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Quick Links:

Instructions for Grantees

How to Submit a Report

Instructions for Consultants

How to Submit an Invoice

 

GRANTEES:

The portal link will always land on the Home or Welcome screen.

Weclome Page

Look to the upper right hand corner for a "Sign In" button. Click it to sign in, edit your profile or sign out of the portal. If this is your first time registering in the portal, you may need to update your profile. Some of the information will be pre-populated from the Foundation's Grants Management System. Complete/update the required * fields on the profile page. If you log in and the screen takes you to your profile page but you do not need to make any updates, just click the HOME link.

Profile

At any time changes can be made to the Profile by clicking on the down arrow next to the login name, selecting the profile option and then Update.

Sign Out

ORGANIZATION MANAGEMENT:

Review the information related to the organization and update the fields that are blank or incorrect. The Primary Contact should be the CEO, President, Owner or Executive Director of the organization. If a change needs to be made in the Primary Contact, notify the administrative assistant on the application.

Organization Management Page

Add/update the address fields. Once you update the primary address, you have an option to select "Yes" to the Same As Primary field and the Payment Address fields will auto-complete. If the payment address is different from the primary, please complete the fields.

Address

Contacts associated with the organization are displayed. If an additional contact is needed, fill in the name and email. An email will be sent for them to create a portal registration. If there are contacts in the list that do not work for your organization, email the administrative assistant listed on your application so that they can deactivate contacts that are no longer affiliated with your organization.

Org Contacts

WORKFORCE COMPOSITION SURVEY:

All organizations are required to complete the Workforce Composition Survey each calendar year. Complete the survey by using the "Annie E. Casey Foundation Workforce Composition Survey" link located in the organization management tab.

The link will bring you to the Workforce Composition Survey.  You may save and return to the survey at any time.

Once you have completed your submission, select the "Submit to AECF" button at the bottom of the page to send the information to the Foundation.  Please note that departments of larger organizations such as government entities and universities should report workforce information for the department working directly with the Foundation rather than the whole organization.

APPLICATIONS/ACTIVITY:

Click on the tab “Applications” to see your application. The following screen will open. The active field on this form is Request ID. Click on the Request ID and the grant application will open.

Applications/Activity Page

GRANT APPLICATION FORM:

If your organization is on ER or Compliance Hold as indicated in the pink banner below, you will still be able to submit reports and applications.  The ER or Compliance Hold will be removed pending the receipt and approval of outstanding reports or applications for additional funding.


Grantees should review the contact information located at the top of the form to ensure the appropriate contacts at the organization have access to the application.  The Program contact (the person who is the project lead at your organization), Contracting contact (the person who signs for your organization – usually CEO, ED, etc.), and the Finance contact (the person who oversees finance/accounting functions for your organization) should be pre-populated. If any of the contacts are empty or incorrect, email the administrative assistant through the link that appears on the application. If someone other than the 3 people referenced above will be completing the grant request, fill out their name in one of the 3 additional fields (Development Contact, Contracting Assistant or Finance Assistant) so they will be able to access the request. The three additional positions are provided access only to review and edit applications and reports and will not receive notifications of upcoming requirements nor will they be able to assist with submission of grant applications or reports.

Contacts can be added in the application by clicking the search icon.  The form will open and the contacts associated with the organization will show.  To add click on the Create New button, the requirement to add a contact is first and last name and email. The person will then receive a system generated email so they can create their profile. 

Complete the name and email, click Create New.

Complete or verify the Brief Narrative, Scope of Work, Anticipated Results and Performance Measures fields.  Directions for each field are available on the application page and may be accessed by hovering over each section.

To complete Type of Support, Program Area, Age Group and Ethnicity, select the one category from the drop down menu that best describes the focus of this request for funding.

Coding 1


BUDGET:
Complete the Budget Narrative field.  This field allows you to include more detailed information regarding budget line items and how the funds will be used for the specified project.

For Non-Profit/Government Applications: The budget line items must equal the Total Authorized Amount of the request. If the budget amount does not equal the Total Authorized Amount, you will not see the green "Submit to AECF" button.

Complete the budget by selecting the applicable line items for your project and complete each field (description, AECF Amount, Total Project Amount) then click the green + to add the line to the table. Please note that you must fill out all three description, AECF Amount and Total Project Amount boxes in order for the line to save even if the AECF Amount and Total Project Amounts are the same.  The line item will then appear underneath the Description/AECF Amount/Total Project Amount.

The X removes lines if you make a mistake. If a new category is needed, use the Additional Line item and add the description. Please remember that Overhead costs cannot exceed 10% of direct costs. The budget will remain shaded in red if the overhead exceeds 10% or if the line items do not equal the Total Authorized Amount.

NOTE: If the budget includes subgranting, the description should include both the organization name and EIN using the following format: ABC, Inc./52-0000000). If either the subgrantees or consultants have not yet been identified, please use “TBD” in the description.

Grantee Budget Red

The total AECF Amount now equals the Total Authorized so the Budget is no longer red.

Grantee Budget Complete

Complete the Geographical Area Served (please limit to 10) and attach any additional information by adding the file to the Attachments section.

Geo Area

There is a save option that shows throughout the system. The request can be saved at any time during the application process.  When the request is ready for review by AECF program staff, click the Request Review button (only once). The staff will be notified via email to review the application. Your Foundation staff member will work with you to ensure that the information is correct. Once the application has been reviewed and approved, you will be asked to submit your request by clicking “Submit to AECF”.

SUBMITTING INTERIM AND FINAL REPORTS:

Log in to the portal using your email address and the password you set up.  Upcoming and overdue requirements will be listed under the Reporting Requirements tab.  Select the blue hyperlink to open the reporting form for the desired report.

Reporting Requirements Page

Download and complete the narrative template (hyperlinked to the word "download" in the instructions paragraph at the top of the form) and fill in all required fields on the reporting page.  Please note that you must report against all line items in the approved budget.  In the event that you have not expended any funds against a line item, you should still enter $0 for that line item.

 Reporting Form

Attach the completed narrative template, check the red box to certify the accuracy of the report and click submit to AECF.

 

 

CONSULTANTS:

ORGANIZATION MANAGEMENT:

Review the information related to the organization and update the fields that are blank or incorrect. The Primary Contact should be the CEO, President, Owner or Executive Director of the organization. If a change needs to be made in the Primary Contact, notify the administrative assistant on the application.  If the W-9 date field’s date is not within the last 2 years, attach a new W-9 to the application. Please visit the IRS website to obtain and complete the most recent form.

Add/update the address fields.

Address 

Contacts associated with the organization are displayed. If an additional contact is needed, fill in the name and email. An email will be sent for them to register. If there are contacts in the list that do not work for your organization, email the administrative assistant listed on your application to have them removed.

Org Contacts

WORKFORCE COMPOSITION SURVEY:

All organizations are required to complete the Workforce Composition Survey each calendar year. Complete the survey by using the "Annie E. Casey Foundation Workforce Composition Survey" link located in the organization management tab.

The link will bring you to the Workforce Composition Survey.  You may save and return to the survey at any time.

Once you have completed your submission, select the "Submit to AECF" button at the bottom of the page to send the information to the Foundation.  Please note that individual sole proprietors should report their information in the CEO/Executive Director section of the survey.

Applications/Activity:

The Applications/Activity tab will list all applications available for you or your organization.  Under the applications heading, you will be able to access agreements staged in the portal by Foundation staff that are awaiting submission by you or your organization.  Once your application has been submitted to the Foundation it will move to the "Applications In Process" section, then on to "Approved Applications" once the Letter of Agreement (LOA) has been mailed and finally to "Active Executed Agreements" once the countersigned LOA has been received by the Foundation.

Applications/Activity Tab

To begin the application process, click on the blue hyperlinked Request ID on the Applications/Activity tab. The following screen will show.

Consultant Screen 1

The Consultant Agreement Type screen will assist in determining of the type of agreement and the budget options that will be available. You will indicate if you are an individual/sole proprietor and how you intend to bill the Foundation, either on a monthly basis with a daily or hourly rate or based on delivery of a specific product or the completion of a specific event.  You will also be asked to indicate whether or not you or your organization will be submitting expenses outside of your professional fees.

BUDGET:

Complete the Budget Narrative field.  This field allows you to include more detailed information regarding budget line items and how the funds will be used for the specified project.

The only two budget line item options are Salary/Personnel and Expenses.

Individual consultants should fill in the Total Amount, Rate and # of Days to indicate professional fees. Corporations, Partnerships and other should fill in the Description and put the Total Amount Charged to the project but do not need to supply hourly detail. Once that is filled in, click the + to add it to the table.

If the contract includes non-salary expenses and if you correctly selected yes under expenses on the first screen, an expense category will be on the budget. If you do not see an expense line item option and you need to include expenses, please contact the Administrative Assistant listed at the top of the application screen to modify the budget.  List each type of expense individually. i.e. Travel and a total, Supplies and a total.  Once that is filled in, click the + to add it to the table.

The Total Amount must equal the Total Authorized Amount in order to see the "Submit to AECF" button.

Consultant Budget 

Complete or verify the Brief Narrative, Scope of Work, Anticipated Results and Performance Measures fields.  Directions for each field are available on the application page and may be accessed by hovering over each section.

To complete Type of Support, Program Area, Age Group and Ethnicity, select the one category from the drop down menu that best describes the focus of this request for funding.

Coding

Complete the Geographical Area Served (please limit to 10) and attach any additional information by adding the file to the Attachments section.

GEO

There is a save option that shows throughout the system. The request can be saved at any time during the application process.  When the request is ready for review by AECF program staff, click the Request Review button. The staff will be notified via email to review the application. Your Foundation staff member will work with you to ensure that the information is correct. Once the application has been reviewed and approved, you will be asked to submit your request by clicking “Submit to AECF”. If you do not see a Submit to AECF button, double check the budget to verify it equals the requested amount.

PAYMENTS:

The Payments tab will allow you to see payment activity within the last 12 months.

Payments

Submitting Consultant Invoices on the Portal

Log into the portal using your email address and the password you set up. Click on the Applications/Activity tab:

The current contract should show up under “Active Executed Agreements.” If it does not, contact the program staff or administrative professional.

Click on the request ID to open up the agreement. There is a New Invoice button, click it to submit your invoice.

Please read the instructions carefully. The Invoice form will open. Submit only one month at a time (for monthly billing, multiple month submissions on one invoice will be rejected). Complete the invoice number, date, period, and total amount fields.

You should have ready a single scanned document that is attached with your invoice containing the days/hours worked as Page 1, followed by copies of receipts/substantiation of expenses on the following pages as required by your Letter of Agreement. We recommend one PDF attachment per invoice. NOTE: Please submit these documents as a PDF and not as a picture as picture files are much larger and the attachment could be rejected due to file size limitations. If you need a template, click the blue hyperlinked word "attachments" in the instructions paragraph at the top of the invoice form and an invoice template will begin to download. Once the documentation is attached, you can submit your invoice by clicking the “Submit to AECF" button.   

Your invoice record can be saved at any time and completed later. You can retrieve the saved record under the Applications/Activity tab by selecting the blue hyperlinked request ID.  The invoice page will display any invoices that have not been submitted but have been saved under "Unsubmitted Invoices".

Click on the invoice period to open the invoice and continue the process.