• Prequalification is required for all not-for-profit organizations seeking grant funding from New York State and determines their eligibility to apply for grants and promotes contract readiness;
• The prequalification process allows the State to deem an organization qualified prior to allowing them to compete for a grant and potentially receive a State contract.
• Prequalification lets NY State know that organizations have the systems, in place, to responsibly handle grant expenditures.

Keep current

If your organization is already prequalified, it is a good idea to know when your prequalification status will expire. Usually, any updating involves uploading a few files.

Don’t be confused!

Even though your organization simply wants to apply for a NY State or federal security grant, NY State considers your organization a “vendor” even though you won’t be selling anything to NY State. When they use the word “vendor” in their instructions they mean you.

The two grants (NSGP & SCAHC) are administered by different NY State agencies (DHSES & DCJS). Organizations that wish to apply for grants will only be able to prequalify in the SFS system, and both DHSES and DCJS will use this system for prequalification. For other steps in the grant process, each agency will have its own steps.

1. Prequalified NSGP applicants will continue to submit their application packages through the DHSES E-Grants system, which will also be used for contracting and quarterly reports. Reimbursement requests will still be submitted via email.
2. Prequalified SCAHC applicants will continue to submit their application packages through GMS, which will also be used for contracting.

To access the new SFS system (AKA the “Vendor Portal”), click to the registration screen at: https://esupplier.sfs.ny.gov and enter the temporary login information found in the email:

Registration is the first step of the prequalification process. It involves submitting two forms (one must be notarized) and an organization chart. Once your organization is registered, you will receive the information to proceed with the core prequalification process.

Download and complete the Grants Management Registration Form for Statewide Financial System (SFS) Vendors

In 7-10 days, you will receive an email with a:

• Vendor Identification Number. Your assigned 10-digit Vendor Identification Number is: XXXXXXXXZZ. Save this number.
• Link. A link to go to the SFS Vendor Portal. This is where you will upload your documents and answer questions.
• User ID and Password.

See the tutorial, Next Steps after Registration for Nonprofits.

Help Desk: Contact the Help Desk for assistance with your registration form.

To sign into SFS for the first time, you will need your account name and password. Your organization will need to fill three roles in the system:

Who assigns or controls the roles?

1. The Primary Contact received the first email from SFS. Their name and email should be in the system.
2. Your organization’s Delegated Administrator is the only person who can assign or change any roles that are applicable for your organization.  The Delegated Administrator is responsible for making account changes, designating roles for other user IDs within their organization, and managing address and contact information.  The Delegated Administrator can also assign roles to their own account.
3. To apply for prequalification,  submit/upload documents, answer organizational questions or review existing prequalification documents, your organization they must have a Prequalification Processor.

A single individual can have all three roles. You are strongly urged to have, at least, two Delegated Administrators, so that if one is not available or loses their credentials, you have a backup.

Where can I find more information?

The following links provide more information about how to add a user and roles in SFS and the roles available in SFS related to grants functionality.

• SFS_Vendor_Portal_Access_Reference_Guide.pdf (ny.gov) (Click on the boxes to view the associated roles)
• JAA_VEN101_031.pdf (ny.gov) (Add roles/access to user accounts)
• JAA_VEN101_003.pdf (ny.gov) (Add users in SFS)
• A video which shows Adding roles to an existing vendor user is also available.

I’ve assigned the new roles and it’s still not working.

Upon assigning the necessary roles, if you are still having any issues seeing the Grants Management tile on your SFS Vendor Portal homepage, please follow the below instructions to clear your cache and try again:

• Log out of the SFS Vendor Portal.
• Clear your cache/internet browser history.
  • Request that cookies, cached images and files, passwords and other site data be clear.
  • Be sure to clear cache for “all-time”, not just for a recent time frame.
  • Tip: On most browsers, you can click Ctrl+Shift+Delete on your keyboard to prompt you to clear your cache/history.
• Once cleared, close all browser windows, and try navigating to the Search for Grant Opportunities tile again.

After logging into the SFS Vendor Portal with a user account that has been assigned the necessary roles, you can proceed with your prequalification through the Prequalification Application tile (found after clicking the Grants Management tile on the SFS Vendor Portal homepage).  Please see the following training material and step by step handbook for guidance:

• Grantee Processing in SFS Handbook (https://upk.sfs.ny.gov/UPK/VEN101/FILES/Grantee_User_Manual.pdf)
• Renewing a Prequalification Application (https://meetny.webex.com/meetny/ldr.php?RCID=b9f6136fc58c325e87276c80ff8d75ba)

This section is based on the  New York State Prequalification Manual for Grantees explains many of the organizational questions and required documents. We urge you to review the rationale for these questions in this document.

• Organizational Integrity Questions. Questions 1-6 deal with organizational and business ethics. Simply answer YES or NO. Answering YES to any of these questions will probably require more explanation and review.
• Organizational Capacity Questions. Questions 7-10 meant to assess that your organization has the organizational capacity (including its operational management capabilities) to operate a sound organization, fulfill its contractual obligations, and deliver services in a cost-effective manner. The questions are based on best practices. See, for example, the NY Attorney General’s  Internal controls for not-for-profit boards,  the National Council of Nonprofit’s Internal Controls for Nonprofits. Note: In order to prequalify, organizations are required to have an electronic financial management system (e.g., Quickbooks).
• Required policies. 
  • Anti-nepotism Policy
  • Staff Code of Conduct
  • Board of Directors Conflict of Interest Policy/Staff Conflict of Interest Policy. All NY nonprofit corporations must have a Conflict of Interest Policy. Sample Conflict of Interest Policy   Annual Form
  • Whistle Blower Policy. Nonprofit corporations or charitable trusts with 20 or more employees and an annual revenue in excess of $1,000,000 in the prior fiscal year must have a Whistleblower Policy. Click here for a sample.Your board of directors should approve the above policies.
  • Diversity Policy
  • Fiscal/Internal Controls Policy. A primary responsibility of a nonprofit’s board of directors is to ensure that the organization is accountable for its programs and finances to its contributors, members, the public and government regulators. Click here for the NY AG’s guidance and the financial policy guidelines from Nonprofit Financial Commons for a framework for drafting and adopting financial policies for your nonprofit.
•  Requirement for Not-for-Profit Corporations. All applicants must be registered with the NY Attorney General’s Charities Bureau in order to pre-qualify to be eligible for any security grant. Register online here.
• See information below with specifics for Religious Corporations.

Required Documents for Religious Corporations
(e.g., synagogues or religious schools incorporated as religious corporations)

• Certificates of Incorporation: You should already have a Certificate of Incorporation demonstrating that you are incorporated under the New York Religious Corporations Law.
• 501(c)(3) Status: Religious corporations should provide their IRS Recognition Letter ( also known as a 501(c )(3) or tax exemption letter) from the IRS if they have one. Not every not-for-profit organization needs to apply for 501(c) tax exemption (e.g., houses of worship and other religious organizations). If your organization is not required to apply  for IRS tax exemption recognition, upload a signed statement on your organization letterhead that you are a religious corporation. meet the requirements of IRC Section 501(c)(3) are automatically considered tax exempt and are not required to apply for and obtain recognition of tax-exempt status from the IRS. Sample wording: Congregation XYZ is a house of worship and meets the requirements of IRC Section 501(c)(3). We are automatically considered tax exempt and are not required to apply for and obtain recognition of tax-exempt status from the IRS, nor are we required to file IRS Form 990.
• Bylaws: For an example of bylaws click on the appropriate link (Members/No Members) and an explanation of New York State synagogue bylaws here.
• Form 990: Religious corporations are not required to file IRS Form 990. In lieu of this form, applicants may upload a signed letter, on organization letterhead, stating they are exempt from filing a Form 990. Sample wording: Congregation XYZ is a house of worship and meets the requirements of IRC Section 501(c)(3). We are automatically considered tax exempt and are not required to apply for and obtain recognition of tax-exempt status from the IRS, nor are we required to file IRS Form 990.
• Audited Financial Statements/Reviews: Religious corporations that do not have a formal audit may upload their financial report from the previous fiscal year. It can be a review from an accountant or even a QuickBooks “Profit and Loss” and a “Balance Sheet” report showing income and expenses. It should be accompanied by a letter signed by the President, Secretary or Treasurer; stating that the Board of Directors/Trustees reviewed and approved the financial report.
• Already Charities Bureau Registered Religious Organizations. If the Charities Bureau has in the past determined that you are exempt from annual filings, they would have sent you an exemption letter. If you cannot find your letter, simply search the NY Charities Registry for your organization here and take a screenshot of the information and upload it to the Document Vault.
• Register your charity online. The Attorney General’s Charities Bureau now offers online registration for charitable organizations.
  • If you are not already registered.
    1. 1. Click to the Charities Bureau Online Registration Page. Review the “Registration Checklist”. Although most charitable organizations are required to register, the law exempts some, including religious organizations, from registering. If you believe that your organization may be exempt from the registration requirements, you will have an opportunity to claim an exemption when you fill out the online registration application.
       2. Have the listed documents ready to upload. For more information Scroll down and check the box (see screenshot) to continue. For more information, click to the Online Charities Registration: User Guide 
       3. If you do not already have a registration account with the Charities Bureau, follow the directions to create an account and click on “Register a new account”.
       4. Complete the “Contact Info” section, basically the name and address of your organization, the EIN,  and an email address of the person submitting the registration.
       5. Answer the “Statutory” questions (User Guide, p. 12)
       6. Click on the “Register as an Exempt Organization” box.
       7. Among the organizations exempt from registration are religious organizations (houses of worship) and other charitable organizations run by religious organizations; membership organizations that do not solicit from the public; Parent Teacher Associations, educational institutions that file annual reports with the New York State Department of Education; and governmental agencies.
          • If applicable, answer yes to, “Was the organization formed for religious purposes?” (see the User Guide, p. 15 for more information). If so, the system should inform you that your organization is exempt from registration.
       8. Click to the Charities Bureau Registry Search and you should be able to find your organization.

Official guidance: 

• SFS Handbook: Grantee Processing in SFS (Grantee User Manual) with step-by-step instructions. Information on updating your documents can be found in the chapter, “Managing Prequalification Applications“, starting on p. 20.
• Video: Renewing a Prequalification Application (https://meetny.webex.com/meetny/ldr.php?RCID=b9f6136fc58c325e87276c80ff8d75ba)

1. Click here to sign into SFS;
2. click on the “Grants Management” button;
3. and then the “Prequalification Application” button.

This is a screenshot of the Sign-On page.

At the bottom of the “Welcome Page” screen you are given two choices: “Select an activity below”: “Update Prequalification Application” or “View Version History.”

To respond to reviewer comments or update attachments, go to the “Grants information tab”. The instructions for filling out the “Grants information tab” is found in the Grantee User Manual starting on page 15.    https://upk.sfs.ny.gov/UPK/VEN101/FILES/Grantee_User_Manual.pdf