The following systems are required for application, payment, fiscal reporting, and monitoring connected to ACF Federal awards. Please note this listing is not inclusive of all reporting systems required by individual Program Offices.
Grant Systems
GrantSolutions is the web-based grants management system used by ACF and its recipients to manage discretionary and non-discretionary awards.
Recipients use GrantSolutions for one or more of the following actions:
- Access and download the initial and any subsequent Notices of Award
- Submit programmatic reports
- Submit post-award actions such as amendments, non-competing continuation grants and supplements if directed by the awarding agency.
Recipients may have different functionality available within GrantSolutions depending on the role assigned and grant type. Contact GrantSolutions to add, remove, or request a change in user or assigned user role.
Accessing GrantSolutions:
GrantSolutions can be accessed from a web browser by navigating to www.grantsolutions.gov and selecting the Login button.
Access can be requested by completing and submitting a Recipient User Account Request. Users will be directed to complete the form, obtain their supervisor or authorized official signature, and submit by email to help@grantsolutions.gov. The GrantSolutions Help Desk or your assigned Grants Management Specialist can assist with questions.
Helpful Resources
The Online Data Collection System, commonly referred to as OLDC is a web-based, centralized reporting portal within GrantSolutions. Depending on the type of grant award and specific program requirements, recipients use the OLDC to complete and submit one or more of the following reports:
- Real Property Reports (SF-429)
- Expenditure / Financial Reports
- Performance Progress Reports
Award-specific Notice of Award terms and conditions outline reporting requirements, including where reports must be submitted. Recipients are encouraged to confirm reporting requirements with their Program or Grants Management Specialist.
Accessing OLDC
The OLDC can be accessed through the GrantSolutions home page. Although the Online Data Collection System is a part of GrantSolutions, a separate user access form must be submitted. The GrantSolutions Help Desk or your assigned Grants Management Specialist can assist with questions.
Helpful Resources
Awards issued from the Administration for Children and Families are paid through the Payment Management System (PMS), operating under the Program Support Center (PSC). PSC provides centralized grant payment and cash management services for awards issued by Federal Government Awarding Agencies. PMS is a web-based tool to help recipients draw down federal funds and file the Federal Financial Report (e.g., SF-425).
Accessing PMS
New users may request access through the PMS home page and selecting the “Login” button from the right-hand side of the menu bar. The PMS Access — New User Request Guide provides detailed instructions for completing this request.
Payment Requests
Payment requests may be made as often as needed including daily, weekly, or monthly. Please note, in accordance with Department of Treasury regulations and 45 CFR § 75.305, federal cash must be drawn solely to accommodate your immediate needs on an “As Needed Basis Only”. At no time, should cash be requested to cover unliquidated encumbrances, obligations, or accrued expenditures until actual program disbursements are anticipated. The payment method for state agencies shall be consistent with the Treasury/State CMIA agreements or default procedures under 31 CFR Part 205.
If this is your first award through PMS, it is recommended that you review the information provided on their website under the Grant Recipient FAQs section. To draw down funds, it is mandatory that all new recipients complete and submit to PSC, a Direct Deposit Sign-Up Form (SF 1199A) and a PMS Access Form. For more information, visit the Banking Information section on the PSC website.
Returning Funds/Interest
On occasion, funds are drawn from an incorrect subaccount. If this occurs, a correction can be made with a payment request in PMS. This correction can only be made if the net result of returning funds and requesting funds equals a positive $.01 or more and the subaccounts are within the same Payee Account Number (PAN). The PMS Help Desk or your assigned Grants Management Specialist can assist with this process if needed.
When a correction within a payment request cannot be made, funds or interest must be returned directly, using one of the following methods:
- Direct deposit through the Automated Clearing House (ACH)
- FedWire Returns
- Check
Additional information can be found on the Returning Funds/Interest Section of the PSC website.
Reporting
Most recipients report expenditures through submission of the SF-425 Federal Financial Report in PMS. Grant award specific reporting requirements and associated due dates are listed in the Terms and Conditions of each Notice of Award.
Helpful Resources
All organizations wishing to do business with the federal government must register in the System for Award Management (SAM) at SAM.gov. SAM.gov is an official website of the U.S. Government; there is no cost to register or use this system.
To receive federal funds, recipients must have an active SAM registration. This registration must be updated every 12 months to remain active. Once registered, a Unique Entity Identifier (UEI) will be assigned. As of April 4, 2022, the Data Universal Numbering System (DUNS) number has been removed from SAM.gov.
SAM.gov can also be used to search for information such as:
- Entity registration and exclusion records
- Assistance listings (formerly CFDA.gov)
- Wage determinations (formerly WDOL.gov) including compliance with the Davis-Bacon Act
- Contract opportunities (formerly FBO.gov)
- Contract data reports (formerly part of FPDS.gov)
- Publicly available award data (formerly part of FAPIIS.gov)
The Federal Service Desk has a variety of help topics on accessing and using SAM.gov.