Division of Mental Health Grant Opportunities:
Registration for new entities in the CSA Tracking System
Pre-Qualification for All Grants:
All current or potential grantees must make certain the following pre-qualifications are completed by the program due date and time. Illinois Department of Human Services (IDHS) staff are not allowed to accept a grant application without these:
- Register with the GATA system
- Complete and submit the Internal Controls Questionnaire (ICQ) on the GATA system
- Register and be in good standing with the Secretary of State (does not apply to government entities and schools)
Note: For best results, use the Internet Explorer browser when accessing the GATA and IDHS systems.
During pre-qualification verifications are performed to ensure the applicant is not on the Federal Excluded Parties List; not on the Illinois Stop Payment list; and not on the Department of Healthcare and Family Services Provider Sanctions List.
In addition to those listed above, a Programmatic Risk Assessment (PRA) for the program you are applying for must be completed and submitted prior to an award being made (see link below). Staff cannot evaluate an application or a grantee without this assessment submitted.
Each Application Packet should be emailed separately to DHS.DMHGrantApp@illinois.gov
Note: A suffix number is not required for all programs. If a suffix is needed, it will be included on the application.
Page 1 of the applications are pre-populated with the appropriate suffix code. Applicants do not need to complete anything on Page 1.
In addition to the instructions above, Renewal (Non-Competitive) Grants must follow additional instructions below:
Renewals: Grant renewals are non-competitive and are considered a new application for funding. It is not a guarantee of funding.
- Funding Restrictions
IDHS/DMH is not obligated to reimburse applicants for expenses or services incurred prior to the complete and final execution of the grant agreement and filing with the Illinois Office of the Comptroller.
- Allowable Costs
Allowable costs are those that are necessary, reasonable and permissible under the law and can be found in 2 CFR 200 - Subpart E - Cost Principles.
- Unallowable Costs
Please refer to 2 CFR 200 - Subpart E - Cost Principles to see a collection of unallowable costs.
- Indirect Cost Rate Requirements
Please refer to 2 CFR 200.414 regarding Indirect (F&A) Costs. To charge indirect costs to a grant, agencies must have an annually negotiated indirect cost rate agreement (NICRA). If the agency has multiple NICRAs, IDHS will accept only the lesser rate:
- Federally Negotiated Rate: Organizations that receive direct federal funding may have an indirect cost rate that was negotiated with the Federal Cognizant Agency. Illinois will accept the federally negotiated rate.
- State Negotiated Rate: The organization must negotiate an indirect cost rate with the State of Illinois by completing an indirect cost rate proposal in the CARS system if they do not have a Federally Negotiated Rate or elect to use the De Minimis Rate.
- De Minimis Rate: Any non-Federal entity that does not have a current negotiated (including Provisional) rate, except for those non-Federal entities described in appendix VII, Paragraph D.1.b of Part 200, may elect to charge a de minimis rate of 10% of modified total direct costs (MTDC) which may be used indefinitely.
- Elect to decline any indirect cost rate: Grantees have discretion not to claim payment for indirect costs. Grantees that elect not to claim indirect costs cannot be reimbursed for indirect costs. The organization must record an election of "No Indirect Costs" into CARS.
During pre-qualification (see above), verifications are performed to ensure the applicant is not on the Federal Excluded Parties List; not on the Illinois Stop Payment list; and not on the Department of Healthcare and Family Services Provider Sanctions List.
In addition, the following must be submitted before an award can be made. The due date for the following is :
- Fiscal and Administrative Risk Assessment (ICQ) for the fiscal year you are applying. Grantees must complete this on the GATA/CSFA system. Be sure to click "submit" to submit your answers when complete. This is done only once per entity per fiscal year.
- Programmatic Risk Assessment (PRA). Potential grantees must submit a PRA for each grant applied for.
Application and Submission Information
Each applicant must have access to the internet. Applicants may obtain application forms on this website. It is the responsibility of each applicant to monitor this website and comply with any instructions or requirements relating to the grant. Each Application should be emailed separately to DHS.DMHGrantApp@illinois.gov
Content and Form of Application Submission
- Each applicant is required to submit a Uniform Application for State Grant Assistance. This is a 3-page document with the first page already completed by the Division of Mental Health. This document must be signed and dated by the applicant.
- Subrecipient budget(s).
- All subrecipient budget(s) with narrative must be included with the application package.
- Subrecipient budgets shall be submitted on the DHS/DMH Budget template (GOMBGATU-3002-(R-02-17) (pdf)
Submission Dates and Times
- To be considered for award, application materials must be in the possession of the IDHS email address DHS.DMHGrantApp@illinois.gov and by the designated date and time listed on this website.
- Applications will only be accepted electronically and should be emailed to DHS.DMHGrantApp@illinois.gov. Those that are delivered by any other means will not be accepted and will be immediately disqualified. IDHS/DMH is under no obligation to review applications that do not comply with the above requirements.
- Submit the completed Application to: DHS.DMHGrantApp@illinois.gov. The submission must not be encrypted.
- The subject line of the email MUST state: "Your Organization Name; Program Number"
The following mandatory documents must be submitted prior to the due date:
- Uniform Grant Application (UGA) for State Grant Assistance
- Subrecipient budget(s). See requirements under Content and Form of Application Submission above. NOTE: This only applies to grantees who use a subrecipient (i.e., Contractual Services/Subawards, Consultants). Grantees who do not have subrecipients, do not need to submit the budget template as part of the application.
- Uniform Grant Budget (UGB) submitted in the CSA Tracking System
- Programmatic Risk Assessment
- FY 2022 Fiscal and Administrative Risk Assessment (ICQ)
A budget and budget narrative need to be completed in the CSA tracking system. There is space when preparing the budget on each line item for the budget narrative.
Dun and Bradstreet Universal Numbering System (DUNS) Number and System for Award Management (SAM)
Applicant must annually apply or update their DUNS number and their SAM registration and receive a SAM cage code, and continue to maintain an active SAM registration with current information at all times during which it has an active award or an application or plan under consideration by a Federal or State awarding agency. The IDHS cannot make an award to an applicant until the applicant has complied with all applicable DUNS and SAM requirements and, if an applicant has not fully complied with the requirements by the time the State awarding agency is ready to make an award, the IDHS may determine that the applicant is not qualified to receive an award and use that determination as a basis for making an award to another applicant.
Award Administration Information
Administrative and National Policy Requirements
Applicants awarded these funds shall provide services as set forth in the IDHS grant agreement and shall act in accordance with all state and federal statutes and administrative rules applicable to the provision of the services including indirect cost rate requirements in Funding Information, #4 Indirect Cost Rate Requirements.
The legal agreement between IDHS and the applicants will be the standard IDHS Uniform Grant Agreement. If selected for funding, the applicant will be provided an IDHS grant agreement for signature and return.
A sample of the agreement.
State Awarding Agency Contact(s)
If you need to contact the Division of Mental Health, please contact:
Barb Roberson at the following DHS.DMHGrantApp@illinois.gov
Mandatory Forms -- Required for All Agencies
- Uniform State Grant Application
- Subrecipient Budget(s) Template GOMBGATU-3002-(R-02-17) (pdf). This must be submitted as one document along with the application. NOTE: This only applies to grantees who use a subrecipient (i.e., Contractual Services/Subawards, Consultants). Grantees who do not have subrecipients, do not need to submit the budget template as part of the application.
- Budget using the Uniform Grant Budget (UGB) Template (using the CSA Tracking System)
- Programmatic Risk Assessment
- FY 2022 Fiscal and Administrative Risk Assessment (ICQ)
How to Copy Previous Fiscal Year Budget to Upcoming Fiscal Year
On the Budget Summary page (Uniform Grant Budget, Fixed Rate Budget Summary) of FY21 program has a button "Next FY Rollover" which will initiate the roll-over process to the next SFY.
- The budget created will be in "work-in progress" status thus allowing for any necessary updates/corrections and shall follow the existing budget approval process.
- NOFO# and the corresponding NOFO Suffix/Extension, if applicable, is not copied over as they are specific to a FY. For Budgets, where applicable, the corresponding NOFO# and the NOFO suffix shall be input by the grantee, if applicable.