Grant Information for Our Partners

A Unique Entity Identifier (UEI) is a 12-character alphanumeric identifier used by the federal government to identify businesses and organizations. It's a replacement for the DUNS number and is required for all organizations seeking federal contracts or grants.  It is used to track federal award funds. The UEI is assigned by the System for Award Management (SAM.gov). 
 

To apply for a UEI visit SAM.gov
 

The applicant (or designated fiscal agent) will submit a hand signed IRS W-9 signed by the designated signing authority for the organization.  The W-9 needs to be signed within the past twelve (12) months. If you need guidance on how to complete this document, contact your financial advisor or accountant.

Before beginning work on an agreement with the Vermont Department of Health, the applicant, or fiscal agent, must provide certificates of insurance to show active minimum coverages are in effect, as required in the State of Vermont’s Attachment C – Standard State Provisions for Contracts and Grants.  Please check this document to find the most up-to-date insurance coverage requirements.

COIs must list “The State of Vermont” or “VT Department of Health -280 State Drive, Waterbury, VT 05671-8300” as the certificate holder. The covered entity must list the "State of Vermont and its agencies, departments, officers, and employees” as additional insureds in the body of the Description of Operations with regard to general liability.  Auto insurance coverage is required if the grantee will be driving in any capacity to fulfill the scope of work outlined in the grant agreement. Organizations may also require professional liability coverage, based on the scope of work. Professional liability is needed for lawyers, doctors, nurses, accountants, engineers, or licensed professionals who practice or have a specialized degree and expertise that will be used to fulfill the scope of work.

An example of a budget format can be found below. Indirect costs should not exceed the current de minimis rate of the applicant’s total direct costs. If you have a federally approved indirect rate you will need to send a copy of your rate sheet. Clarification on indirect costs is included in the glossary below.

The Department of Health funds reimbursement grants. This means organizations cover the upfront costs and submit invoices to the state for reimbursement of expenditures. Grant awardees will work with their designated grant manager to establish a payment schedule to compensate the grantee for expenses incurred carrying out the tasks in the scope of work. The State of Vermont operates on a net 30 basis.  This means payment is dispersed 30 days after the receipt of an error-free invoice and any required work period deliverables from the date of receipt.  

All invoices for reimbursement must certify that:

• The invoice is for actual expenses incurred
• The costs are for eligible activities outlined in the scope of work of the agreement
• The costs are not eligible for coverage by other federal funding sources
• The grantee has not received or requested, and will not request, payment for these costs from any other source

1. Applicants submit applications
2. Applications are reviewed and a final grantee is chosen
3. Notification of final decision is sent to the grantee
4. Scope of work and budget is formalized
5. Grant is executed and signed by both parties
6. Invoicing occurs during the scheduled outlined in the payment provisions for the grant term
7. Subrecipient annual reporting is completed by the grantee in accordance with their fiscal yearend date
8. Close out of the grant

It can take four to six weeks for a grant to be fully executed.  All grant initiation requirements must be met and both parties must agree on the terms for a grant to be submitted for internal approval. Both parties must sign the final agreement for the grant to be fully executed.

If you received a grant with federal funding from the State of Vermont, you must complete the Subrecipient Annual Report in its entirety annually within forty-five (45) days after your fiscal year end.

• Supplier ID – The 10-digit identifying number for your organization in the State of Vermont's accounting system.  The supplier ID is found in the upper right corner of the grant list box on the second page of the letter that accompanies this report, and in box 10 of the Grant Award Detail Sheet on your grant agreement. Your supplier ID is NOT the same as your State of Federal tax identification number, nor is it the same as your grant number.
   
• Original or Revision - Please indicate if this is the first time you have submitted a Subrecipient Annual Report for this fiscal year for your organization, or if this is a revision to correct a mistake on a previously submitted form.
   
• Fiscal Year Ending Date - Enter your organization's fiscal year ending date covered by this report in DD/MM/YYYY format. This period is usually not the same as the grant period.
   
• Subrecipient Name – Your organization’s legal full name. Do not use abbreviations unless they are part of your official name.
   
• Address – The primary address for your organization.

• This is a ten digit number which will begin with a varied number of zeroes. If you are not positive that you are entering the correct supplier ID number please reach out to your grant contact at the agency  who awarded you funds and request your supplier ID number. If an incorrect supplier ID number is entered your entity will be considered delinquent and this submission will not be accepted. 
   
• Your Tax ID number is not your Supplier ID number. If you enter a Tax ID number into this section your submission will not be accepted.
   
• Any hesitation regarding your Supplier ID number means you should reach out to an agency who awarded you funds to ensure you are entering the correct numbers in this field. If your response is not a ten-digit supplier ID that matches your Subrecipient Name your submission will not be accepted. Leading zeros will not display but should make the number you enter equal 10 digits when included.