Oregon Department of Education s3

The Oregon Department of Education

E-Grant Management System

FIRST STEPS INSTRUCTIONS EGMS CONTACTS

Stephanie Tyrer, Fiscal Grant Coordinator Budget Services Office of finance and Administration 255 Capitol Street NE Salem, OR 97310 Phone: (503) 947-5619 Fax: (503) 378-5156 Email: [email protected]

It is a policy of the State Board of Education and a priority of the Oregon Department of Education that there will be no discrimination or harassment on the grounds of race, color, sex, marital status, religion, national origin, age, sexual orientation, or disability in any educational programs, activities or employment. Persons having questions about equal opportunity and nondiscrimination should contact the State Superintendent of Public Instruction at the Oregon Department of Education, 255 Capitol Street NE, Salem, Oregon 97310; phone 503-947-5740; or fax 503-378-4772 OREGON DEPARTMENT OF EDUCATION E-GRANT MANAGEMENT SYSTEM (EGMS)

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

There are three elements to the process. Please read through each one:

Claim Administrator Form Steps to Accessing EGMS Online Submitting a Claim

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

Contact Stephanie Tyrer at [email protected] or 503.947.5792/503.947.5849 if you have any questions or need assistance.

ODE 581-1349-P (10/13) CLAIM ADMINISTRATOR FORM:

Each entity must submit a Claim Administrator form. This form lists the individual(s) who are authorized to submit claims for the entity. Each entity is encouraged to provide a minimum of two contact people to enable ODE to ensure the timely receipt of all documents intended for your entity. These two people may not have the authority to give each other access permission for the EGMS system. Once the form is completed, please fax it to EGMS 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.

Note: You cannot give yourself Claim Administrator (CA) rights. Please have a Board of Directors sign the form for your access prior to submitting.

ODE 581-1349-P (10/13) ODE 581-1349-P (10/13) STEPS TO ACCESS EGMS ONLINE:

Get 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 [email protected]. All others who do not have a Security Administrator - contact [email protected].

Once you have the rights to EGMS and a User Name and Password, go to: https://district.ode.state.or.us.

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

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

ODE 581-1349-P (10/13) ODE 581-1349-P (10/13) NOTES FOR SUBMITTING CLAIMS:

Select: Web - Claims

ODE 581-1349-P (10/13) Select: Claims Statement

Select an office.

ODE 581-1349-P (10/13) Press the “Edit” button of the subgrant for which you want to submit a claim.

There will be three (3) items to enter.

ODE 581-1349-P (10/13) Enter a Y ONLY 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. Click on “Web – Sub grants”, then “Sub grants List”. Click on the “Select” button for the sub grant you would like to view. Go to the bottom of the Sub Grant Detail screen and click on the button labeled “Financial Detail Screen”. 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 Grant Manager.

ODE 581-1349-P (10/13)