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pdfOFFICE OF LOCAL DEFENSE COMMUNITY COOPERATION
Grantee Guide (6.0)
Section B (Proposed Grants Tab)
PROPOSED GRANTS TAB LAYOUT
The Proposed Grants tab contains all grant applications that the grantee is working on or has
submitted to OLDCC. This is where any changes or additions will be made if the Project Manager
(PM) sends the application back during review.
For any new grant applications, the grantee must be invited by the PM to submit an application.
A grant is officially awarded when the Director approves a Grant Agreement, not an application.
It is possible for a community to turn down an award after it has been approved by the Director. If
the community’s Authorizing Official does not return a signed Grant Agreement, no money will be
obligated.
NOTE:
Community users are “applicants” until a grant is awarded, then they become “grantees.”
VERIFY ORGANIZATION PROFILE
Before completing the grant application, PDA’s should complete or verify their organization’s
profile by following the steps below.
1. Click the Letter icon located in the upper right-hand corner of the screen, then click
Organization Profile.
2. The organization page will appear.
3. The Main tab has two sections for organization data.
a. The top section contains basic location details.
i. Verify the organization’s address.
ii. Enter all nine digits of the zip code.
b. The bottom section, Administration, is where the EIN and UEI numbers can be found.
i. Verify the EIN Number, UEI Number, and Legal Name.
ii. These details must match what’s entered in System for Award Management (SAM https://www.sam.gov/portal/SAM/) or OLDCC will be unable to process the award.
4. The Contacts tab contains a list of all contacts currently assigned to the organization. This
tab cannot be edited by the applicant. If contacts are out of date, contact the OLDCC
Project Manager.
Section B - Proposed Grants Tab
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FILLING OUT AN APPLICATION
Once OLDCC has completed their review of a grant request and approved it, the PDA will receive
an invitation email to apply. The application will also show up under the Proposed Grants tab.
When the application appears, the PDA should follow the instructions on pages B-3 through B-28
to complete the new grant application.
1. All grants that have not been awarded will be under the Proposed Grants tab.
2. Click Open next to the grant to be edited.
a. The grant application will be in “Draft” status.
3. There are four tabs to complete before the grant application can be submitted to OLDCC for
review. The tabs are Application (SF 424), Application Narrative, Budget, and Assurances
and Certifications, all located under the Main tab.
Main Details
The basic application details will be on the top half of the Main tab.
1. Review each item and verify the information is correct.
2. Click Open next to Grant Preview to see a preview of the grant application.
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Section B - Proposed Grants Tab
Application (SF 424) Tab
The Application (SF 424) tab contains basic grant information.
1. Enter required information into the Application (SF 424) tab. Sections with a red asterisk are
the only ones required by the system, but some grants may need more sections completed.
2. The list on page B-5 contains further details on what information each section needs.
Hovering over section titles will also show additional information.
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Application Type
• Type of Submission
• Type of Application
• If Revision, select appropriate letter(s)
State Use Only
• Only enter information if it applies for this particular grant.
Applicant Information
• Catalog of Federal Domestic Assistance Number
• Proposed Start Date and Proposed End Date
• Funding Opportunity Number
• Funding Opportunity Title
• Competition Identification Number
• Competition Title
• Areas Affected by Project (Cities, Counties, States, Etc.)
• Descriptive Title of Applicant’s Project
• Type of Applicant
• Congressional District of Applicant
Grants can cross several districts.
Grantees can choose more than one district.
• Congressional District of the Program/Project
Estimated Funding
• Funding Amounts
At this point in the process, the totals do not have to match.
Enter funds requested from OLDCC in these fields: Federal, Applicant, State, Local,
Other, and Program Income.
Enter “0” for the dollar amount if the amount is unknown.
Click Save Draft for the system to add the total amount.
• Executive Order 12372
• Is the applicant delinquent on any Federal debt?
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Section B - Proposed Grants Tab
3. The following options will be available once the information is complete:
a. Save Draft to save and continue working later.
i. Once the application has been saved, it can only be deleted by a system
administrator.
b. Submit once the entire application is completed.
4. Click Save Draft and continue to the Application Narrative tab.
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Application Narrative Tab
The Application Narrative tab is where the applicant describes the proposed project that the
grant money will be used to fund and justifies the need for financial assistance. Also listed are key
personnel, contractor services they intend on procuring, and any sub recipients the grant may
require.
1. Enter required information into the Application Narrative tab. Sections with a red asterisk
are the only ones required by the system, but some grants may need more sections
completed.
2. The list on page B-8 contains further details on what information each section needs.
Hovering over section titles will also show additional information.
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Section B - Proposed Grants Tab
Adding or Removing Key Personnel
• Key Personnel are Community Contacts who are essential to the execution of the grant,
but don’t necessarily need access to the system. Grantees should discuss whether or not
to add Key Personnel with their Project Manager.
• Click the Add or Remove Key Personnel button to add personnel information.
When the dialog box opens, click on the X button to remove any personnel that are
no longer there or Save to preserve new entries.
• Once saved, Key Personnel will appear on the Application Narrative tab.
Adding Contractor Services
• Note whether or not contractor services will be required on the grant.
• A contract is for the purpose of obtaining goods and services for the non-Federal entity’s
own use and creates a procurement relationship with the contractor.
Adding Sub Recipients
• If Yes, a box will appear for details for sub award recipients.
• See 2 CFR § 200.1 for sub award and sub recipent definitions.
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FSRS:
If the applicant intends to have sub recipients, they will need to comply with additional
requirements for reporting the use of Federal funds. These can be found at the Federal
Funding Accountability and Transparency Act Sub-award Reporting System (FSRS) at the
following url: https://www.fsrs.gov.
Adding Grant Deliverables
• A grant deliverable is a work product that can be measured or tracked. At the end of the
grant, the grantee should be able to provide proof so OLDCC can verify the work was
completed in accordance with the Grant Agreement.
Deliverables can include expected work from contractors.
• Click the Add/Edit Deliverables button to add deliverables.
When the dialog box opens, click on the X button to remove any deliverables or Save
to preserve new entries.
Add the name, description, grant type, and estimated date for completion of the
deliverable.
• Once saved, Grant Deliverables will appear on the Application Narrative tab.
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Section B - Proposed Grants Tab
Adding Goals Related to OLDCC Mission
• Select the applicable goals from the provided list.
Application Narrative Text Boxes
• The Application Narrative section has seven text boxes for information entry. If no
information is available, write “N/A” or “TBD” as the system requires text input.
• Goals related to OLDCC mission
Enter the CAGE code here.
• Grant Introduction/Background
• Need for Assistance
Example sentence: “But for the OLDCC
program of assistance, the [applicants] do
not have the resources to carry out this
activity. The [applicants] do not have the
financial resources available to support
the ongoing unfunded requirements
generated by the DoD Program.”
• Grant Abstract
• Results or Benefits Expected
• Approach and Timeline
• Scope of Work/Work Program
Upload any necessary SOW documents.
• Attach any additional supporting documents.
3. The following options will be available once the information is complete:
a. Save Draft to save and continue working later.
b. Submit once the entire application is completed.
4. Click Save Draft and continue to the Budget tab.
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Budget Tab
The instructions below explain the process of completing a budget. The financial information for
the grant application will be entered into the Budget tab. The majority of the information will be
in the Budget Worksheet, which can be found by clicking the Open Budget Worksheet button.
Note that the system does not verify if the Budget totals match.
1. Enter required information into the Budget tab. Sections with a red asterisk are the only
ones required by the system, but some grants may need more sections completed.
2. The following list contains further details on what information each section needs.
Budget
• Complete the Budget Worksheet. See pages B-13 through B-28 for full details on
completing the worksheet (non-construction or construction) and the SF 424 (A or C).
Budget Justification Files
• Review the instructions for the Budget Justification.
• Use the upload area to attach the Budget Justification file.
• The Budget Justification should include, if applicable: %FTE for personnel, contractual
costs broken down by tasks, %LOE, breakout of travel expenses, etc.
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Section B - Proposed Grants Tab
Completing Indirect Cost Rate Section
• Basis for the Indirect Cost Rate
If the organization does not have an indirect cost rate or is not claiming indirect costs
for this grant, click the button for No Indirect Cost.
The indirect cost
rate percentage is
just for information
and tracking
purposes; it is not
used to calculate the
amount of indirect
cost in the Budget
Worksheet.
• Indirect Cost Rate
Percentage
If No Indirect Cost
was selected in the
previous section,
enter “0.” There
must be a number in order to submit later.
• Indirect Cost Rates (Upload)
If requesting indirect cost for the term of the award, upload a letter signed and dated
by the organization’s CFO. The letter should reflect usage of current indirect cost for
the term of the award.
Use the Upload button. The upload must be a single PDF document, the system will
reject Microsoft Word.
• Is the Indirect Cost Rate good for the life of the grant?
If the organization does not have an indirect cost rate, select N/A.
3. The following options will be available once the information is complete:
a. Save Draft to save and continue working later.
b. Submit once the entire application is completed.
4. Click Save Draft.
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Completing the Budget Worksheet
1. To open the budget activity, click on the Open Budget button.
2. The notification below will appear. Click OK to move to the budget page, which will appear in
a new window.
3. The main Budget page below will appear.
4. Click the blue Instructions button and review the provided instructions thoroughly before
completing the budget.
a. The instructions pop-up window will also include Budget Justification details, see page
B-11.
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Section B - Proposed Grants Tab
5. Click Enter Budget under Budget Worksheet to open the worksheet in a separate pop-up
window and enter the required information.
a. Work with the assigned OLDCC Project Manager to address any additional questions.
b. Non-construction grants and construction grants will have different fields to complete
on the Budget Worksheet.
i. Non-construction grant instructions begin on page B-15.
ii. Construction grant instructions begin on page B-20.
6. Click Open the 424A (Or C) at the bottom of the page to open the form in a separate pop-up
window and enter the required information.
a. Non-construction grants and construction grants have a different SF 424.
i. SF 424A form instructions begin on page B-22.
ii. SF 424C form instructions begin on page B-26.
7. Once the two forms above are completed, click Save Draft and continue to the Assurance
and Certifications tab.
NOTE:
As long as the status of the grant application is “Draft,” the numbers in the Budget
Worksheet can be edited by clicking Enter Budget.
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Budget Worksheet for Non-Construction Grants
The Budget Worksheet for non-construction grants maps to the object class categories (Travel,
Supplies, Contractual, etc.) of the SF 424A.
1. Open the worksheet by following the instructions under Complete the Budget on page B-13.
2. Enter the required information in each section.
a. To add a new row, click the Add Row (+) button under the categories that can have
multiple entries.
b. To delete a line item, click the Remove Row (x) button to the right.
3. Salary and Fringe
a. Salary and Fringe does not have built in calculations. Enter the exact number into the
appropriate column.
b. In the Position column, enter the individual’s title.
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Section B - Proposed Grants Tab
NOTE:
For IR, BRAC, and Core Programs, grantee share must be equal or greater to 10% of the
Federal share plus grantee share.
For PSMI and DMSCP, grantee share must be equal or greater to 20% of the Federal share
plus grantee share.
For DCIP, grantee share must be equal or greater to 30% of the Federal share plus grantee
share.
4. Total Salaries + Fringe Benefits
a. This section will automatically populate with the amounts entered above in the Salary
and Fringe section.
5. Travel
a. Enter the amount of funding being requested from OLDCC and the amount the grantee
will be paying.
6. Equipment
a. Equipment is $5,000 or more. Note that this number will be changing in FY 2025.
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7. Supplies
a. Supplies are $5,000 or less. Note that this number will be changing in FY 2025.
8. Other
a. Other can be used for sub-award costs, procurement fees, subscriptions, memberships,
outreach, periodicals, etc.
9. SUBTOTAL OPERATIONS
a. This section will automatically populate with the amounts entered above in the Salary
and Fringe, Travel, Equipment, Supplies, and Other sections.
10. Contractual
a. Enter procurement costs here.
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Section B - Proposed Grants Tab
11. Total Direct Costs
a. This section will automatically populate with the amounts from the SUBTOTAL
OPERATIONS section with the Contractual section.
12. Indirect Costs
13. Grand Total
a. This section will automatically populate with the amounts from the Total Direct Costs
section with the Indirect Costs section.
14. Click Save once completed, then close the window to return to the Budget page.
WARNING:
THE CLEAR BUTTON WILL DELETE ALL LINES, EVEN IF THEY WERE PREVIOUSLY
SAVED. Click Clear then Yes on the pop-up ONLY if the sheet should be cleared.
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15. The information that was entered on the pop-up Budget Worksheet can now be
found on the main budget window in the portal.
a. The system does not verify if the totals match.
16. Click Return to Application when the Budget is complete.
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Section B - Proposed Grants Tab
Budget Worksheet for Construction Grants
The Budget Worksheet for construction grants allows applicants to break down construction
costs.
1. Open the worksheet by following the instructions under Complete the Budget on page B-13.
2. Enter the required information in each section.
a. To add a new row, click the Add Row (+) button under the categories that can have
multiple entries.
b. To delete a line item, click the Remove Row (x) button to the right.
3. Construction
a. Construction costs must be itemized and entered individually.
4. Total Direct Costs
a. The totals will calculate automatically based on what is entered in the OLDCC Funds and
Non-Federal Funds columns under Construction.
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5. Grand Total
a. The totals will calculate automatically based on what is entered in the OLDCC Funds and
Non-Federal Funds columns under Construction.
6. Click Save once completed, then close the window to return to the Budget page.
WARNING:
THE CLEAR BUTTON WILL DELETE ALL LINES, EVEN IF THEY WERE PREVIOUSLY
SAVED. Click Clear then Yes on the pop-up ONLY if the sheet should be cleared.
7. The information that was entered on the pop-up Budget Worksheet can now be found on
the main budget window in the portal.
8. Click Return to Application when the Budget is complete.
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Section B - Proposed Grants Tab
Filling out the SF 424A
Follow the instructions on the form and the advice from the assigned OLDCC Project Manager
to complete each section of the SF 424A. Enter potential funding that might be utilized for this
project, such as state or local sources.
1. On the main Budget page under SF 424A, click Open the SF 424A to bring up the SF 424A
worksheet in a separate window.
2. The SF 424A will open in a separate pop-up window.
a. Enter the required information in each section.
3. Section A - Budget Summary
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4. Section B - Budget Categories
a. This section is updated automatically with information from the Budget Worksheet.
5. Section C - Non-Federal Resources
6. Section D - Forecasted Cash Needs
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7. Section E - Budget Estimates of Federal Funds Needed for Balance of the Project
8. Section F - Other Budget Information
9. Click Save once completed, then close the window to return to the Budget page.
WARNING:
THE CLEAR BUTTON WILL DELETE ALL LINES, EVEN IF THEY WERE PREVIOUSLY
SAVED. Click Clear then Yes on the pop-up ONLY if the sheet should be cleared.
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10. The information that was entered on the pop-up SF 424A can now be found on the main
budget window in the portal.
11. Click Return to Application when the Budget is complete.
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Section B - Proposed Grants Tab
Filling out the SF 424C
Follow the instructions on the form and the advice from the assigned OLDCC Project Manager
to complete each section of the SF 424C. Enter potential funding that might be utilized for this
project, such as state or local sources.
1. On the main Budget page under SF 424C, click Open the SF 424C to bring up the SF 424C
worksheet in a separate window.
2. The SF 424C will open in a separate pop-up window.
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3. Enter the required information in each section.
a. The Total Allowable Costs column will automatically add the entered numbers.
4. Click Save once completed, then close the window to return to the Budget page.
WARNING:
THE CLEAR BUTTON WILL DELETE ALL LINES, EVEN IF THEY WERE PREVIOUSLY
SAVED. Click Clear then Yes on the pop-up ONLY if the sheet should be cleared.
5. The information that was entered on the pop-up SF 424C can now be found on the main
budget window in the portal.
6. Click Return to Application when the Budget is complete.
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Section B - Proposed Grants Tab
Assurance and Certifications Tab
The final tab of the grant application is Assurance and Certifications. The top of the section will
contain detailed instructions on what forms are required.
1. Upload required information into the Assurances and Certifications tab.
a. The SF-LLL Form is required for all grants. Some grants may need additional forms
completed.
2. Download the SF LLL form by clicking here in the instructions.
a. The form will open in a new browser window. Complete the form and upload it using the
Upload SF LLL button.
3. Review the certification at the bottom and click “I Agree.”
4. The following options will be available once the information is complete:
a. Save Draft to save and continue working later.
b. Submit once the entire application is completed.
5. Click Save Draft.
Section B - Proposed Grants Tab
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SUBMITTING AN APPLICATION TO OLDCC
Once an applicant has verified that all required documents have been uploaded and the Budget
Worksheet is correct, the application can be submitted to the assigned Project Manager at
OLDCC.
1. Click Submit on the bottom of the grant application screen.
2. This pop-up will appear after clicking Submit, alerting the applicant that the application will
be submitted to OLDCC and will be locked for editing.
a. Click OK.
3. The alert below will appear if there are any incomplete sections. The missing sections must
be fixed before the application can be submitted to OLDCC.
a. Click OK.
NOTE:
Notify the Project Manager if the Authorizing Official listed on the application is not the
correct, most up-to-date person who will sign the Grant Agreement. If the listed AO is
incorrect, it may delay the Grant Agreement signature process.
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Section B - Proposed Grants Tab
4. Once any errors have been fixed and the application sent, the notification below will appear.
5. The application’s status will change from “Draft” to “Submitted.”
6. The applicant will receive an email confirming submission of the application.
NOTE:
Please coordinate the application’s submission with the assigned OLDCC Project Manager.
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OLDCC REVIEW OF APPLICATION
After the application has been submitted to OLDCC, it must undergo review by the Project
Manager (PM), Grants Management Specialist (GMS), and Program Activity Lead (PAL). This is to
ensure that the grant application has been reviewed thoroughly by both program and compliance
personnel before it is reviewed by the Director at a TRC (Technical Review Committee). Some
applications might not make it to the TRC step.
Revisions Required
During the TRC, OLDCC might determine that modifications need to be made to the grant
application before it can be awarded. Follow the steps below to respond to a revision, if necessary.
1. Click Open next to the correct grant application under Proposed Grants.
a. The status will be “Revisions Required.”
2. Open the application and review the new Staff Comments. This will explain what needs to
be corrected, removed, or revised.
3. Make changes to the grant based on Staff Comments.
4. The PDA will have the following options:
a. Save Draft to save any changes made and continue working later.
b. Submit Revision once updates are completed.
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5. Click Submit Revision.
6. Once submitted, the notification below will appear.
7. The application’s status will change from “Revisions Required” to “Revision Submitted.”
NOTE:
Please work closely with the assigned OLDCC Project Manager on any revisions. Note
that some PMs will ask for any required edits prior to the submission steps on page B-29, so
Staff Comments will not be necessary.
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SUBMITTING FOR FINAL SIGNATURE
Primary Delegated Authority Signature
Once OLDCC has finished reviewing the application (either the original or the revised version), the
grant application will be routed back to the Primary Delegated Authority for signature.
1. Click Open next to the correct grant application under Proposed Grants.
a. The status will be “Final Signature Required - PDA.”
2. Navigate to the new Final Signature tab.
3. Enter name and date to digitally “sign” the application.
4. The PDA will have two options at this point:
a. Save Draft to save any changes made and continue working later.
b. Sign and Submit to AO to provide final signature and complete the application.
5. Click Sign and Submit to AO. The notification below will appear when the signature has
been successfully submitted.
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Section B - Proposed Grants Tab
Authorizing Official Signature
Once the PDA signs and submits the application, it will be routed to the Authorizing Official.
1. Click Open next to the correct grant application under Proposed Grants.
a. The status will be “Final Signature Required - AO.”
2. Click on the new Final Signature tab.
3. Enter name and date.
4. The AO is also required to complete acknowledgments under the Assurances and
Certifications tab.
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5. The AO will have the following options:
a. Save Draft to save any changes made and continue working later.
b. Submit Final Signature to provide final signature and complete the application.
c. Revisions Required for any additional information, questions, or revisions. The status
will be “Revisions Required.”
6. Click Submit Final Signature. The confirmation below will appear when the signature has
been successfully submitted.
OLDCC Review
OLDCC will be notified once the final signatures have been submitted. The application’s status will
change to “Grant Agreement in Process” and OLDCC will then prepare the Grant Agreement.
See Section D (Grant Agreements and Closeouts) for more details.
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| File Type | application/pdf |
| File Modified | 2025-09-03 |
| File Created | 2024-05-23 |