The Grants Unit provides strategic direction, policy and guidance, and best practices for state agencies managing state and federal grant funds. The Grants Unit also facilitates the Statewide Grant Managers Group (SWGMG) which provides quarterly training to grant managers and provides a forum for financial and program grant managers to share and collaborate on best practices in grant management.
Lastly, the Grants Unit provides user support and training on the implementation and use of the CORE Grantee module.
Staff Contacts
Stacey Alles
Manager, Grants Unit
stacey.alles@state.co.us
303-866-4020
Gina Salazar-Love
Grants Unit
gina.salazar@state.co.us
303-866-3289
Grants Information
- CARES & ARPA
Through the Coronavirus Relief Fund, the CARES Act provides for payments to State, Local, and Tribal governments navigating the impact of the COVID-19 outbreak. The CARES Act established the $150 billion Coronavirus Relief Fund. The CARES Act requires that the payments from the Coronavirus Relief Fund only be used to cover expenses that,
(1) are necessary expenditures incurred due to the public health emergency with respect to the Coronavirus Disease 2019 (COVID19),
(2) were not accounted for in the budget most recently approved as of March 27, 2020 (the date of enactment of the CARES Act) for the State or government, and
(3) were incurred during the period that begins on March 1, 2020, and ends on December 30, 2020.
OSC Guidance
OSC Alert Updates - Real time updates from the OSC (please check in frequently)
Memorandums and Guidance
OMB Updated M-20-26 - Extension of two flexibilities to provide administration relief.
CRF Guidance for State, Territorial, Local and Tribal Governments - September 2, 2020
Side-by-Side Comparison of OMB Memos (M-20-11 and M-20-17) - RESCINDED
Contract Termination Due to Lack of Funds- Guidance and templates for agencies to use when reducing state commitments, including: contracts, POs, grants, and leases.
FAQs
CRF FAQ October 10, 2020 (Supplement)
Treasury Department of OIG CRF FAQ Related to Reporting and Recordkeeping (revised) - November 25, 2020
Treasury Department OIG CRF FAQ Related to Reporting and Recordkeeping (revised) - March 2, 2021
Additional CRF Guidance
FFATA Special Attachments for Grants and Contracts
Pandemic Oversight - Publicly accessible site created by the Pandemic Response Accountability Committee (PRAC) for pandemic-related information (i.e. who received funding and how it's being spent)
CRF Monitoring Videos
- CORE Grantee
In 2017, CORE Grantee was launched as the required tool for agencies to submit their request to submit federal funding applications for approval by the Governor's Office. The Governor's Office will be creating a new process for agencies applying for federal funding that requires state matching funds beyond the department's current appropriations. The Office of State Planning and Budget (OSPB) will be developing more complete guidance, but in the meantime please work with your agency budget directors to notify your OSPB analyst with the following information:
- Agency Name
- Program/Grant contact lead name and email
- Matching fund requirements and amounts that may exceed agency funds available
- Date by which matching funds are needed
- Link to grant announcement
If you have any grants currently pending in CORE Grantee, no need to wait for approval, go ahead and submit your application to your funding agency. If the criteria described in bold above, please notify your OSPB analyst. If you have any questions about the upcoming process, please reach out to Edmond Toy, OSPB Chief of Staff (edmond.toy@state.co.us)
- Statewide Grant Manager's Group (SWGMG)
The Statewide Grant Manager's group (SWGMG) was established in 2016 as a forum for statewide grant managers to learn, share and collaborate on all things grants. In this section you will find upcoming quarterly meeting dates and ways to join the meetings, as well as agendas, slide decks and a recording of each meeting. Questions: please contact Gina Salazar.
2024 SWGMG Meetings
All SWGMG meetings start at 9:00 am on the following dates:
February 21, 2024 - CANCELLED
August 21, 2024 - Join
November 20, 2024 - Join
Prior SWGMG Slide Decks and Recordings
November 2023
August 2023
May 2023
February 2023 - SWGMG Grant Summit
- Agenda
- Welcome and Updates
- Grant Policies
- Grants with an EDI Lens (CDHS)
- RFA Processes
- Risk Assessment, Awards and Monitoring
November 2022
August 2022
- SWGMG Agenda
- SWGMG Slide Deck
- SWGMG Slide Deck (PDF)
- SWGMG Meeting Recording (pre-recorded)
May 2022
February 2022
November 2021
August 2021
May 2021
November 2020
May 2020
- SWGMG Agenda (PDF)
- SWGMG Slide Deck (PDF)
- SWGMG Meeting Recording
- DCJ Emergency Supplemental Grant (closes 5/26/2020)
February 2020
- SWGMG Agenda (PDF)
- SWGMG Slide Deck (PDF)
- SWGMG Supplanting (PDF)
- SAMS.Gov SCAM Email Example
- SAMS.Gov REAL Email Example
November 2019
August 2019
May 2019
- SWGMG Agenda (PDF)
- SWGMG Slide Deck (PDF)
- DocuSign Slide Deck (PDF)
- SWGMG - Zoom Chat
- SWGMG - Meeting Recording
February 2019
- SWGMG Agenda (PDF)
- SWGMG Slide Deck (PDF)
- SWGMG - Zoom Chat (PDF)
August 2018
May 2018
December 2017
August 2017
May 2017
January 2017
September 2016
- Grants Newsletter
Newsletters
Below are links to all current and previous SWGMG grant newsletters. Interested in receiving the SWGMG Grant newsletter? Contract Gina Salazar-Love to be added.
Volume 59 - October 2023 (Grant and SLFRF updates, Civil Rights audit questionnaire and upcoming events)
Volume 58 - September 2023 (Grant updates, SLFRF Updates, ICYMI, Upcoming events)
Volume 57 - August 2023 (SWGMG Meeting Agenda)
Volume 56 - May 2023 (SWGMG Meeting Agenda)
Volume 55 - February 2023 (Summit follow up, GA 101 help, Grant systems inquiry)
Volume 54 - January 2023 (Summit updates and SWGMG meetings)
Volume 53 - December 2022 (Summit, GM 101 dates and SWGMG dates)
Volume 52 - November 2022 (SWGMG agenda, slide deck and Zoom link)
Volume 51 - November 2022 (SWGMG Agenda, ARPA Update, Summit Information)
Volume 50 - October 2022 (Office Updates, Job posting, Summit Information)
Volume 49 - September 2022 (Job posting)
Volume 48 - August 2022 (Job postings)
Volume 47 - August 2022 (SWGMG recording, Job postings)
Volume 46 - August 2022 (SWGMG, Summit Survey, GM 101)
Volume 45 - May 2022 (SWGMG, GM101)
Volume 44 - March 2022 (Job Announcements)
Volume 43 - March 2022 (Job Announcements)
Volume 42 - February 2022 (Job Announcements)
Volume 41 - February 2022 (SWGMG Registration, Job Posting)
Volume 40 - January 2022 (Job Postings)
Volume 39 - January 2022 (Tribal Policy & Template)
Volume 38 - January 2022 (Job Postings, GM 101)
Volume 37 - November 2021 (SLFRF Office Hours)
Volume 36 - November 2021 (SWGMG, GM101 Training, Job Post)
Volume 34 - August 2021 (Grant Template Update, GM101 Registration, ARPA/SLFRF Office Hours)
Volume 33 - August 2021 (SWGMG, GM101 Registration, ARPA/SLFRF Office Hours)
Volume 32 - July 2021 (ARPA/SLFRF Meeting Details, SWGMG Registration, Job Opportunities)
Volume 31 - May 2021 (Gov Office Grantee Memo, State Funded Grant Programs, Job Opportunity)
Volume 30 - May 2021 (SWGMG Reminder/Registration, Job Opportunities)
Volume 29 - April 2021 (SWGMG registration, Job Opportunities, DHE Payroll Guidance)
Volume 28.5 - March 2021 (2 CRF Correction, J-PAL Grant Opp, Website update)
Volume 28 - February 2021 (SWGMG, CRF Extension, Grant Agreement Updates)
Volume 27 - December 2020 (OMB releases 2020 Compliance Supplement Addendum)
Volume 26 - December 2020 (CRF Reporting updates and HB20-1426 Reporting)
Volume 25 - November 2020 (SWGMG Reminder and Registration)
Volume 24 - October 2020 (SWGMG Registration and OSC Updates)
Volume 23 - August 2020 (Cancellation of SWGMG and COVID-19 updates)
Volume 22 - June 2020 (COVID-19 updates)
Volume 21 - May 2020 (COVID-19 and CAREs Act updates)
Volume 20 - April 2020 (OMB Memos: COVID-19 and Grants and other OSC Grants Office updates)
Volume 19 - February 2020 (OSC Grants Office updates)
Volume 18 - January 2020 (Case Management Demo Registration, GM 101 Training Dates, Grantee Governor's Office Update)
Volume 17 - January 2020 (Case Management Demo Reminder and Training Opportunities)
Volume 16 - December 2019 (Demo Reminder and New GM 101 Training Dates)
Volume 15 - December 2019 (Case Management Demo and Registration)
Volume 14 - November 2019 (Important Info: Online Grant Management System Update)
Volume 13 - November 2019 (SWGMG Registration/Agenda, GM 101 Training dates)
Volume 12 - October 2019 (Grant Award Document Updates/SWGMG Meeting)
Volume 11 - September 2019 (Small Dollar Grant Award Job Aids)
Volume 10 - August 2019 (SWGMG Reminder/Training Updates)
Volume 9 - June 2019 (Policy Updates and Change to SWGMG date)
Volume 8 - May 2019 (Updates and training registration)
Volume 7 - May 2019 (SWGMG Registration and Grant Manager 101 Training Update)
Volume 6 (revised) - April 2019 (Grant Manager 101 Training Survey)
Volume 5 - March 2019 (Competitive Grant Agreement/Updates)
Volume 4 - February 2019 (SWGMG Reminder)
Volume 3 - February 2019 (SWGMG Information)
Volume 2 - December 2018 (OMB Data Standards)
- Grant Guidance
OSC Competition Requirements for Grants Policy
- OSC Competition Requirements for Grants Policy (UPDATED October 2023)
- OSC Competition Requirements for Grants policy - Technical Guidance
- Competition Requirements for Grants Policy - FAQ
OSC Guidance Regarding OMB Uniform Guidance Compliance
OSC Subrecipient Guidance
- Office of the State Controller Guide for Monitoring Subrecipients
- Office of the State Controller OMB Subrecipient Guidance (Procurement)
- What to Expect from OMB Uniform Guidance
- OMB Procurement Standards 200.317 to 200.326
- Stand Alone Definitions
- The OMB Procurement "Claw" (updated)
OSC Grant Related Policies
- State Controller Policy on Procurement Conflicts of Interest
- Conflicts of Interest Technical Guidance
- State Controller Policy on Internal Control System
- Contract Management System (CMS) Final 6-17-19
- CMS Fields Keep-Hide List (Excel)
- Cost Allocation and Indirect Recoveries Policy Final 6-17-19
OSC Electronic Signature Policy
Federal Grant Guidance
- FFATA Special Attachments for Grants and Contracts
- Uniform Guidance 2019 Compliance Supplement
- Uniform Guidance 2020 Compliance Supplement
- Uniform Guidance 2020 Compliance Supplement Addendum
- FAQs related to the Uniform Guidance for Grants (2 CFR) - 05/03/2021
- Uniform Guidance 2021 Compliance Supplement
- Uniform Guidance 2022 Compliance Supplement
OMB Tools
- Subrecipient v. Contractor Determination Tool 6/14/22 (Excel - download)
- Risk Assessment
Federal Audit Resources
- Federal Audit Clearinghouse - Public database of completed audits
- Oversight.gov - Publicly accessible site for all Federal Inspector General reports (searchable)
- US Government Accountability Office - Publicly accessible site for non-partisan information (searchable)
- Grant Manager 101
Grant Manager 101 Virtual Training
The Grants Office provides virtual training options throughout the year. Below are upcoming dates for the Grant Manager 101 training sessions. The Grant Manager 101 training is a full day (8:30am - 4:30pm), registration is required, please select a training date below to register.
Upcoming Grant Manager 101 Training Dates:
2024
March 27, 2024 - completed
September 25, 2024 - register
NEW! Looking for a dedicated and customized Grant Manager 101 for your department staff? The Grants Office can work with you to determine which modules of the Grant Manager 101 training are most applicable for your staff. Please reach out to Gina Salazar-Love if you're interested or have any questions.
Grant Manager 101 Topics
- Common Grant Definitions
- Advisory Boards and Committees
- Type 1 and Type 2 Boards
- Grant Manager Roles
- Determining Funding Priorities
- Grants Lifecycle
- Request for Application (RFA) Processes
- RFA Basics
- Understanding the RFA Process
- Staff Reviewes
- Scoring Applications
- Notifying Applicants
- Sources of Funding
- State Agency Grant Functions
- Reporting to Funding Agency (programatically/fiscally)
- Monitoring of Award Special Conditions
- Financial Reconcilliation
- Drawdown of Funds
- Types of Grants
- Subrecipient Grant Functions
- Programmatic and Financial
- Reporting to the Pass-Thru Entity
- Payments and Reimbursements
- Where to Look for Grants
- Subrecipient Monitoring
- Quarterly Reports
- Desk Reviews
- On-site Monitoring
- Audits
- Grant Policies
- Subrecipient Closeout Activities
- State Agency Priorities:
- Looking for Grants
- Applying to a Funding Source
- Receiving and Accepting a Grant Award
- Department Monitoring
- Match Requirements
- Summary
SLFRF Grant Manager 101 - The State and Local Fiscal Recovery Fund (SLFRF) Grant Manager 101 training provides a common base of knowledge regarding grant best practices and the full life cycle of grants, woven with specific SLFRF requirements. This training is intended for those new grant managers that are working with SLFRF funding only and should not be taken in place of the standard Grant Manager 101. If you are interested in the SLFRF Grant Manager 101 training for your staff, please contact Gina Salazar-Love.
- Grant Terminology
The Grants Unit has created an extensive list of common terms that are used in grants management. The list includes terms from Federal and State sources.
- Grant Terminology v2 (revised 8/30/22)
- Resources
In grants management, sharing resources is fundamental. No need to reinvent the wheel when you have colleagues who have created many tools already and are willing to share. Please check back often, as more resources are collected, they will be posted here.
Have anything you'd like to share? Please send your resources to Gina Salazar.
Grant Setup
Request for Application
- RFA Template (CDPHE)
- RFA Step-by-Step Process (CDPHE)
- Subrecipient FAQs - Financial Risk Assessment (CDPHE)
- Sample Pre Application Webinar Agenda (CDPHE)
- Sample Funding Decision Letter - Recommended for Funding (CDPHE)
- Sample Funding Decision Letter - Only if Further Funding Becomes Available Recommendation (CDPHE)
- Sample Funding Decision Letter - No Funding (CDPHE)
- Sample 6 month Budget Template with Definitions (CDPHE)
- Sample 12 month Budget Template with Definitions (CDPHE)
- State Funded Grants
The Grants Office is working with the State Grant Cohort group to develop resources for grant managers who manage state funded grants. This area is currently under construction and updated frequently. Please check back often to see what's new!
NEW State Funded Grant Group Office Hours
Join fellow state funded grants personnel to ask questions, chat state grants, and more! The State Funded Office Hours will be hosted every other month on the last Wednesday of that month. All meetings will run from 2:00 pm - 3:00 pm. Below are upcoming meetings, click the date link to join:
NEW State Grant Google Space
The state grant group has a dedicated Google Space to chat, post questions, share files and more! Contact Gina Salazar-Love to be added to the State Funded Grants Google Space. This is a closed group so you must contact the Grants Office to be added.
- Contracts and Grant Agreements
Provided are links to the Central Contracts Unit (CCU). They have many resources, tools and forms available for grants management as well as who to contact.
- Central Contracts Unit Main Page
- Grant Award and Modification Tools
- Model Small Dollar Grant Award and Content
- Policy Modification Contracts Tools Form (new language regarding OIT approval and added requirements that change in law or fiscal rule)
- Policy Content mandatory Provisions State Contracts Grants (Added language for OIT approval and description of work or SOW)