Grant Management System


Grant Management System Frequently Asked Questions

Please read the following Frequently Asked Questions (FAQ) to determine whether your question has been answered or who to contact for further information. This list covers topics related to the Grants Management System (GMS). If your question is not on this list, please e-mail  gms.help@tsl.texas.gov. Assistance is generally available from 8-5 Monday-Friday. We respond to requests within 24 hours during the work week. Support requests may be submitted via e-mail 24/7.


Software Requirements

Is my web browser compatible with TSLAC Grant Management System (GMS)?

Do I need to have cookies and/or JavaScript enabled in my web browser?

Account Registration

What is the procedure for setting up multiple users?

When I setup multiple accounts, can more than one user have the same role?

I have made mistakes setting up an account. How can I delete the mistakes and start over?

Where can I find more information about GMS roles?

When I try to create an account, my institution is not included on the drop down list.  Can the institution name be added?

When I try to create an account, my institution is on the drop down list, but I am in a different department.

How can I look-up the registered users for my organization?

Why am I not receiving the new account registration e-mails from the GMS?

I have a parent organization account and role. How should our sub-organization users set-up their accounts?

I accidentally created two user accounts on the GMS.

Logging in

My new log in ID and password combination are not working. How do I log in?

I am using someone else's log in credentials and cannot see the grant application. What should I do?

I have forgotten my user name and password to the GMS. What should I do?

I recently changed my e-mail address and cannot remember my login and password to log in to the GMS.

How do I retrieve my password when I entered an incorrect e-mail address into the GMS when I registered?

Profile Updates

What is the procedure and process for updating my organization's address and how long does it take?

How can I edit my account profile?

How do I update the phone and fax number for another user?

Bug Reports

I think I have discovered a problem in the GMS. How should I report it?

Grant Application Process and General Information

How do I know if my organization is eligible to receive a grant from the Texas State Library & Archives Commission (TSLAC)?

How do I apply for a grant?

When will I be contacted about the status of my grant application?

Can I get a copy of the online application form?

Do I have to complete the application in one online session?

Is my application automatically saved once I create an account?

How can I fill out an application for a program that is not available on my home page?

How do I print my completed grant application?

How do I add a contact person to the grant Applicant Information form contact person list?

I have a Systems grant. How can I enter information about my Project Budgets before I complete the Personnel Budget Form?

How do I print from the "Print Application" button?

How do I submit my grant application?

Why can't I save my grant application form?

I have an account on the GMS, but I cannot view Library System or TANG grant applications.

How can I change my political district information on my grant application form?

How can I get the red check-marks to go away on my grant application form checklist?

I am having problems with pages being cut-off when using the "Print as PDF" option within the GMS.

How can I change the Employer Identification Number on my grant application form?

How can I submit an attachment to my TSLAC grant application?

Can I delete Application Negotiation Notes that I have added?

Grant Management

How are grant funds paid?

How can I submit a Request for Funds?

How can I submit my financial reports when I do not have a "Submit" button?

How do I access the GMS to fill out a Request for Funds?

My Financial Status Report needs corrections. How can I edit the form?

The bank account information in the TSLAC records is out of date or incorrect. Who should I contact to correct this information?


Software Requirements


Is my web browser compatible with TSLAC Grant Management System (GMS)?

TSLAC GMS works with the following web browser versions:

  • Internet Explorer 6.0 (for PC) SP-2
  • Internet Explorer 7.0 (for PC)
  • Safari 2.0 (for Mac)
  • Safari 3.0 (for Mac)
  • Mozilla Firefox 2.x
  • Mozilla Firefox 3.0

Do I need to have cookies and/or JavaScript enabled in my web browser?

Yes, we strongly recommend that you enable both cookies and JavaScript in your web browser. Cookies provide more functionality with the GMS and last for your session only. JavaScript is used for numerous calculations within the GMS financial forms.


Account Registration


What is the procedure for setting up multiple users?

A user may setup multiple accounts for users at an organization. Go to https://gms.tsl.texas.gov/registerall/index.php. Then follow these steps:

  1. Select your organization in the drop-down list, enter your e-mail and the number of users to be registered. Click "Next".
  2. Fill out the Grant Type and User Roles that you require and answer the captcha. Click "Save".
  3. You registration will be submitted to TSLAC for approval. Once approved, each user will receive an e-mail with log in information.

When I setup multiple accounts, can more than one user have the same role?

Yes, more than one user may be listed with the same role.

I have made mistakes setting up an account. How can I delete the mistakes and start over?

Contact your Grant Program Manager for assistance.

Where can I find more information about GMS roles?

Read the GMS manual, registration page or Help link, to learn about roles and then decide which roles personnel will need. For further assistance, please contact your grant program manager.

When I try to create an account, my institution is not included on the drop down list. Can the institution name be added?

Contact your Grant Program Manager for assistance.

When I try to create an account, my institution is on the drop down list, but I am in a different department.

Contact your Grant Program Manager for assistance.

How can I look-up the registered users for my organization?

Select the grant application. Click on the "View" button for the Applicant Information form. In the Contact Persons section, click the drop-down list to display a list of the registered users.

Why am I not receiving the new account registration e-mails from the GMS?

Check to see if your organization blocks certain e-mail messages. If so, enable messages from gms.help@tsl.texas.gov and contact gms.help@tsl.texas.gov for further assistance so that the registration e-mail can be re-sent.

I have a parent organization account and role. How should our sub-organization users set-up their accounts?

The accounts for sub-organizations should be set-up as regular users as explained in the GMS user manual. The sub-organization user would select the parent organization in the drop down menu and choose an appropriate role with necessary privileges. Contact your Grant Program Manager for assistance.

I accidentally created two user accounts on the GMS.

Contact gms.help@tsl.texas.gov for assistance with duplicate accounts, providing your name and e-mail address and let us know which account you would like to keep.


Logging in


My new log in user name and password combination are not working. How do I log in?

Copy and paste from the registration e-mail that you received to prevent mistyping characters.

I am using someone else's log in credentials and cannot see the grant application. What should I do?

Obtain your own user account with the proper user role and then access the grant application.

I have forgotten my user name and password to the GMS. What should I do?

Go to https://gms.tsl.texas.gov/forgottenPassword.php. Enter the required information. You will be e-mailed a temporary password and will be required to change the password once you log in to GMS.

I recently changed my e-mail address and cannot remember my login and password to log in to the GMS.

Go to https://gms.tsl.texas.gov/forgottenPassword.php. Enter the required information. You will be e-mailed a temporary password and will be required to change the password upon your next use of GMS.

How do I retrieve my password when I entered an incorrect e-mail address into the GMS when I registered?

Go to https://gms.tsl.texas.gov/forgottenPassword.php. Enter the required information. If you have forgotten your user name, try entering the first letter of your first name, the first and second letter of your last name, and your zip code, for example: Marion Smith 78757 would be "msm78757". You will be e-mailed a temporary password and will be required to change upon your next use of GMS. You can then log in and go to the Profiles section of the home page and click the "Update user" profile link to chance your e-mail address. E-mail gms.help@tsl.texas.gov for further assistance.

What is the procedure and process for updating my organization's address and how long does it take?

Log in to the home page. In the Profiles box on the right-hand side of the page, click the "Update organization profile" link. Complete the form and submit. The contact information request will be submitted. Please allow 2 business days for the change to be made.

How can I edit my account profile?

Locate the Profiles section and click on the "Update user profile" link. Follow instructions from there. To change your organization profile, click on the "Update organization profile" link.

How do I update the phone and fax number for another user?

Users can only update their own phone and fax number. Users can update this information by logging in and looking for the Profiles section on the right-hand side of the home page. Click the "Update user profile" link and submit the new information.

Bug reports

I think I have discovered a bug in the GMS. How should I report it?

Contact gms.help@tsl.texas.gov with the details.

 

Grant Application Process and General Information


How do I know if my organization is eligible to receive a grant from the Texas State Library & Archives Commission (TSLAC)?

Contact Erica McCormick, Grants Administrator, at 512-463-5527 or toll free 800-252-9386. https://www.tsl.texas.gov/ld/funding/index.html

How do I apply for a grant?

Click the "Create an Account" link, register for a new account. Then follow the instructions in the e-mail you receive to log in. Once you log in, click the "Go to" button for the application for the grant.

When will I be contacted about the status of my grant application?

After you submit your grant application, the status of your application will change from "not submitted" to "pending." You will receive an email when your application is "approved."

Can I get a copy of the online application form?

You will be able to print a copy as you are filling out the online application form. Click on the "Print Application" button below the form descriptions to print the complete application, or to print a single form click the "Printer-friendly" button under the "Action" heading for the form that you would like to print.

Do I have to complete the application in one online session?

No, you can click "Save" to save each form you fill out and later click "Submit Application" to submit the final version.

Is my application automatically saved once I create an account?

The only form within the application that is automatically saved is the Narrative. To ensure that no application data is lost, please click on the "Save" button at the bottom of each application form page.

How can I fill out an application for a program that is not available on my home page?

To access an application not currently available from your home page, you will need to update your user profile. Select "Update user profile" in the gray box on the right-hand side of "Home page." From there, select the grant programs and roles you would like to access. Save your profile. The TSLAC grant administrator will approve your request. Once approved, you will receive notice from GMS and be able to access the relevant application(s).

How do I print my completed grant application?

Log in to the GMS home page. Select the grant for which you would like to print the application. Find the "Print Application" button at the bottom of the table of contents page; this will provide a printer-friendly page of the complete grant application. Then you can use your browser print command or the "Print/Save as PDF" button on the grant application page.

How do I add a contact person to the grant Applicant Information form contact person list?

Register the person as a new user and once they are approved the user will be display in the contact person list.

I have a Systems grant. How can I enter information about my Project Budget before I complete the Personnel Budget Form?

The Personnel Budget Form needs to be completed before the Project Budgets Edit button will be enabled.

How do I print from the Print Application button?

Click the "Print Application" button below the grant application table of contents. Either print from your browser or click the yellow "Print" button below the page header.

How do I submit my grant application?

If you are the grantee official, you will see a "Submit" button under the application form descriptions. If you have a question about your role, please contact your grant program manager. If you still cannot submit your grant application and have verified that you are the grantee official, contact gms.help@tsl.texas.gov.

Why can't I save my grant application form?

Check for any errors indicated in red on the application form. If you do not see any indication of error contact gms.help@tsl.texas.gov.

I have an account on the GMS, but I cannot view Library System or TANG grant applications.

If you will need to access TANG and System grants as well as public library grants such as Tex Treasures and Loan Star Libraries, you will need two accounts, one for the library system grants, and one for the public library grants. Use the same e-mail account when you register for each account. Once you log in you will be able to toggle between the two accounts while you are logged in.

How can I change my political district information on my grant application form?

Contact gms.help@tsl.texas.gov and request the change.

How can I get the red check-marks on my grant application form checklist to go away?

Each form has required fields that must have information entered and saved before that form is considered complete by GMS. If you feel that you have completed all required fields and the form is still not marked as complete (by a green check mark), then contact your Grant Program Manager for assistance.

I am having problems with pages being cut-off when using the "Print as PDF" option within the GMS.

From a grant application checklist, you have several options for printing the application. Many applicants will print out an application and use that for obtaining signatures of various grantee officials. In certain cases, grantees have reported that the grant application text gets cut-off when they try to print out the application as a PDF. Here are the steps to print out applications as a PDF and some troubleshooting steps to remedy the problem.

  1. Click "Print Application" from the grant table of contents (TOC).
  2. Click "Save as PDF" - if you run into any problems with the processing of the PDF, you can try to reload the page and get the conversion to PDF to run again.
  3. Click Save and select the location (e.g. Desktop, My Documents).
  4. Adobe Acrobat should launch to view the PDF file. Click File, Print. Uncheck the following option: Choose Paper Source by PDF page size
  5. Click Print. The application should print without any formatting problems.

Other hints: * Make sure that the Size for the printout is Letter and not A4. * Set all Margins at .25 or smaller.

How can I change the Employer Identification Number on my grant application form?

Grant applicants will not be able to update this information without help from TSLAC staff. To make this change to your application, please send an e-mail with your Employer Identification Number enclosed to: Erica McCormick (emccormick@tsl.texas.gov). Once the file has been updated, you will receive a confirmation e-mail.

How can I submit an attachment to my TSLAC grant application?

Currently there is not a way to submit an attachment to your grant application within the GMS. Send the attachment via e-mail to your grant program manager.

Can I delete Application Negotiation Notes that I have added?

Send a request to gms.help@tsl.texas.gov and we will delete it for you.

Grant Management


How are grant funds paid?

Grant funds are paid according to the terms of your grant contract. Some grants may be paid in full; others require that a request for funds be submitted.

How can I submit a "Request for Funds"?

After logging in click the "Request for Funds" tab and then click the "New" button to get to the RFF form. Instructions for filling out the RFF are on the RFF form. To complete the request, click the "RFF" tab, then the "New" tab. You will find instructions for both an Advance and a Reimbursement on the RFF form. An approved registered user can request funds if the grant has been approved and funds are available.

How can I submit my financial reports when I do not have a 'Submit' button?

Confirm that the role under which you are registered has permissions to submit financial reports. Those roles are grant official, program or financial manager. If you must change your role, please contact your grant program manager.

How do I access the GMS to fill out a Request for Funds?

First obtain an account to use the GMS, by going to https://gms.tsl.texas.gov and clicking the "Create an Account" link. An approved registered user can request funds if the requested grant application is approved and funds are available. After your account is approved, log in and select the grant for which you would like to fill out a Request for Funds. Then click the "RFF" tab, then the "New" tab. You will find instructions for both an Advance and a Reimbursement on the RFF form.

My Financial Status Report needs corrections. How can I edit the form?

The TSLAC grants accountant will need to change the status of your form and contact you to do the form editing. Please contact the grants accountant at grants.accounting@tsl.texas.gov.

The bank account information in the TSLAC records is out of date or incorrect. Who should I contact to correct this information?

Please contact the grants accountant at grants.accounting@tsl.texas.gov.