2 Apply for Grants

Once you have identified a grant opportunity, there are several items that you need to address, which include: building a grant application that includes narratives and budget; determining match requirements; and notifying Budget and Management of your intent to apply. The following questions and answers will guide you through the application process.
If you have any questions about applying for a grant or about the application process you should work with your agency/department financial and/or grant representative, or you may email the Grant Resource and Management Team.

The Federal government requires that all applicants for federal grants have a Data Universal Numbering System (DUNS) number.  The DUNS number identifies recipients on a location-specific basis.  Every agency/department will have their own separate, unique nine-digit DUNS number. 

If your agency/department has received government grants already, a DUNS number has likely already been created.  Contact your finance/grants staff, or email the Grants Management Resource Team, to obtain your agency/department specific DUNS number.

To apply for a new DUNS number navigate to the D&B website.

As of July 30, 2012, the Central Contractor Registration (CCR) and all of its data was migrated to the federal government's System for Award Management (SAM).  At SAM you will have the same access to your data as you had in CCR.  

For more information the SAM website provides user guides to help navigate the site and FAQs to ease the transition.  In addition, the following Quick Start links provide information to help get you started:

Until July 30, 2012, the Central Contract Registration (CCR) served a government-wide application that maintained information about federal partners and enabled electronic grant applications and payments.  Through this date, all current and potential federal grantees were required to register their entity in CCR in order to receive grant awards.

Effective July 30, 2012, the CCR system ceased to exist and was replaced by the System for Award Management (SAM).

Yes.  If you intend to apply for a grant, you must notify the Budget and Management Office in accordance with Fiscal Accountability Rule 9.1 - Grant Applications and Awards. The process to notify is entry into the PeopleSoft grants module. Note that all grants must be entered into the grants module in order to be expended through the City's Financial System. The data required in the system is summarized in the PeopleSoft Grant Proposal Entry Form. Additionally, Technology Services must be notified of any grants that may impact technology through the Technology Questionnaire (TS Service Request Definitions). 

Download the Entering Grant Proposals instruction document on how to enter grant information into PeopleSoft.

Download the Entering Grant Proposals instruction document on how to enter grant information into PeopleSoft.

Download the Standard Valuation List for current average estimates for grant planning and budgeting.  The list includes estimates for:

  • Personnel;
  • Fringe Benefits;
  • Volunteer Time;
  • New Staff Startup Costs;
  • Meeting Rooms;
  • Travel;
  • Technology; and
  • City Infrastructure.


For a more detailed breakout of individual CSA employee fringe benefits, download the 2012 City Paid Benefit chart.

Although budget formats vary (check with your grantor for their preference), many federal agencies use the basic categories shown in the Budget Detail Worksheet Template.  

You can also download and use the sample Completed Budget Detail Worksheet to help you build your grant budget.

View an example of a Budget Narrative document which explains what information should be included in each section. 

You can also view an example of a completed Budget Narrative and Budget Detail document.

Some grants require a public notification of a grant process or application, but do not outline how to notify the public. The City and County of Denver has an official publication which is annually designated by the Manager of General Services and can be used to disseminate public notifications.   Call or email the General Services office for more information.  

Download a sample Public Notification Process.

JVA Consulting is available to all agencies/departments for any grant questions, research, technical reviews, etc.  However, in order to utilize JVA for grant writing services, the potential grant award must meet the minimum threshold grant amount and be approved by Budget and Management. 

Download the Grant Writing Using JVA Consulting information sheet for more details and instructions.

 

The JVA Match Checklist is a great tool that you can use to review a request for proposal and determine what the match requirements are for that particular grant.

You can also use the JVA Match Calculator to calculate grant match requirements as a percentage of a project.

The Single Audit Report is required by Office of Management and Budget (OMB) Circular A-133, and must be conducted for any non-Federal entity that expends $500,000 or more in a year in Federal awards.  This audit is conducted by an independent auditor and the main objectives are to ensure a fair presentation of the basic financial statements and the schedule of expenditures of Federal awards, and to also audit the City's internal controls and compliance with legal requirements, with special emphasis on internal controls and legal requirements involving the administration of federal awards expended during the fiscal year.

Direct funders who request a copy of the City’s Single Audit to the Single Audit Report web page to obtain current and previous year's Single Audits.  Every audit will include the audit resolution and/or corrective action plan.  

On occasion, funders may request a copy of the City’s Management Letter for the Comprehensive Annual Financial Report (CAFR).  The Management Letter is available upon request.  Email the Grant Management Resource Team to request this document.

Yes, the City has an Indirect Cost Rate (ICR) approved by Colorado Department of Human Services, for U.S. Department of Health and Human Services (HHS), the City’s cognizant agency.  For documentation of the City’s current ICR approval, please email the Grant Management Resource Team.

Many state and federal funders allow indirect costs to be a line item in grant budgets. Always follow the solicitation guidelines and verify that indirect costs are an allowable line item, and if there is a cap on indirect costs.  The ICR is considered to be “the cost of doing business” not reflected in an application budget for things such as utilities, accounting, human resources, etc.  If using the citywide approved ICR it may only be applied to the subtotal of salary and fringe benefits listed in the grant for City & County of Denver employees.  For example, if total salaries and benefits = $500,000, then the ICR will be $85,050 based on the citywide approved ICR.

The City’s Cognizant Agency is U.S. Department of Health and Human Services (HHS).  This means the City receives more federal funds from HHS than any other federal agency.

Yes.  Denver has submitted its Equal Employment Opportunity Plan (EEOP) to the U.S. Department of Justice – Office of Civil Rights.  This process takes place every two years.  The current plan’s materials can be accessed by contacting the Grant Management Resource Team

Download the City's EEOP federal approval letter.

The role of the Institutional Review Board (IRB) is to ensure grant activities, data collection, consent and confidentiality, and ethical treatment all meet standards to protect the human subjects.

If your grant involves any research, an IRB may be required.  In addition, an IRB may be a requirement by some federal funders; especially when grant funding is used with research on human subjects. 

Yes.  As a governmental unit the U.S. Internal Revenue Service (IRS) considers that the City and County of Denver meets the provisions of Section 115(1) of the IRS Code and contributions to the City used exclusively for public purposes are deductible under Section 170 (c) (1) of the IRS code.
(NOTE: This is different from the more common “501 c 3” used for non-profit organizations.) 

The letter confirming the City's tax exempt status can be found on DOT by activating the drop down set of choices from the Global Menu, selecting the Budget & Finance link and then the Sales Tax Forms link.  Select the Federal Income Tax Exemption Letter

Please note that access to DOT is only available from within the City network.

Yes, the City is self-Insured.   This means that the City has insurance coverage for Commercial General Liability, Workers’ Compensation and Business Auto Insurance. 

More information on this can be obtained by contacting Risk Management at 720-913-3330.  You may also download a letter from Risk Management confirming the City’s self-insured status.

No, the City does not have a formal LEP policy, however, LEP access is encouraged.  Where it is possible to interpret documentation, agencies are encouraged to do so.  

If you would like further guidance on options, email the Grant Resource and Management Team.  The Team will put you in touch with a representative at Denver's Human Rights and Community Partnerships.

Yes.  Congresswoman Diana DeGette and Senator Michael Bennet have encouraged City agencies/departments to contact them and request a letter of support for a grant application.

Congresswoman DeGette has developed a Grant Proposal Guide which provides a lot of valuable information (especially on pages 3, 6,  7 and 8).  The guide also outlines what you will need to provide her office when requesting a letter of support.

Senator Bennet's website has an easy to use on-line Grants: Intake Form that you can populate with your grant information and submit to request his support.  

Feedback