GA Governors Office of Highway Safety Every Life Counts Strive for - - PowerPoint PPT Presentation

GA Governor’s Office of Highway Safety

“Every Life Counts – Strive for Zero Deaths and Injuries on Georgia Roads.”

Revised October 2019

Grants Management System

Partner with Criminal Justice Coordinating Council

FFY 2020 Agency Grant Training

Grantee User Types

• Authorized Official

– Generally the highest elected official

• Agency Administrator

– Grantee Main Contact

• Agency Staff

– Financial Contact

• Agency Viewer

eGOHS

• 1. Home Page
• 2. System Login
• 3. GOHS Calendar
• 4. GOHS website
• 5. NHTSA website
• 6. Username and

Password reset

https://georgia.intelligrants.com

eGOHS

• 1. Username and

Password Reset

• 2. Enter username

and email or

• 3. Click “forgot

password” if applies.

• 4. Click Reset my

password

• 5. Email sent

automatically

eGOHS

• 1. Forgot

Username

• 2. Complete and

eGOHS will email your username

eGOHS

• 1. GOHS

Calendar

• 1. Login to

eGOHS

eGOHS

Home Page

• 1. Training

Materials

Home Page

• 1. Click on

Grantee Training Manual

Home Page

• 1. Will open a

new window and the PDF version of the Manual will be available

• 2. It is a “living

document”

Organization Members

• 1. Return to the

Home Page

• 2. Click on

Organization to verify members, addresses, and documents

Organization

• 1. Update as

needed. Please note: Additional Addresses

• 2. Save
• 3. Click on

Organization Members

Organization

• 1. Add Members
• 2. An Organization

can only have ONE Authorized Official

Organization

• 1. Search for a

person by last name

• 2. If that person

isn’t listed then click New Member

Organization

• 1. Adding new

members

• 2. Complete the

information requested

• 3. Click Save & Add

to Organization

• 4. Adds them to the
• rganization only
• 5. Before any

changes can be made to the Signature Page, a person must be added to the

• rganization

Organization

• 1. To add them to

the document- Click Organization Documents

• 2. Then click on

the grant number

Organization

• 1. Hover over

Management Tools

Organization

• 1. Select Add/

Edit People

Organization

• 1. From this menu,

you can activate

• r inactivate

people on the grant.

• 2. If you change

the Authorized Official, Agency Administrator,

• r Agency Staff-

You must change it on the signature page.

• 3. SAVE

Signature Page

• Authorized Official, Agency Administrator,

and Agency Staff (financial contact) are all listed on the Signature Page

• Any changes to this page must go

through the amendment process

Monthly Progress Report

Grant Award Period: October 1, XXXX – September 30, XXXX

• 1. Home Page
• 2. My Inbox

– System Notifications

• 3. My Tasks

– Grant information

• 4. Click on

Application/ Grants Tab

Progress Report

1. Applications/ Grants Tab 2. Clear search fields 3. Click Search

Progress Report

1. All Agency grants will populate 2. Click on the grant you will be working on

Progress Report

Progress Report

• 1. Application

Menu and/or Grant Menu

• 2. Related

Documents and Messages

Progress Report

• 1. Progress

Report- October 2019

• 2. Initiate

Progress Report

Progress Report

• 1. Document

Information vs. Parent Information.

• 2. Modification

notes- if a report needs modifications- GOHS will make comments

• 3. Click on

Monthly Activity

Progress Report

• 1. Notice that you

will have to verify the contact

• personnel. If

accurate, select yes.

• 2. Will your claim

include personnel services (includes enforcement hours)?

• 3. Yes or No
• 4. SAVE

Progress Report

1. If yes, personnel information will

• pen.

2. Total Project Work Hours. 3. Agency Personnel/ Project Personnel - enter zero (0) – no longer applies to enforcement hour projects. 4. Grantee should list each employee who had enforcement hours during the

• month. Should be

the same as the claim. 5. SAVE

Progress Report

1. Hover over the Forms Menu and select Narrative. 2. Narrative section should be completed each month. 3. If YES is clicked then a text box will

• pen.

4. Complete each section with detailed information. 5. This section helps JUSTIFY your grant. 6. SAVE 7. Move to next section by hovering

• ver Forms Menu

Progress Report

1. Enforcement Data is for Law Enforcement only. 2. Should only include written citations and written warnings 3. Complete as follows: – HEAT- Only enforcement hours activity – TEN- Host Agency – Educational or Equipment- Agency totals 4. Network Participation 5. Click SAVE 6. Move to the Milestone Report

Progress Report

• 1. Milestone Report

will populate with your activities.

• 2. Complete based

upon the current month activity.

• 3. LE- Written

Citations, Written Warnings, and Verbal Warnings should be included.

• 4. Click Save
• 5. Move to the next

section.

Progress Report

• 1. Statistical

Summary

• 2. Complete

Adults, Youth, and Children reached= Will populate total

• 3. PI & E
• 4. Safety Seats
• 5. Trainings

Conducted

• 6. Exhibits
• 7. SAVE

Progress Report

1. Document Attachment 2. Title document appropriately (no special characters) 3. Locate the document(s) to be attached by clicking Browse 4. Be sure to include photos, newspaper articles, grant announcements, brochures, etc. 5. SAVE 6. Make sure all report forms are completed

1. .

Documentation Attachment

Documentation that you would like to show GOHS in relation to your grant activities should be uploaded here. Be specific when titling the document Examples Include: Grant Announcements, Meeting agendas, meeting sign-in sheets, job descriptions, newspaper articles, photos, etc Grant Announcement shall be included here within the first three reporting periods

Progress Report

• 1. Hover over

Status Changes

• 2. Click on

Progress Report Submitted Apply Status

Progress Report

• 1. Agree that you

are ready to submit the report.

• 2. Click “I

Agree.”

Progress Report

• 1. Progress

Report has been submitted

Progress Reports

• Narrative should be specific and thorough

– Tell us what you are doing to fix your “problem.”

• Statistical Summary Report

– Education events, exhibits, media events

• Enforcement Data - Law Enforcement only

– Written Citations AND Written Warnings

• Milestone Chart – Matches your Objectives!

– All grantees must complete – Law Enforcement- Written Citations, Written Warnings, AND Verbal Warnings

Modifications

Modifications Required

• 1. If any of your

reports, claims, travel, or amendments are returned for modifications

• 2. Please note the

Modification form

• 3. Click on the

note

Modifications Required

• 1. You will see the

comment from the planner in the Modification Note section.

• 2. To make your
• wn comment,

type in the note section then click SAVE

• 3. Return to the

Document number

Claims Submission Process

• 1. Home Page
• 2. Click on

Application/ Grants Tab

Claim

1. Applications / Grants Tab 2. Clear search fields 3. Click Search

Claim

1. Agency grants will populate 2. Click on the grant you will be working on

1. Agency grants will populate 2. Click on the grant you will be working on

Claim

Claim

• 1. Hover over

Related Documents and Messages

• 2. Select the

appropriate Claim Payment to initiate/work

• n

Claims

• 1. Claims Menu
• 2. Click on

Expense Detail.

Claims

• 1. If there are

expenses, use the Budget Category drop down box.

• 1. Expense Detail
• 2. After choosing

the Budget Category, select the appropriate Description from the drop down box.

Claims

Claims

• 1. Expense Detail
• 2. Invoice Date must

be within the month or prior months

• 3. Can not be dated

after claim.

• 4. All invoices must

be dated within the grant period.

• 5. Claim amount can

not be more than the budget amount OR the invoice amount.

• 6. SAVE

Claims

• 1. Notice the

budget totals under budget category and description decreased the amount of the claim.

• 2. SAVE
• 3. To ADD

additional expenses, click ADD.

Claims

• 1. Complete

Expense Detail in the same fashion as before

• 2. Click SAVE
• 3. ADD if

needed.

Claims

• 1. If a claim

includes Equipment, Computer, or Motor Vehicle - an additional step will be added

• 2. Intoxilyzer

9000? Yes or No

• 3. Purchases

$5000 or more

• 4. Answer then

save again

Claims

• 1. To view items
• n the claim

use the drop down box and click GO.

• 2. Remember to

use the SAVE button

• 3. Hover over

Forms Menu and click on Expense Summary

Claims

• 1. Expense

Summary

• 2. Mandatory

Fields:

– Final Claim – Payment Method

• 3. Comments to

Review Team?

• 4. SAVE
• 5. Scroll Down

Claims

• 1. Electronic

Payment is preferred

• 2. If electronic is

chosen, you must verify there have been no changes in the banking information.

• 3. Click SAVE

Claims

• 1. Electronic

Payment is preferred

• 2. If mail is

chosen, you must select a Remit to Address.

• 3. See slide 13 if

you need to add additional addresses

• 4. Click SAVE

Claims

• 1. Budget Total
• 2. Previous

Expenses

• 3. Current

Expenses

• 4. Pending Budget

Balance

• 5. Award Amount
• vs. Local Match
• 6. SAVE
• 7. Hover over

Forms Menu and select Document Attachment

Claims

• 1. Document

Attachment

• 2. Title document

appropriately

• 3. Examples could

include:

– Payroll ledgers – Invoices – 202 Form (1 for each qualified

• fficer)

– Fuel receipts – Hotel receipts – Spreadsheets

• 4. SAVE
• 5. Select Next

Claims

• 1. Form-

Purchases $5000 or more

• 2. If not a single

item purchase

• f $5000 or

more, click the box and save

• 3. If this does

apply then complete the form and certify

• 4. SAVE

Claims

• 1. Return to

Document Information Number

Claim

• 1. Hover over

Status Changes

• 2. Click Apply

Status

Claim

• 1. Claim/

Payment Request Menu

• 2. Agree
• 3. Click “I Agree”

To check reimbursement status go to: http://sao.georgia.gov/vendor-payment-management

Payment Verification

Claims Submission Process Zero Claim

Zero Claim

1. Click Applications/ Grants Tab 2. Click Clear and enter search criteria, if necessary 3. Select Search

Zero Claim

• 1. Hover over

Related Documents and Messages

• 2. Select the

appropriate Claim Payment to initiate/work

• n

Zero Claim

• 1. Claims Menu
• 2. Click on

Expense Detail.

Zero Claim

• 1. Expense Detail
• 2. ZERO Claim-If

there are no expenses this month, click the check box.

• 3. SAVE
• 4. Click Document

Information number or hover over Forms Menu and select expense summary

Zero Claim

• 1. Expense

Summary

• 2. Final Claim:

Check NO

• 3. Payment

Method: Electronic or Mail

• 4. Bank Account

Info Changes: Yes or No

• 5. SAVE

Zero Claim

• 1. Hover over

Status Changes

• 2. Click Apply

Status under Claim Submitted

Zero Claim

• 1. Claim/Payment

Request Menu

• 2. Agree
• 3. Click “I Agree”

Once GOHS has approved your claim, you will receive an automatically generated email indicating this. DO NOT create multiple claims at the same time. Please remember you can not have more than one claim submitted at a time. *Prorated months*

Claims Summary

• Invoice Dates
• Receipts
• Form 202 – Enforcement Hours
• Travel

– Hotel receipts, per diem, tax exempt form, early registration, agenda, meals provided

• Claims are batched on the 15th and 30th of each month

Travel Authorization Form (Required for Out of State Travel)

Travel

1. Click Applications/ Grants Tab 2. Click Clear and enter search criteria, if necessary 3. Select Search

Travel

• 1. Travel

Authorization Forms should be completed for each person traveling

• 2. Hover over

Related Documents and Messages

• 3. Select Initiate a

Travel Authorization Request

Travel

• 1. Click on

Travel Request Form

Travel

• 1. Travel

Request Form is now available

• 2. Complete one

for each person traveling.

Travel

• 1. Type of training
• 2. Description-

attach brochure, PDF,

• etc. if needed
• 3. Closest

Location?

• 4. Justification-

attach additional documentation if needed

• 5. Title

documentation appropriately

Attachments for Travel Requests

• Justification- attach additional information if

needed

• Hotel, Per Diem, Flight estimate, Mileage

estimate

• Conference/ Training agenda
• Rental vehicle Cost Comparison (state

agencies)

Travel

• 1. Complete

proposed budget

• 2. Certify that the

information is correct by clicking the box at the bottom.

• 3. Click SAVE

Travel

• 1. After saving,

the person’s name that completed the form will populate along with the date.

Travel

• 1. Scroll to the top of

the page

• 2. Hover over Status

Changes

• 3. Options: a.)

Travel Request Submitted- Submit the request to GOHS or b.) Travel Request Cancelled- cancel the request

Travel

• 1. If you select

Travel Request Submitted you will see the Agreement screen.

• 2. Click “I Agree”

Travel

• 1. Travel Request

has been submitted to GOHS for review.

• 2. DO NOT make

travel plans until you receive GOHS approval.

Travel Requirements

• Travel Authorization Form-

– Out of State- must obtain pre-approval – In state- contact Planner

• Hotel receipts, per diem, tax exempt form, early

registration, meals provided

• Per Diem is based on your agency travel

requirements (policy is required) or state travel if no policy is available

• GOHS will not reimburse for meals provided at a

meeting or conference

• GOHS reserves the right to deny payment for

excessive spending

Travel Approval

• An automated email will be sent once the travel is

approved by GOHS staff

• Login to verify the approved amounts in the budget
• Maintain the following for claims:

– Agenda – Rental agreements/ invoices – “Maps” if mileage is claimed – Flight receipts – Fuel receipts – Hotel/ Parking receipts – Registration confirmations – Any other expenses

Grant Amendment Submission Process

• 1. Home Page
• 2. Click on

Application/ Grants Tab

Amendment

1. Applications/ Grants Tab 2. Clear search fields 3. Click Search

Amendment

1. Agency grants will populate 2. Click on the grant you will be working on 1. Agency grants will populate 2. Click on the grant you will be working on

Amendment

Amendment

• 1. Hover over

Status Changes

• 2. Click Grant:

Amendment in Process – Apply Status

Amendment

• 1. Agreement
• 2. Notifies you that
• nce you click I

AGREE then the grant will go into amendment and you will not be able to submit progress reports OR claims until the amendment is resolved.

• 3. Click I AGREE

Amendment

1. It will bring you back to the Grant menu and you will notice it is now in Amendment. 2. Click on Amendment Justification

Amendment

• 1. Amendment

Justification

• 2. “Why” is the

amendment needed

• 3. What cost

categories are being amended?

• 4. How much

money is being moved?

• 5. SAVE

Amendment

• 1. Second and

subsequent amendments

• 2. Click ADD to
• btain new page
• 3. DO NOT delete

previous justifications.

Amendment

• 1. Hover over

Forms menu

• 2. Access is given

to amend the description, unit price, and/or quantity.

• 3. Click on the

page that needs to be amended.

Amendment

• 1. In this example

I‘m going to adjust Regular Operating and Travel

• 2. Vehicle

maintenance will be reduced by $300.

Amendment

• 1. In this example I

reduced the unit price by $100

• nly because the

quantity is 3.

• 2. This will give me

$300.

• 3. SAVE

Amendment

• 1. Hover over

Forms Menu

• 2. Click on Travel.

Amendment

• 1. Add Highway

Safety Conference at $100 for 3 people.

• 2. Click SAVE
• 3. The Total Costs

will update to $300.

Amendment

• 1. Hover over

Forms Menu

• 2. Click on Cost

Category Summary

Amendment

• 1. The page will

have updated but you need to verify and then click SAVE.

Amendment

• 1. Hover over

Status Changes

• 2. Options:

a) Grant: Amendment Submitted - This will submit the amendment to GOHS b) Grant: Amendment Cancelled - This will cancel the amendment

Amendment

• 1. Enter any

comments and click “I Agree”

Amendment

• 1. Current Status

should be “Grant Amendment Submitted”

• 2. GOHS will

review the amendment and either approve or deny.

Amendments Summary

• Do not Initiate a Claim while the grant is in

amendment

• Deadline- June 30th
• Amendment must be approved PRIOR to

purchase of the new item(s)

Final Report

Final Report

• 1. Planner will put

the grant into Closeout toward the end

• f the grant
• 2. Final Report

will become available in “My Tasks” and you will get an email notification

• 3. Select the Final

Report from My Tasks

Final Report

• 1. Click on Project

Summary- will prepopulate

• 2. Complete each

page associated with your project

• 3. Hover over

Forms Menu to select next page.

• 4. Expenditures

page will populate from claims submitted.

Final Report

• 1. Law Enforcement
• nly
• Crash Data
• Citations- will

prepopulate based upon progress reports

Final Report

• 1. Once

complete, Hover over the Status Changes Menu

• 2. Click on Final

Report Submitted – Apply Status

Final Report

• 1. Click I Agree to

submit the Final Report

Final Report

• 1. Notice status

has changed to Final Report Submitted

Final Report Summary

• Used for Evaluation Purposes
• Plan on your Final Report throughout the

grant year

• Be detailed! Tell your story!
• Due November following the end of the grant

Closeout

Required for all grants

• Due by the end of 1st quarter (Dec 31)

– Press Release (Grant Announcement) – Job Descriptions – Equipment purchases made and project started

• Revisions to the Certification & Signature Page
• Prior approval of Contracts
• Prior approval of Travel
• Prior approval of Artwork (brochures, flyers, etc)
• Procurement Policy, if applicable.
• Time Certifications (personnel services-twice a year)
• Final Report

Fiscal Closeout

• Closeout letter will be sent in July or August
• GOHS Form 300 - Outstanding Payables
• GOHS Form 202 – Equipment Purchase of $5,000
• GOHS Form 301 – Property Management
• September (Final) Claim/Payment Request is due

October 20

• All grant funded purchases must be requested,

purchased, and invoiced prior to Sept 30

• Audit report, if applicable, covering the previous grant

year (agency receives $750,000 or more in federal funds

Deadlines

• Progress Reports and Claims

– 20th of each month

• Grant Announcement, Job Description, ACH,

Equipment Purchases

– December 31st or first 90 days of grant

• Amendments

– June 30th

• Final claim and September Progress Report

– October 20th

• We will accept NO Invoices dated after September 30
• Final Report- November following the end of the grant

123

Questions?

The Georgia Governor’s Office

• f Highway Safety

7 Martin Luther King Jr. Drive Suite 643 Atlanta, GA 30334 (404) 656-6996 Fax (404) 651-9107