User Manual

Overview

Grantify is a state grants management solution, designed to streamline the entire grant lifecycle for state agencies, municipalities, nonprofits, and businesses.

Discover Funding

Browse and search available grant opportunities from state agencies.

Apply Online

Create, edit, and submit grant applications with supporting documents.

Manage Awards

Issue awards, manage amendments, and collect e-signatures via DocuSign.

Track & Report

Monitor finances, submit reports, and view statewide analytics dashboards.

User Roles

Role	Description
Applicant	External users (municipalities, nonprofits, businesses) who apply for and manage grants.
Reviewer	Panel members who score and evaluate grant applications using rubrics.
Program Officer	Agency staff who create and manage grant programs and review applications.
Fiscal Officer	Agency staff who manage budgets, drawdowns, and financial transactions.
Agency Admin	Agency leadership with full control over their agency's programs and staff.
System Admin	Grantify administrators with full access to all features across all agencies.
Auditor	Compliance staff with read-only access to audit logs, reports, and financial records.

Getting Started

Registering an Account

1 Navigate to the Grantify home page and click Register to Apply.

2 Fill in the registration form: username, email, name, phone, password, and accept the Terms of Service.

3 Click Register. You will be redirected to the login page.

All new registrations are assigned the Applicant role. State agency staff are assigned roles by a System Administrator.

Logging In

Grantify supports two authentication methods:

Username and password -- enter your credentials on the login page.
Microsoft SSO -- click Sign in with Microsoft to authenticate via Microsoft Entra ID. Preferred for state employees. Multi-factor authentication (MFA) is supported.

Setting Up Your Organization

Before submitting your first application, you must set up your organization profile:

Organization name and type (municipality, nonprofit, business, etc.)
DUNS number, UEI number, and EIN
SAM.gov registration status and expiration date
Address, phone, and website

Keep your SAM.gov registration current. Many grant programs require active SAM registration, which is verified during compliance review.

Public Portal

Browsing Opportunities

The Funding Opportunities page is accessible to everyone, including users who are not logged in.

Filtering options:

Agency -- filter by the state agency offering the grant
Grant Type -- competitive, non-competitive, formula, continuation, or other
Status -- posted, accepting applications, under review, awards pending, or closed

Each opportunity card shows the grant type, title, agency, total funding, and application deadline. Deadlines are color-coded: red if 7 or fewer days remain, yellow if 30 or fewer.

Click View Details on any opportunity to see full program details, eligibility criteria, funding amounts, downloadable documents, and the Apply button.

Applicant Guide

Your Dashboard

After logging in, your dashboard shows:

My Applications -- count of your submitted applications
My Active Awards -- count of awards currently in progress
Pending Actions -- items needing your attention (reports due, revision requests)

Creating and Submitting an Application

1 Browse opportunities and click View Details on a program, then click Apply Now.

2 Fill in the application: project title, description, requested amount, proposed dates, and match information (if applicable).

3 Upload supporting documents (narrative, budget, letters of support, resumes, etc.).

4 Click Save as Draft to save progress, or Submit when ready.

After submission, you cannot edit your application unless a program officer requests revisions.

After Approval: Managing Your Award

Once approved and awarded, you can:

View award details -- award number, amount, dates, terms and conditions
Request drawdowns -- submit requests to disburse awarded funds, specifying amounts and expenditure periods
Submit reports -- file periodic progress and fiscal reports as required by the awarding agency
Upload documents -- attach any required files to your award record

Reviewer Guide

Reviewing Applications

Your reviewer dashboard shows pending and completed review assignments.

1 Click on a pending review assignment from your dashboard.

2 Review the application details and scoring rubric.

3 Score each criterion within the allowed range and add optional comments.

4 Click Submit Review. Once submitted, your review cannot be edited.

If you have a conflict of interest, contact the program officer. They can mark your assignment as Recused.

Program Officer Guide

Creating & Publishing Grant Programs

1 Navigate to Grants > Create Program in the navigation bar.

2 Fill in program details: title, description, funding source, grant type, eligibility, funding amounts, timeline, and contact information.

3 Save the program (created in Draft status).

4 Click Publish to make the program visible on the public opportunities listing.

Managing Applications

From the Applications list, you can filter by program or status, search, and export to CSV.

For each application, you can:

Review project details, uploaded documents, and the compliance checklist
Verify compliance items (toggle each item to mark as verified)
Add comments (check Internal for staff-only visibility)
Upload internal staff documents (due-diligence reports, site visit notes)
Assign reviewers with a scoring rubric
Change application status (requires a comment)

You cannot approve an application until all required compliance checklist items have been verified.

Creating Awards & E-Signatures

After approving an application, click Create Award. The form is pre-populated from the application. An award number is auto-generated.

To send an award agreement for electronic signature:

Navigate to the award detail page and click Request Signature.
Enter the signer's name and email, optional CC, and notes.
Click Send for Signature. The system sends a DocuSign envelope.
Once signed, the document is automatically downloaded and the award status updates to Executed.

Fiscal Officer Guide

Budget Management

Create budgets for awards with fiscal year and total amounts. Add line items by category (personnel, fringe, travel, equipment, supplies, contractual, construction, indirect, other) with federal/state/match share breakdowns.

Use the Budget vs. Actual view to compare budgeted amounts with actual spending by category.

Processing Drawdown Requests

When a grantee submits a drawdown request, review the details and choose:

Approve -- funds are released for payment
Deny -- request is rejected (provide a reason)
Return -- request is sent back to the grantee for revision

The grantee is notified automatically. Record transactions to track payments, including state ERP reference numbers.

SF-425 Federal Reporting

Generate SF-425 federal financial reports from the award detail page. The system auto-populates financial data from drawdowns and transactions. Submit for review, then a grant manager approves the final report.

Agency Administrator Guide

Agency administrators have all capabilities of program officers and fiscal officers within their agency, plus:

Manage all grant programs, applications, awards, and financial activity across the agency
Work with a System Administrator to add/remove agency staff and assign roles
View agency-level analytics and metrics
Approve or deny awards and amendments

System Administrator Guide

User Management

Navigate to Users in the navigation bar to manage all registered users. You can search by name/email, filter by role, and edit each user's role, agency assignment, and active status.

Statewide Tools

Analytics Dashboard

KPI cards, charts (status distribution, funding by agency, monthly trends, budget utilization), agency breakdowns.

Map View

Interactive choropleth map showing grant distribution across state municipalities.

Deadline Calendar

Upcoming deadlines, overdue reports, and awards expiring within 90 days.

Audit Logs

Complete, immutable history of all system actions with user, timestamp, and IP address.

Auditor Guide

Auditors have read-only access across the system for compliance and oversight. You can view:

Full audit logs with action history
Application details and compliance checklists
Award details, amendments, and financial summaries
Budgets, drawdowns, transactions, and budget vs. actual reports
All submitted progress, fiscal, and SF-425 reports
Closeout checklists, documents, and fund returns
Archived records per data retention policy

Data Retention Policies

Policy	Duration	Use Case
Standard	7 years	Most grant records
Extended	10 years	High-value or sensitive grants
Permanent	Indefinite	Permanent retention requirements
Federal	3 years post-closeout	Federal grant compliance

Financial Management

Drawdown Workflow

1 Grantee creates a drawdown request specifying amount, period, and expenditure details. A request number is auto-generated.

2 Grantee submits the request for agency review.

3 Fiscal officer reviews and approves, denies, or returns the request.

4 Once approved, the transaction is recorded and the grantee is notified.

Transaction Types

Type	Description
Obligation	Initial commitment of funds
Drawdown	Disbursement to grantee
Payment	Payment against an obligation
Refund	Return of funds
Adjustment	Correction or modification

Reporting

Report Types

Type	Description
Progress	Narrative report on project activities and milestones
Fiscal	Financial report on expenditures and budget status
Programmatic	Report on program outcomes and performance metrics
Final Progress	Comprehensive end-of-grant progress report
Final Fiscal	Comprehensive end-of-grant financial report
SF-425	Federal Financial Report (Standard Form 425)

Submission Workflow

1 Create a report from the award detail page, selecting the type and reporting period.

2 Fill in the report data and attach any supporting documents.

3 Submit the report for agency review.

4 Agency staff reviews and approves, requests revision, or rejects the report.

Grant Closeout

When an award reaches its end date, agency staff initiate the closeout process:

1 Click Initiate Closeout on the award. A checklist is automatically generated.

2 Complete each checklist item (6 items: final progress report, final fiscal report, equipment inventory, audit resolution, fund return, record retention).

3 Record any fund returns for unspent funds.

4 Upload closeout documents (final reports, audit documentation).

5 Click Complete Closeout once all required items are done. The award status updates to Completed.

Analytics & Dashboards

System administrators and agency staff have access to analytics tools:

Analytics Dashboard

6 KPI cards, application status chart, funding by agency, monthly award trends, and budget utilization for top programs.

Map View

Interactive choropleth map showing grant distribution by municipality, filterable by agency and program.

Deadline Calendar

Shows overdue reports, upcoming application deadlines, report due dates, and awards expiring within 90 days.

CSV Export

Download application, award, drawdown, transaction, and report data as CSV files from any list view.

Notifications

Grantify sends in-app notifications (and email) for key events:

Event	Who is Notified
Application submitted	Agency staff
Application status changed	Applicant
Award created	Award recipient
E-signature requested	Signer
E-signature completed	Agency staff
Drawdown status changed	Drawdown submitter
Report reviewed	Report submitter
Closeout initiated	Relevant users

Click the notification bell icon in the navigation bar to view and manage your notifications.

Status Reference

Application Statuses

Draft Submitted Under Review Approved / Denied / Revision Requested

Status	Meaning	Who Triggers
Draft	Started, not yet submitted. Editable.	Applicant
Submitted	Received by agency, awaiting review.	Applicant
Under Review	Being evaluated by staff or reviewers.	Program Officer
Revision Requested	Changes requested. Applicant can edit and resubmit.	Program Officer
Approved	Selected for funding. Award will be processed.	Program Officer
Denied	Not selected for funding in this cycle.	Program Officer
Withdrawn	Application withdrawn from consideration.	Applicant / Staff

Award Statuses

Status	Description
Draft	Award created, not yet finalized.
Pending Approval	Awaiting administrative approval.
Approved	Approved but not yet signed.
Executed	Agreement signed (via DocuSign or manual).
Active	Award is in progress.
On Hold	Temporarily suspended.
Completed	All work finished, grant closed out.
Terminated	Ended early.
Cancelled	Cancelled before execution.

Compliance Checklist Items

When an application is submitted, the following compliance items are automatically generated. All required items must be verified before the application can be approved.

Item	Required
SAM Registration Active
Tax-Exempt Status Verified
Audit Clearance
Debarment/Suspension Check
Budget Review Complete
Narrative Review Complete
Insurance Verification	Optional
Eligibility Confirmed
Match Funds Verified	(if match required)
Conflict of Interest Check