Grants

iGMS is a powerful tool used by IDHS to coordinate all grant budgets, requests for expenditures, applications for funding and more.

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• Budget Example
• Definition of Grant Terms
• Grant Adjustment Notice (GAN) - Preparation Information
• How to enter a Request For Expenditure (RFE) - for Sub Recipients
• Indiana Grants Administrative Plan
• Indiana Grants Management System Manual
• RFE Example
• New iGMS User Form - Mobile Integrated Health

If this process has already been completed, and registrations remain in good standing, the requirement has been met. There is no need to duplicate the process. Visit the State of Indiana Comptroller website and complete the W-9 Form and Automated Direct Deposit Authorization Agreement SF# 47551. Send the completed forms to the IDHS Grants Section inbox: grants@dhs.in.gov. The forms will then be routed to ensure a timely registration.

Please allow 10 days for the supplier registration process to be completed once forms have been submitted. Once the completed forms have been processed and a supplier number has been generated, IDHS Grants staff will contact the applicant with the applicant’s supplier number.

Applicants who are unsure if a supplier number has been registered for their agency should contact IDHS Grants staff at grants@dhs.in.gov for verification. In order to verify the supplier information on file with the state, IDHS will need to have the correct federal tax ID listed in the IntelliGrants system.

If this process has already been completed, and registrations remain in good standing, the requirement has been met. There is no need to duplicate the process.

Indiana requires all entities that receive funds from the state to be registered as a bidder. An applicant cannot begin the bidder registration process until a supplier number has been generated. There is no cost to become a registered bidder. The process takes approximately 20 minutes to complete and is a two-part process.

To become a registered bidder, applicants must go to the Bidder Profile Registration page. Start the first part (steps 1-6) of the registration process.

Once steps 1-6 have been completed, an email from gmisworkflow@iot.in.gov will be sent to the email used in Step 2 of the first part of the registration process. The email will contain the user ID, a temporary password and a link to complete the final part of the two-part process. This temporary password has an expiration date. If users do not log in with the temporary password within that time frame, the password will need to be reset. Once it is reset, another email will be sent from gmisworkflow@iot.in.gov with further instructions.

Before applying for a grant through IDHS, an applicant must have (or obtain) a Unique Entity Identifier (UEI) number, which is a unique numeric identifier created in the System for Awards Management (SAM) at https://www.sam.gov/SAM/. This is a requirement to receive federal grant funds.

If you do not already have a UEI, go to SAM.gov to request your UEI and register your entity to do business with the U.S. government, to make any updates to your legal business name and physical address associated with the UEI and to find customer support at a single helpdesk for all UEI and entity registration issues.

• Sub-Recipient Grant Management and Monitoring Policy
• Equipment Inventory PDF

IDHS uses the PeopleSoft Supply Contract Module (SCM) for e-contracting services. PeopleSoft and the SCM are accessible only through the state’s Supplier Portal administered by the Indiana Department of Administration (IDOA). This process allows sub-grantees to receive grant agreements/contracts for electronic signing.

Each sub-contractor or sub-grantee is required to complete the state’s supplier registration process and obtain a unique PeopleSoft identification ID and password. This process ensures the sub-contractor/sub-grantee understands the electronic signature process and agrees to execute contracts in that manner.

Please note, in order to ensure documents are delivered to the accurate person, it is IDHS policy to verify and update contact information for the SCM each time a grant is awarded.

For information regarding contract administration, please visit IDOA's Contract Administration page.

For information regarding bidder registration and to find a Direct Deposit form, W-9 form and registration with the Secretary of State, please visit IDOA's Procurement: Requirements to do Business with the State page.