Pre-Application Eligibility Requirements for Subrecipients
The Illinois Department of Human Services (IDHS) is administering the 2020 Census efforts in Illinois. On July 31st, IDHS issued a Notice of Funding Opportunity (NOFO) to help ensure everyone is counted in the 2020 Census. IDHS will award grants to eligible community organizations and local governments to serve as Regional Intermediaries, using their expertise and experience in executing and managing subawards, to encourage a complete count.
Organizations can also become subrecipients, serving smaller geographic areas or specific Hard-to-Count (HTC) communities. To do so, organizations must be pre-qualified in the State of Illinois Grantee Portal by the time they receive a subaward from a Regional Intermediary, which is anticipated to be in early November 2019. Please review the Pre-application Eligibility Requirements below for step-by-step guidance on how to become pre-qualified.
Pre-Application Eligibility Requirements
Potential subrecipients must comply with these requirements to be awarded a subaward by a Regional Intermediary.
- Obtain a DUNS number.? DUNS (Data Universal Numbering System) is a unique nine-digit identifier for businesses. It can only be obtained at Dun & Bradstreet and is provided free of charge. A DUNS number is used by federal and state governments to track how money is being allocated and is necessary to have before you can apply for a SAM.gov account. The registration for a DUNS number takes approximately 15 minutes to complete; once completed, you should receive your DUNS number in approximately 2 business days. You can apply online at www.dnb.com or by calling toll-free at 1-866-705-5711. Information you will need to obtain a DUNS number:
- Name of organization
- Organization address
- Name of the chief executive officer (CEO) or organization owner
- Legal structure of the organization (e.g., corporation, partnership, proprietorship)
- Year the organization started
- Primary type of business
- Total number of employees (full and part-time)
- Obtain a SAM.gov account number.? SAM (System for Award Management) is the Official United States Government system for grantees. It is the responsibility of grant applicants to register and update your status each year. The registration for a SAM account takes approximately 30 minutes to complete and includes: the creation of a username and password with Login.gov; the creation of a user account for SAM.gov; the creation of your organization's registration; and the drafting and notarization of the authorization letter); once completed, it can take up to four weeks to get registered. These first two steps are necessary before you can complete your registration in the Illinois Grantee Portal so please keep these timeframes in mind when determining how much time you need to complete the registration process and apply for your SAM account as early as possible. Information you will need to obtain a SAM.gov account number:
- DUNS number
- Taxpayer Identification Number (TIN) or Employment Identification Number (EIN)
- Notarized letter designating an authorized entity administrator (letter template can be found here)
- Obtain a Certificate of Good Standing from the Illinois Secretary of State. (This does not apply to government entities or schools.) In addition to completing steps to register with the federal government, it also must be verified that you are in "good standing" with the State of Illinois. To do this, you must verify your standing with the Illinois Secretary of State. You can start this verification process at the time that you apply for a DUNS and SAM.gov account to save time. The Illinois Secretary of State issues the "Illinois Certificate of Good Standing" which is evidence that your business is authorized to transact business in the State of Illinois. There is a cost for obtaining the Certificate of Good Standing with the total depending on the type of organization you have (i.e. corporation, LLC, CCP, LP) and how fast you need the certificate (there is a special expedited processing which allows you to purchase and immediately print the Certificate). You can obtain the Certificate online, by phone (217.782.6875) or by request in writing (Secretary of State Corporations Division, 501 S. Second St., 3rd Fl., Springfield, IL 62756). This verification process takes approximately 15 minutes to complete; once completed, the timeframe in which you will receive your Certificate depends on what process you selected.
- Register in the Grantee Portal. To receive a grant, either as a grantee or a subrecipient, you must register in the State of Illinois Grantee Portal. This portal is used by all State of Illinois grant-making agencies. While you can begin the initial steps of signing up for this portal immediately, you will not be able to complete registration until you have a DUNS and SAM.gov number. Once you have all the necessary information, this registration process will take approximately 30 minutes. Steps to register with the Portal include:
- Create of an Illinois Public ID;
- Connect/Associate your account/ID with your organization;
- Set your organization type and Secretary of State File ID; and
- Verify your compliance via the DUNS number and SAM.gov account.
- Use the Grantee Portal to ensure your agency is not on any of the following: the Illinois Stop Payment List under the State of Illinois Grantee Compliance Enforcement System, the Department of Healthcare and Family Services Provider Sanctions list, or Federal Excluded Parties list.
- Complete a fiscal and administrative assessment+ A grantee and/or subrecipient must complete a fiscal and administrative assessment. Specific to subrecipients, the State's Internal Controls Questionnaire (ICQ) that is found in the Grantee Portal can be used but is not required. The version of the assessment used will be up to the Regional Intermediary. The assessment is completed each year. Due to the technical nature of the questions found in the assessment, it is recommended that it be completed by someone with financial or accounting experience at your organization. The questions ask the grantee and/or subrecipient to provide answers on various internal processes that will be involved in spending and accounting for any money provided by the State in a grant. Based on the responses provided, your organization will receive a score that denotes the risk associated with your existing processes.
- Complete a programmatic risk assessment (PRA).+ A grantee and/or subrecipient must complete a programmatic risk assessment for each grant award. Specific to subrecipients, the State PRA can be used, but is not required. The RI will determine the form/version of the assessment to be used. The State PRA is administered by the awarding agency who will provide the timing of the PRA; it is likely to be performed towards the end of the application process.
+ Subrecipients are required to complete an assessment of their fiscal/administrative as well as programmatic risk. They do not have to complete the State-provided ICQ and PRA unless the RI requires it. It will be up to the RI to determine the form of the assessment required for each subrecipient.
All potential subrecipients must complete these requirements prior to receiving a subaward. Any related questions can be directed to: DHS.CensusNOFO@illinois.gov.
NOTE: Please also see 2 CFR 200.331 for requirements for pass-through entities.