Managing a Grant Award

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. 

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 subgrantees 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 subgrantee.  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 subgrantees 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 guide below.

For more information on Creating a Grant File please see guide below.

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

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.

If direct deposit is not currently established with the State of Kansas, or if the subgrantee 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.

Subgrantees 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 subgrantee 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 subgrantee to receive funds immediately;
5. The subgrantee’s reserve amount and why the reserve cannot be used temporarily;
6. What efforts the subgrantee is making to build up a sufficient reserve.

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