OREGON DEPARTMENT OF EDUCATION .us



The Oregon Department of Education

E-Grant Management System

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Instructions for Sub-Grantees

OREGON DEPARTMENT OF EDUCATION (ODE)

E-GRANT MANAGEMENT SYSTEM (EGMS)

Below are the instructions to access EGMS, our Electronic Grant Management System at ODE.

There are four (4) elements to the process. Please read through each one:

1. Generic Email Addresses

2. Claim Administrator Form

3. Steps to Accessing EGMS Online

4. Submitting a Claim

If you only want to view EGMS and will not be submitting claims, you will only need to follow Step 3 – Steps to Accessing EGMS Online.

Contact Karen Harrison at ODEGrantsMgr@ode.state.or.us or 503-947-5792 if you have any questions or need assistance.

1. GENERIC E-MAIL ADDRESSES:

Each Entity (Institution) must provide the following generic e-mail addresses in order to receive communication and documents via EGMS and the EGMS Administrator concerning the subgrants awarded by ODE:

If you are a School District (SD) or Educational Service District (ESD):

Superintendent@ your domain name

BusMgr@ your domain name

(Examples: superintendent@adel.k12.or.us, BusMgr@adel.k12.or.us)

All other Entities (Institutions):

Agencyhead@ your domain name,

BusMgr@ your domain name

You may use providers such as AOL, Yahoo, etc. as they provide up to seven (7) addresses. Slight modifications such as agencyhead888@ or businessmgrABC@ are okay – as long as they remain generic.

• The Superintendent@ and AgencyHead@ addresses will receive award documentation and communication.

• The BusMgr addresses will receive business and financial documentation and communication.

2. CLAIM ADIMINISTRATOR FORM:

Each Entity (Institution) must submit an EGMS Claim Administrator Form. This Form lists the individuals who are authorized to submit claims for the Entity (Institution). Once the Form is completed, please fax it to “Karen Harrison” at 503-378-5156. Any time your “Authorized Staff” changes, please submit a revised Form showing Staff to be removed, and Staff to be added.

The EGMS Claim Administrator Form Form is attached. See page 5 of 5.

3. STEPS TO ACCESS EGMS ONLINE:

1) Get a User Name and Password from your Security Administrator (all school districts and ESD’s have Security Administrators). If you are a Charter School, contact your school district, unless you have become your own fiscal agent. If you are a Head Start organization, contact trish.lutgen@ode.state.or.us. All others who do not have a Security Administrator - contact ODEGrantsMgr@ode.state.or.us.

2) Once you have the rights to EGMS and a User Name and Password, go to:  .

3) Log in with your assigned User Name and Password. The User Name and Password are case sensitive. You will select your own password once you log in.

4) Select: E-Grant Management System (EGMS) (if it isn’t available, contact your Security Administrator so they can give you rights).

5) When you log in, you will get a message saying you need to register. Notify Karen Harrison at ODEGrantsMgr@ode.state.or.us or 503-947-5792, who will register you. Your name will be moved to active status and the menu will be available to you. If the EGMS Claim Administrator Form has been received and your name is on the list, you will also be registered as the Claim Administrator and the claims feature will appear at the top of the menu.

Remember—you need to log in first so your name will appear on the list to be activated. After you enter EGMS, notify Karen so your name can be registered.

4. NOTES FOR SUBMITTING CLAIMS:

Select: Web - Claims

Select: Claims Statement

Select an office.

Press the “Edit” button of the subgrant for which you want to submit a claim.

There will be three items to enter. 

Enter a Y if it is a final claim, otherwise, leave it blank.

The date for the claim period is the date through which your expenditures have been made.  This must be a prior date or date of entry. It cannot be a future date. The date must be entered MM/DD/YYYY.

Enter the amount with a decimal point. Do not add the dollar sign or commas. Do not enter negative amounts.

To view your transaction, go to the main menu:

1. Click on “Web – Subgrants”,

2. Click on “Subgrant List”.

3. Click on the “Select” button for the subgrant you would like to view.

4. Go to the bottom of the Sub Grant Detail screen, and

5. Click on the button labeled “Financial Detail Screen”.

6. On the Financial Detail Screen, look at the middle block. It is called the Element Summary. The claim that was entered should be visible in the Element Summary.

If a mistake is made and assistance is needed to correct it, contact the appropriate Grant Manager assigned to your subgrant.

Please review the “Sub Grant Contacts” listed in the “Financial Detail” screen. If you need to update the Contacts, please send an email with the information to ODEGrantsMgr@ode.state.or.us.

As EGMS is updated, notifications will be sent to the Generic BusMgr e-mail addresses.

ACCESS TO THE OREGON DEPARTMENT OF EDUCATION (ODE)

E-GRANT MANAGEMENT SYSTEM (EGMS)

Individuals listed below have been given authority to submit claims to the Oregon Department of Education (ODE) using the E-Grant Management System (EGMS) through a web interface and by accessing the ODE Central Log-In. The individual(s) given this authority will be known as Claim Administrator(s).

The Superintendent/Agency Head/Director, by signing this form, gives signature authority to the identified Claim Administrator(s) and authorizes them to act as authorized representative(s) for the Entity (Institution) they represent.

The Entity’s (Institution’s) Board of Directors must provide authorization through signature for granting Claim Administrator Rights to Superintendent/Agency Head/Director.

The Claim Administrator(s) have the responsibility to request funds for sub grant(s) issued to their Entity (Institution) and for recipients for which their entity (Institution) is responsible. The Claim Administrator(s) Log-In ID will be attached to each claim they enter into the EGMS system for audit purposes.

|Please indicate if you will be receiving Oregon Head Start Prekindergarten funds: |Yes |No |

|Agency Name: | |Institution ID # | |

|Address: | |Federal Tax ID # | |

|Generic BusMgr@ Email Address: | |Phone Number: | |

|Generic Agencyhead@ | |Fax Number: | |

|Email Address: | | | |

PERMISSION CODES: RO=READ ONLY CA=CLAIMS ADMINISTRATOR DE=DELETE NAME

|Name |Permissions |Title |Email Address |Phone Number |

| | | | | |

| | | | | |

| | | | | |

| | | | | |

| | | | | |

|Superintendent/Agency Head/Director: |Title |

|(Please print) | |

| |Date |

|Signature | |

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