Grants Ontario Application Instructions Step by Step Guide These steps are designed to help you to submit your Grants Ontario application, attach documents to your application, view payments, and retrieve documents in Grants Ontario. Revised Aug 28, 2017
TABLE OF CONTENTS Key Funding Resources and Contacts 3 How to Register for a ONe-Key ID and Grants Ontario Account 4 How to Recover Your ONe-Key ID and Password 4 How to Log Into Grants Ontario 5 How to Apply for a Grant in the Grants Ontario System 6 Grant Application Process Step 1. Review Program Information 7 Grant Application Process Step 2. Complete the Application Form 8 Sections of the Application Form to Complete 9 Validate the Grant Application 10 Uploading your Completed Application to Grants Ontario 11 Find the Pay Equity Report, if applicable 13 Find the First Nation Salary Supplement Report, if applicable 14 Attaching Required Reports and Documents 15 Submit Entire Application Package and Grants Ontario Confirmation 17 How to See Payments in Grants Ontario 18 How to View/Retrieve Attachments in Grants Ontario 19 How to Change my Banking Information 20 Note: To allow staff to focus on reviewing PLOG/PE/FNNS applications, calls and emails regarding the status of your application will not be returned. You will ONLY receive an email if there is anything missing from your application. 2 P a g e
The Grants Ontario website provides a list of all funding programs available, instructions on how to apply, and other information. You can explore by selecting items listed on the left side of the screen. Key Funding Resources and Contacts The Tip Sheet: Is it Grants Ontario or GO Secure? Helps you understand the difference between the two systems, who does what at the ministry, and provides a place to record your user name/ One-Key ID and passwords. OLS contacts for assistance with PLOG/PE/FNSS Grants Ontario application: SOLS contacts: Peggy Malcolm SOLS Consultant pmalcolm@sols.org 1-866-380-9767 or 613-826-1003 OLS- North contacts: André Lépine Skills Development Advisor alepine@olsn.ca 1-800-461-6348 or 705-675-6467, ext. 210 Nancy Cooper First Nations Consultant ncooper@sols.org 1-800-387-5765 or 416-961-1669, ext. 5194 Rashed Ahmad First Nations Skills Development Advisor rahmad@olsn.ca 1-800-461-6348 or 705-675-6467, ext. 227 If you are having technical problems contact Grants Ontario technical support at: In Toronto: 416-325-6691, or Toll Free: 1-855-216-3090, or Email: grantsontariocs@ontario.ca Ministry contacts are: Mima Casola Culture Programs Advisor 416-314-7613 mima.casola@ontario.ca Shannon Khan Program Officer 416-314-5186 shannon.khan@ontario.ca 3 P a g e
How to Register for a ONe-Key ID and Grants Ontario Account To apply for PLOG/PE/FNSS grants, you MUST register for a ONe-Key ID and a Grants Ontario account. This is a two-step process. If you do not have a ONe-Key ID, you can create an account by clicking on Sign up now! (see image below outlined in red). Once you create a ONe-Key ID, you will be required to register for access to Grants Ontario. Details on how to complete these steps can be found in the How to Create a New Registration User Manual. IMPORTANT Do NOT share your ONe-Key ID with anyone else in your organization. We strongly recommend that each member of an organization have their own ONe-Key ID. Each person is responsible for their own activity on Grants Ontario and having your own account avoids confusion. How to Recover Your ONe-Key ID and Password If you have lost your ONe-key ID or password, recover them by clicking on Can t access your account? (outlined in blue in the image below), or call Service Ontario at: 416-326-1234 (GTA) or 1-800-267-8097. IMPORTANT It is assumed that you have registered in the Transfer Payment Common Registration System (TPCR). If you have not registered, see the How to Create a New Registration User Manual. You will not be able to access the Grants Ontario System without being registered in TPCR. 4 P a g e
How to Log Into Grants Ontario Logging into the Grants Ontario system is a multi-step process: 1. Log into your Grants Ontario account using your ONe-Key ID and password here: www.iaa.gov.on.ca. Once you have logged in (see image location outlined in red) you will be able to access Grants Ontario. 2. The My Services window appears. Click the Transfer Payment Account link. IMPORTANT If you do not see the link, you have not registered for Grants Ontario. Contact Grants Ontario Customer Service. 3. The TPCR Main Menu appears. Click Grants Ontario. The Grants Ontario window appears 4. Click the name of your organization listed under the My Organization(s) Registered with Grants Ontario Access heading. Your Grants Ontario home page appears. 5 P a g e
How to Apply for a Grant in the Grants Ontario System New Application: From the Grants Ontario Welcome screen, click on Apply for Grant (outlined in red). Draft Application: If you have already started to complete a new PLOG/PE/FNSS application, you will find it below in My Organization s Recent Applications (outlined in blue) and you can click on the application number to retrieve the application. The status will be noted as Draft. A grant application can either be Grants Targeted for my Organization (e.g.: PLOG/PE/FNSS) or Open Grants (e.g.: Celebrate Ontario). To retrieve your PLOG/PE/FNSS grant application, check the box on the right and click New Application button under Grants Targeted for My Organization (outlined in red). If you do not see the PLOG/PE/FNSS program as shown in this screenshot, call the Grants Ontario technical support number noted on page 3. NOTE: Only click on the New Application button under Open Grants for the grant applications under this heading. 6 P a g e
Grant Application Process Step 1. Review Program Information To complete and submit your grant application, you MUST complete the 4 step process outlined as listed in the picture below under Steps, left side. Information to review includes the Grants Guidelines and the First Nation Salary Supplement Report, etc. These are found under Program Documentation section outlined in red. IMPORTANT click and save these documents to your desktop. Once you have saved the documents, click the Next button outlined in blue. 7 P a g e
Grant Application Process Step 2. Complete the Application Form Click Download Application Form, outlined in red. To download the application form, you will need Adobe software in order to view and complete the application form. It is best to use Internet Explorer to download the application form. 8 P a g e
Sections of the Application Form to Complete When you download the application form, you must save as to your computer by clicking File, then Save As in the Adobe window and finally save it on your computer so that you can find it easily. DO NOT CHANGE THE FILE NAME or TYPE. Review and complete the following: 1. Read the Instructions tab 2. Review tabs A and B. These tabs are read-only. If you need to make changes to these sections, you will have to contact the Grants Ontario technical support noted on page 3. 3. Review and update tabs C, E, and F as required. 4. Review tab Y legal Terms and Conditions for the funding. 5. In tab Z, scroll down and click on the button Sign Document. If your organization has more than one authorized signing officer, make sure to click all the Sign Document buttons. 9 P a g e
Validate the Grant Application When you have filled out all the mandatory fields in the application, click the grey Validate button at the top of a page (outlined in red). This will confirm that you have filled out all the mandatory fields. If you get the pop-up message saying Application form validated successfully then click OK, save your work on your computer, and close the application. IMPORTANT: You must UPLOAD your completed and saved application from your computer into the Grants Ontario system using the Upload Application Form button. SEE NEXT PAGE. DO NOT attach your completed application in Grants Ontario because the completed application will not be accessible to ministry staff for review. The attaching function in Grants Ontario can only be used to attach your Pay Equity report, First Nation Salary Supplement report, library service contract, audit, etc. Steps on how to attach in Grants Ontario are outlined on pages 15 and 16. 10 P a g e
Uploading your Completed Application to Grants Ontario Log back into Grants Ontario using your ONe-Key ID and password to upload your completed application. Find your application by: 1. Clicking Applications (outlined in red) under the Quick Navigation Links and locate the grant application and click the Application #, or 2. Find My Organization s Recent Applications (outlined in blue) click on the Application # (outlined in red). Note Under the Application you will find all of your saved applications. However, My Organization s Recent Applications will only show you the application you worked on most recently. 11 P a g e
Uploading your Completed Application to Grants Ontario To upload the completed application saved on your computer, click Step 2. Complete Application Form and then click the Upload Application Form button (outlined in red). Next to the File Name field there is a pick list icon; (outlined in red) click it and the window will expand. Select the completed application you have saved on your computer. When you have selected the file, click the Upload button (outlined in red). When you have uploaded your application to Grants Ontario, the system will automatically take you to step 3 Attaching Supporting Documents. Attaching in Grants Ontario is outlined on pages 13 to 15. 12 P a g e
Find the Pay Equity Report, if applicable This slide is for those clients required to submit a Pay Equity Report. If this does not apply to you, skip this slide. Next you are taken to Step 3: Attach Supporting Documents (highlighted in green text, under Steps). You will find your customized Pay Equity Report under section Organization Attachments. If you do not see your library s report here, contact Grants Ontario Technical Support at the number on page 3. Click on your library Pay Equity Report, save it to your computer, complete the report, and upload it into the Application Attachments area using the Add button as seen below, under the Application Attachments section (outlined in red). 13 P a g e
Find the First Nation Salary Supplement Report, if applicable This slide is for those clients required to submit a First Nation Salary Supplement Report. If this does not apply to you, skip this slide. There are two ways to find the First Nation Salary Supplement (FNSS) Report template. They are: PLOG/PE/FNSS web page: The First Nation Salary Supplement Report template is available on the PLOG/PE/FNSS web page here, under the heading Program Guidelines and Sample Application. See image on right for details. Click on the FNSS Report link and save a copy to your desktop to complete and upload to your PLOG/PE/FNSS application. Grants Ontario Application Step #1: Also, the FNSS Report template is included in Step #1 Reviewing Program Information once you log into Grants Ontario and find the PLOG/PE/FNSS application. See image on right for details. Click on the link and save a copy to your desktop to complete and upload to your PLOG/PE/FNSS application (outlined in red). 14 P a g e
Attaching Required Reports and Documents To attach required reports and documents such as the First Nation Salary Supplement Report, Audit, or Library Service Contract, click on Step 3: Attach Supporting Documents from the left-side menu. In the Application Attachments section, click the Add button (outlined in red). Select the completed report (e.g.: First Nation Salary Supplement Report, library service contract(s), audit) you have saved on your computer and click Open (outlined in red). 15 P a g e
The file will display under Application Attachments. Select the pick list icon located in the Attachment Type column and a window will open. Select the appropriate Attachment Type for each document you attach to indicate which document you have attached (see image below).. Select the attachment type that best describes what you are attaching and click the OK button. You must choose from the list of required types. Application requirements are provided in the PLOG/PE/FNSS Application Program Guidelines and outlined in your launch email. When you have attached all required reports and documents, click the Next button to continue to the final step. 16 P a g e
Submit Entire Application Package and Grants Ontario Confirmation To submit your completed grant application in Grants Ontario, click the Submit button. You will then see a screen confirming that the application was successfully submitted, see image below. You will also receive an email from Grants Ontario confirming your submission. At this point, ministry staff are able to view and review your completed application in Grants Ontario. Even after submitting your application and attachments, you can still view your application and add attachments by logging into Grants Ontario with your ONe-Key ID and password. This may be required if additional information is requested by ministry staff. 17 P a g e
How to See Payments in Grants Ontario You will be able to see the payments you receive from the ministry by logging into Grants Ontario and selecting Payments from the Quick Navigation Links. All grant payments are listed for your organization. If payments are not showing in Grants Ontario and you have recently completed an application, it means that ministry staff are in the process of reviewing your application. NOTE: To allow staff to focus on reviewing PLOG/PE/FNNS applications, calls and emails regarding the status of your application will not be returned. You will ONLY receive an email if there is anything missing from your application. 18 P a g e
How to View/Retrieve Attachments in Grants Ontario All your documents relating to your previous Grants Ontario applications are stored in Grants Ontario. To locate your previous applications, click on the Applications link under Quick Navigation Links or the top tab called Application (outlined in red). From My Organization s Applications you will see a list of all applications and status for your organization. Locate the application from this list to retrieve information. Use the list navigation arrows (located at the bottom of the list) to move forward or backward through the listing if necessary. To retrieve the application, click on the application or case file number. IMPORTANT: Applications status that are either Submitted or Closed will contain program information. Draft applications have not been submitted to the ministry. At this point you will be in the application and you will be able to click on the appropriate attachment to open and save it to your computer. 19 P a g e
How to Change my Banking Information If your banking information has changed in any way, you MUST submit a new Electronic Fund Transfer (EFT) Form. The EFT form does not need to be submitted to the ministry every year. The EFT form and Guide are available on the PLOG/PE/FNSS web page here, under the heading Program Guidelines and Sample Application. See image on below. Note: The original signed form MUST be mailed into the ministry at address provided on the form. 20 P a g e