York state agency, your organization must be prequalified to ensure fiscal responsibility with public funds. 

You’ll find information on how to submit your prequalification application online here: 

Get Prequalified

Budget Documentation

Please find instructions for submitting your budget justifications and narratives below. Choose between SFS and GMS to match the grant platform you are using.
Statewide Financial System (SFS) 

Note that unlike Grants Gateway and GMS, SFS will not support any text in the justification/narrative boxes.  Please leave these boxes blank as any information will be deleted during your contract review. 


A temporary workaround is to complete the SFS Budget Worksheet found below. 


This spreadsheet should reflect your SFS budget word for word. Please use this worksheet to match your budget as this is where to add justifications and narratives. An SFS Budget Guide is linked below. Please upload this required worksheet in Excel format.
 

Required documentation prior to submitting: 

  • Verify appropriate Role Mapping in SFS will allow you to view contracts, enter budgets, sign, complete progress reports, applying for new funding.
  • Enter/Review your budget.  Justifications and Narratives left blank.
    • Refer to page 136 of the User Manual for guidance.
  • Complete the SFS Budget Worksheet (linked below)
    • For Personnel Services: Please consolidate duplicate titles onto one line item. A title should be on its own line, even if percentages of time for the individuals are different and salaries are different.
Grants Management System (GMS)

Budget tab 
 

Enter a budget that adds up to your award amount.
 

**For the Personnel category, complete each line item with position title. Please consolidate duplicate titles onto one line item. A title should be on its own line, even if percentages of time for the individuals are different and salaries are different. In the justification section for each funded staff position, indicate the annual salary (or hourly rate of pay), number of hours in a standard work week, percentage of time devoted to grant activities for each line item, and duties of the position.
 

Also, enter a justification for any other categories included in your budget.
 

Work Plan tab
 

The work plan is what you will have to report on quarterly. The work plan should reflect only activities funded or partially funded by this grant. Please follow the Workplan guidance below.

  • Goal: a broad statement of what the program intends to achieve.
  • Objective: a specific, measurable statement of the desired immediate direct outcomes of the program which support accomplishment of the goal.
  • Tasks: the activities or tasks that will be performed by project staff to achieve the desired outcomes
  • Performance Measures: the data that will be collected to determine if the desired outcome(s) has been achieved; the expected end results of the project, ideally expressed in results-based terms.

Required Attachments

Please complete and include these required documents as part of your contract submission.

All forms can be found below.

Federal Special Conditions

Some federal funding streams require special conditions. If your contract requires this, you can find your Federal Special Conditions attachment here:Federal Special Conditions

Minority and Women's Business Enterprise

Grantees receiving awards more than $25,000 must submit a Local Assistance MWBE Subcontractor/Supplier Utilization Proposal Form (DCJS-3301) and Local Assistance MWBE NPS Discretionary Budget Determination Worksheet (DCJS-3309). The DCJS-3309 should mirror your budget.  

Upload completed MWBE forms in their original Excel form. Do not convert to PDF.  Please upload these documents BEFORE submitting your contract in order avoid processing delays.

For awards greater than $250,000, applicants must also submit an MWBE Equal Employment Opportunity Staffing Plan (DCJS-3300).

On the bottom of the MWBE 3309 form please “check” off the “I certify that to the best of my knowledge” part.

These forms must be completed even if you have $0.00 discretionary dollars in your budget.  

Sexual Harassment Prevention Certificate

DCJS has this requirement for all grantees receiving funds from DCJS. Grantees must provide certification that they have implemented a written policy addressing sexual harassment prevention in the workplace and that they provide annual sexual harassment prevention training to all of its employees. Please upload this document BEFORE submitting your contract in order avoid processing delays.

Proof of Workers' Compensation and Disability Insurance

Required for all not-for-profit entities.

Please upload these documents BEFORE submitting your contract in order avoid processing delays.

Both documents must list New York State Division of Criminal Justice Services (DCJS) as the certificate holder and the coverage period shall be current. 

NYS Division of Criminal Justice Services
80 South Swan Street
Albany NY 12210  

If exempt from Workers Compensation and/or Disability Insurance Coverage requirements, you must provide a CE-200 Certificate of Attestation or Exemption, available on the Workers’ Compensation Board website.

Download Required Forms

  • Sexual Harassment Prevention Certification

    All grantees must provide certification that they have implemented a written policy addressing sexual harassment prevention in the workplace and that they provide annual sexual harassment prevention training to all of its employees.

    Download

  • SFS Budget Worksheet

    This spreadsheet should reflect your SFS budget word for word. Please use this worksheet to match your budget as this is where to add justifications and narratives. Please upload this required worksheet in Excel format.

    Download

Resources

Access these documents to help you navigate grant management processes.

  • SFS Grantee User Manual

    This Handbook provides the knowledge and skills to support grants management activities using the Statewide Financial System (SFS) Public Portal and the SFS Vendor Portal.

    Download