November 13, 2017 1

How does a Subapplicant share access to a subapplication with 

another eGrants user?

1. Select the Update/Complete Un-Submitted Application(s) link (or the Revise/Amend 

Submitted Application(s) link for a submitted subapplication) on the Subgrant 

Applicant Homepage.

2. The Subgrant Status screen displays. Select the View Details link from the 

Authorize/Revoke Access column for the subapplication.

3. The Authorize/Revoke Access screen is displayed, showing all users who currently have 

access to this subapplication. Click the Authorize Access button.

4. The Find Registered Users screen is displayed, enter the search criteria to locate the user 

for whom you want to authorize access. Click the Search button.

5. The Search Results screen is displayed, showing all users who met the Search criteria. 

Select the radio button next to the user you want to authorize. Click the Authorize 

Access button.

6. The Update Access screen is displayed. Select the checkboxes for the access permissions 

you wish to grant. (Note: When providing Create/Edit access you must select both 

View/Print and Create/Edit boxes. Select all three boxes when authorizing Sign/Submit 

access.) Set the duration by entering a number in the Period of Time field and selecting 

the appropriate Unit of Time from the drop-down menu. Type a brief explanation for the 

access authorization in the comments field. Click the Save button. To authorize access 

for additional users to the subapplication, click the Save and Continue button.

7. When finished sharing access to the subapplication, click the Return to Homepage

button.

NOTE: A user’s level of access may not be changed for the shared subapplication. For example, 

if a user with Create/Edit privileges gives access to a subapplication to a co-worker with 

View/Print privileges, only View/Print access will be assigned.

How does an Applicant share access to a subapplication with 

another eGrants user?

1. For paper subapplications (“Application Intake”): Select the Work on Un-submitted 

Paper Subgrant Application(s) link (or the Work on Submitted Paper Subgrant 

Application(s) link for a submitted subapplication) on the Grant Applicant Homepage.
November 13, 2017 2

2. For Applicant acting as Subapplicant subapplications: Select the Work on Un-submitted 

Subgrant Application(s) link (or the Work on Submitted Subgrant Application(s)

link for a submitted subapplication) on the Grant Applicant Homepage.

3. The Subgrant Status screen displays. Select the View Details link from the 

Authorize/Revoke Access column for the subapplication.

4. The Authorize/Revoke Access screen is displayed, showing all users who currently have 

access to this subapplication. Click the Authorize Access button.

5. The Find Registered Users screen is displayed, enter the search criteria to locate the user 

for whom you want to authorize access. Click the Search button.

6. The Search Results screen is displayed, showing all users who met the Search criteria. 

Select the radio button next to the user you want to authorize. Click the Authorize 

Access button.

7. The Update Access screen is displayed. Select the checkboxes for the access permissions 

you wish to grant. (Note: When providing Create/Edit access you must select both 

View/Print and Create/Edit boxes. Select all three boxes when authorizing Sign/Submit 

access.) Set the duration by entering a number in the Period of Time field and selecting 

the appropriate Unit of Time from the drop-down menu. Type a brief explanation for the 

access authorization in the comments field. Click the Save button. To authorize access 

for additional users to the subapplication, click the Save and Continue button.

8. When finished sharing access, click the Return to Homepage button.

NOTE: A user’s level of access may not be changed for the shared subapplication. For example, 

if a user with Create/Edit privileges gives access to a subapplication to a co-worker with 

View/Print privileges, only View/Print access will be assigned.

How do I obtain access to the Mitigation eGrants system?

1. Initiate contact:

a. Subapplicant: Contact your Applicant organization to obtain an Access ID.

b. Applicant: Contact the FEMA Regional Office to obtain an Access ID.

2. From your internet browser, enter the FEMA Enterprise Identity Management System 

(FEIMS) available at: https://portal.fema.gov/famsVuWeb/home.

3. The FEIMS login screen is displayed. Click the New Non-PIV User? button.

4. A security screen is displayed. Type the characters shown on the image into the text 

field. (If you cannot view the image, click the link that reads If you cannot view the 

image for any reason, please click here to proceed.) Click the Submit button.
November 13, 2017 3

5. The registration screen is displayed. Enter your personal information by typing into the 

fields and selecting from the drop-down menu options. All required inputs are marked 

with an asterisk.

6. You will be prompted to create a User ID. Your unique User ID needs to be 7–14 

characters in length and cannot include spaces, an apostrophe (‘), quotation mark (“), or # 

sign. Your User ID will be converted to lowercase letters. (Make a note of this User ID as 

you will need it every time you log into eGrants.)

7. In the Contact(s) section, select the Search link to the right of the Organization field to 

locate the name of your organization in eGrants. The Organization Search window is 

displayed. Type identifying words for your organization's name in the Criteria text field 

(for example, “Lexington”). Select the Search button. Select the link for your 

organization’s name. The name appears in the Organization field on the registration 

form.

8. When you have finished entering your information, select the Submit button.

9. The Create Password screen is displayed. Type a password in the Password field. Your 

password needs to be 8–14 characters in length and cannot include spaces, an apostrophe 

(‘), quotation mark (“), or # sign. Re-type your password in the Confirm Password field. 

(Make a note of your password as you will need it every time you log into eGrants.) 

Select the Submit button.

10. A confirmation screen is displayed. Select the Click here to request new privileges link.

11. The Available Applications screen is displayed. Click the Mitigation eGrants Application 

Request Access button. Type the Access ID you received in the field. Click the Submit

button.

12. Send notification:

a. Subapplicant: Alert your Applicant organization that your eGrants registration is 

pending.

b. Applicant: Alert your FEMA Regional contact that your eGrants registration is 

pending.

13. You will receive an e-mail message (at the e-mail address you provided) when your 

registration has been approved or—for some reason—denied.
November 13, 2017 4

How do I create a new subapplication by copying an existing 

subapplication?

Beware of the risks when copying: When copying an existing subapplication, be careful to avoid 

copying outdated or irrelevant information. Do not assume that all information in the previous 

subapplication is current or will be applicable to the new one.

1. Start by creating a new subapplication:

a. For a Subapplicant’s subapplication:

i. From the Subgrant Applicant Homepage, select the Create New Application 

link. 

ii. The Create New Application screen is displayed. Enter an application title

that includes the location and type of activity. Select the application type

from the drop-down menu. Click the Save and Continue button. 

b. For an Applicant acting as Subapplicant subapplication:

i. From the Grant Applicant Homepage, select the Create New Subgrant 

Application link in the Grant Applicant Acting as Subgrant Applicant 

section.

ii. The Create New Grant as Subgrant Application screen is displayed. Enter an 

application title that includes the location and type of activity. Select the 

application type from the drop-down menu. Click the Save and Continue 

button.

2. The Start New Subgrant Application screen is displayed, showing a list of previouslycompleted subapplications for which you have access. Select the radio button for the 

subapplication you want to copy. Click the Copy Existing Application button.

3. The Copy Subgrant Application Sections screen is displayed. Select the checkbox(es)

associated with the section(s) you wish to copy into the new subapplication. To copy the 

whole subapplication, select the Entire Application checkbox. (NOTE: This option will 

also copy the comments and attachments associated with that subapplication.) Click the 

Save and Continue button.

4. The Application Status screen is displayed. Select the Complete or Incomplete link in 

the Status column for every section of the subapplication. Enter or update the 

information in the section(s), as necessary. (Note: A “Complete” status does not reflect 

the quality or quantity of the information previously entered into the section.) It is also 

recommended that you review the grant program guidance to ensure that all required and 

relevant information is included in the subapplication.
November 13, 2017 5

How do I attach an electronic Benefits-Cost Analysis (BCA) file to a 

subapplication?

1. From the Cost Effectiveness screen, select the Attach button. The Attach Document 

screen is displayed.

2. Click the Electronic File radio button.

3. Select the appropriate option from the Operating System drop-down menu.

4. Select the appropriate option from the File Format drop-down menu.

5. For a compressed file (such as an exported BCA zipped file), select the appropriate 

option from the Compression Format drop-down menu. If the file is not compressed, 

select the “None” option.

6. Click the Browse button. Your file explorer window opens. Locate the BCA file on your 

computer and select it. Click the Open button.

7. On the Attach Document screen, the abbreviated file name appears beside the Choose 

File button. Click the Save and Continue button.

8. The Document(s) Attached screen is displayed. To attach additional documentation, click 

the Attachments button. To delete the file, select the Delete link in the Action column. 

9. The Cost Effectiveness screen is displayed. It lists the document(s) you attached to the 

subapplication section.

How do I attach paper Benefit-Cost Analysis (BCA) documentation to 

a subapplication?

1. From the Cost Effectiveness screen, select the Attach button. The Attach Document 

screen is displayed.

2. Click the Regular Mail radio button.

3. Enter the date the document was mailed (MM-DD-YYYY) in the Mail Date field.

4. Enter a description of the document in the Mail Description field.

5. Click the Save and Continue button.

6. The Documents Mailed screen is displayed. It lists the mail date and description of the 

BCA document. To record details about other documents mailed, click the Attachments

button. To return to the Cost Effectiveness screen, select the Save and Continue button.

7. The Cost Effectiveness screen is displayed. It lists the BCA document(s) that you mailed.
November 13, 2017 6

How do I print a subapplication?

From any subapplication section screen:

1. Select the Print Application link on the sidebar menu.

2. A printer-ready version of the subapplication will appear. Your printer dialog box will 

open. Click the Print button.

From the Review and Submit Application screen:

1. Select the checkbox(es) for the section(s) of the subapplication you want to print, or

select the “Entire Application,” checkbox. Click the Print button.

2. Depending on your selection from the row above, a printer-ready version of the selected 

sections or the entire subapplication will appear. Your printer dialog box will open. Click

the Print button.

How does a Subapplicant view a revision request and revise a 

subapplication?

1. From the Subgrant Applicant Homepage, select the Revise/Amend Submitted 

Application(s) link.

2. The Subgrant Status: Submitted Applications screen is displayed. Select the hyperlinked 

Review Status column title to sort the submitted subapplications according to their 

Review Status. Locate the subapplication(s) with the “Revision Released to Subgrantee” 

status. (If necessary, click the Next 5 button below the table or the drop-down menu 

above the table to display more subapplications. Then select the Review Status column 

title to re-sort the submitted subapplications.)

3. Select the Review Revision Request link in the Action column for the identified 

subapplication.

4. The Overview screen is displayed. Review the comments in the Comments from 

Grantee/FEMA column. Click the Review link in the Action column.

5. The Review and Resubmit Application screen is displayed. Click the Review Section

link in the Action column.

6. The screen for that section is displayed. Update the information in the section based on 

the review comments from FEMA or the Applicant. When you are finished, select the 

Save and Continue button.

7. The Review and Resubmit Application screen is displayed. Select the checkbox(es) for 

the revised subapplication section(s). If you want to maintain a paper copy of the revised 
November 13, 2017 7

section(s) for your records, select the Print button. Your printer dialog box will open. 

Click the Print button.

8. An authorized Subapplicant user will be able to select the electronic signature checkbox

and click the Resubmit Application button to submit the revised subapplication 

section(s).

How do I request revisions from my Subapplicant?

1. From the Review Subgrant (Pre-)Application screen, select the Revision Requested

radio button and enter a date in the Revision Deadline field. To attach supporting 

documents, click the Attach File button. Click the Add Comments button to add 

instructions to guide the Subapplicant in making the necessary revisions. 

2. Then, click the Save and Continue button.

Why can’t my Subapplicant view a revision request?

You must check in a subapplication so that the Subapplicant can see the Revision Requested link 

on the Subgrant Status: Submitted Applications screen:

1. The Review Subgrant (Pre-)Application Results screen is displayed. Select the Check In 

Subgrant Applications link in the sidebar menu.

2. The Check In Subgrant Applications screen is displayed. Select the checkbox in the 

Select column for the subapplication which requires revisions. Click the Check In 

Applications button.

3. The Confirm Application Check In screen is displayed. The subapplication you selected 

is shown. Click the Yes button to confirm your check in choice.

4. The status of the subapplication on the Subapplicant’s Subgrant Status: Submitted 

Applications screen will now appear as “Revision Requested By Grantee” and the 

Update Application link will appear in the Action column.

What do I do if I forget my User ID?

1. From your internet browser, enter the FEMA Enterprise Identity Management System 

(FEIMS): available at https://portal.fema.gov/famsVuWeb/home. The DHS FEMA 

Enterprise Identity Management System login screen is displayed.

2. Click the Forgot ID? button.

3. The Forgot User ID Service screen is displayed. Select the month, date, and year for your 

date of birth from the drop-down menus. Enter your e-mail address in the field. Click 
November 13, 2017 8

the Submit button. (If you make an error, select the Reset button and enter the correct 

information.)

4. A message appears: “Your user ID has been emailed to you at the address provided in 

your profile.” Select the Please click here to return to the login home page link.

5. An e-mail message containing your User ID will be sent to the e-mail address you 

entered.

6. Access the FEIMS login screen. Enter the User ID provided in the e-mail and your 

password. Select the Login button.

What do I do if I forget my Password?

1. From your internet browser, enter the FEMA Enterprise Identity Management System 

(FEIMS): available at https://portal.fema.gov/famsVuWeb/home. The DHS FEMA 

Enterprise Identity Management System login screen is displayed.

2. Click the Forgot Password? Button.

3. The Forgot Password Service screen is displayed. Select the month, date, and year for 

your date of birth from the drop-down menus. Enter your e-mail address in the field. 

Click the Submit button. (If you make an error, select the Reset button and enter the 

correct information.)

4. A message appears: “Your user ID has been emailed to you at the address provided in 

your profile.” Select the Please click here to return to the login home page link.

5. An e mail containing a temporary password will be sent to the e-mail address you 

entered. You must use the temporary password to access the FEIMS portal and the 

eGrants system. (Make a copy of this temporary password as you will need to enter it 

multiple times.)

6. Access the FEIMS login screen. Enter your User ID and the temporary password

provided in the e-mail. Select the Login button.

7. A warning notice appears: “Your password will expire on ....” Select the Click Here to 

Change Password Now link.

8. The Change Password screen is displayed. Enter your temporary password in the 

Password field. Enter your new password in the New Password field. Check your 

password strength and edit it to achieve a strong password rating. Re-enter your new 

password in the Confirm New Password field. Click the Submit button.

9. A warning message is displayed: “Please verify your profile information.” To review and 

edit your profile information, select the Click here to view your profile link. To 
November 13, 2017 9

continue to eGrants, select the Click here to continue without any profile updating

link.

How do I submit a project subapplication based on a preapplication?

1. Monitor the status of your pre-application. From the Subgrant Applicant Homepage, click 

the Revise/Amend Submitted Applications link. The Subgrant Status: Submitted 

Applications screen is displayed. A list of submitted pre-applications and subapplications 

is displayed. The “Submitted to Stockpile” status means the pre-application has not yet 

been reviewed. The “Pending” status means the pre-application is in the process of being 

reviewed. The “Approved by Grantee” status means the pre-application has been 

approved.

2. For a pre-application with the “Approved by Grantee” status, select the Create Project 

Application link in the Action column.

3. The Create New Application screen is displayed. The pre-application title appears and the 

“Project Application” option is automatically selected in the Application Type drop-down 

menu. If desired, edit the subapplication title (include the location and type of activity in 

the title name). Click the Save and Continue button.

4. The Start New Application screen is displayed, and it shows a list of existing preapplications and subapplications to which you have access. To view the pre-application 

before selecting and copying it, click on the View Pre-Application link in the View 

column.

5. Select the radio button for the pre-application you want to copy. Click the Copy Existing 

Application button.

6. The Copy Application Sections screen is displayed. Select the checkbox associated with 

one or more sections of the pre-application to copy into the new subapplication. Click the 

Save and Continue button.

7. The Application Status screen is displayed. Using the sidebar menu, click on each of the 

sections of the subapplication containing the copied information to review the contents 

and to update the data as needed. As you review and revise each section, click the Save

button to save your new data.

8. Enter data into all required fields in each subapplication section. Select the Save button. 

Select the Save and Continue button to access each section of the new subapplication 

sequentially. Review the data elements to ensure that any data copied from the preapplication applies to the new subapplication. It is also recommended that you review the 

grant program guidance to ensure your subapplication contains all required information.
November 13, 2017 10

9. Submit the subapplication: 

a. If you do not have Sign/Submit access, the Submit Application button will be 

grayed out. An authorized eGrants user in your organization must access the 

subapplication so it can be submitted to your Applicant organization. 

b. If you have Sign/Submit access, and if all information is accurate and complete, 

select the electronic signature checkbox next to your name. Then click the 

Submit Application button to submit it to your Applicant organization.

Which Assurances and Certifications forms do I need to complete 

and how do I attach them to my subapplication?

You will need to complete and attach two or three of the following three forms:

• Part I: Assurances form:

o If the mitigation activity is a construction activity: Part I: Standard Form (SF) 

424D, Assurances Construction Programs: This document asks the 

Subapplicant to certify that it will comply with a series of requirements including 

non-discrimination, environmental standards, construction plans and 

requirements, and audits.

o If the mitigation activity is a non-construction activity: Part I: SF-424B, 

Assurances Non-Construction Programs: This document asks the Subapplicant 

to certify that it will comply with a series of requirements including nondiscrimination, environmental standards, and audits.

• Part II: Certifications Regarding Lobbying; Debarment, Suspension and Other 

Responsibilities Matters; and Drug-Free Workplace Requirements: This document 

asks the Subapplicant to certify that it will not knowingly enter into any transaction with 

a person who is debarred, suspended, declared ineligible, or voluntarily excluded from 

participation, unless authorized by FEMA.

• Part III: SF-LLL, Disclosure of Lobbying Activities: This document asks the 

Subapplicant to disclose its lobbying activities. Complete this only if you are applying for 

a subaward of more than $100,000 and engage in lobbying activities using non-federal 

funds. If those circumstances do not apply, select “Not Applicable” for this form and 

ignore the instructions below for obtaining and signing this form.

1. To obtain the forms, select the Incomplete link in the Status column for the Assurances 

row. Then select the Grants.gov link: available at

https://www.grants.gov/web/grants/home.html
November 13, 2017 11

2. The Grants.gov Forms screen is displayed. Click the SF-424 Family link in the Grant 

Forms column. (The SF-424 Family screen is available at 

https://www.grants.gov/web/grants/forms/sf-424-family.html#sortby=1.)

3. The SF-424 Family screen is displayed. Click each of the PDF links to download the

corresponding fillable forms:

• Either Assurances for Construction Programs (SF-424D) or Assurances for 

Non-Construction Programs (SF-424B)

• Grants.gov Lobbying Form 

• Disclosure of Lobbying Activities (SF-LLL)

4. Save a pdf copy of each required form to your computer.

5. Printed and complete each form.

6. Then, the authorized Subgrant agent who has been provided Sign/Submit privileges 

for the subapplication must sign each form. (A consultant creating a subapplication 

on behalf of a Subapplicant is not authorized to complete or sign the forms.)

7. Attach the forms to the subapplication: 

8. To attach the forms as electronic files: Scan the signed forms as PDF files. Return to 

the Assurances and Certification section screen of the subapplication and click the 

Incomplete link for a document. When the appropriate screen appears, click the 

Attach File button to upload a form to the subapplication. The Attach Document 

screen is displayed.

a. Click the Electronic File radio button.

b. Select the appropriate option from the Operating System drop-down menu.

c. Select the appropriate option from the File Format drop-down menu.

d. For a compressed file, select the appropriate option from the Compression 

Format drop-down menu. If the file is not compressed, select the “None” option.

e. Click the Browse button. Your file explorer window opens. Locate the file 

containing the PDF of the form on your computer and select it. Click the Open

button.

f. On the Attach Document screen, the abbreviated file name appears beside the 

Choose File button. Click the Save and Continue button.

g. The Document(s) Attached screen is displayed. To attach additional 

documentation, click the Attachments button. To delete the file, select the Delete

link in the Action column. 
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h. The Review FEMA Grant Application screen is displayed. It lists the document(s) 

you attached to the subapplication section.

i. Click the Save and Continue button. Then click the Attach File button again to 

attach the next form.

9. To attach paper forms: Return to the Assurances and Certification section screen of the 

subapplication and click the Incomplete link for a document. When the appropriate 

screen appears, click the Attach File button to upload a form to the subapplication. 

The Attach Document screen is displayed.

a. Click the Regular Mail radio button.

b. Enter the date the document was mailed (MM-DD-YYYY) in the Mail Date

field.

c. Enter a description of the document in the Mail Description field.

d. Click the Save and Continue button.

e. The Documents Mailed screen is displayed. It lists the mail date and description 

of the form. To record details about other documents mailed, click the 

Attachments button. To return to the Cost Effectiveness screen, select the Save 

and Continue button.

f. The Review FEMA Grant Application screen is displayed. It lists the form(s) that 

you mailed.

g. Click the Save and Continue button. Then click the Attach File button again to 

attach the next form. 

How does an Applicant indicate that a subapplication is to be 

considered for more than one Hazard Mitigation Assistance (HMA) 

grant program?

FEMA will only consider applications and subapplications submitted to a specific HMA grant 

program. If an Applicant would like to have a subapplication considered under both HMA 

programs, the Applicant must add the subapplication to both its Flood Mitigation Assistance 

(FMA) application and its Pre-Disaster Mitigation (PDM) application.

Either when reviewing a Subapplicant’s subapplication or during developing its own Applicant 

acting as Subapplicant subapplication, the Applicant must include a statement in the 

subapplication’s Comments for FEMA section that indicates that the subapplication is to be 

considered for both the FMA and PDM grant programs.
November 13, 2017 13

The Applicant then ranks the subapplication according to the respective grant program priorities 

and in relation to the other subapplications included in each application.

How does an Applicant change (or reassign) a user’s authority for an 

application or subapplication?

There are two ways to make changes to a user’s authority for a subapplication or application: 

you can reassign permissions or revoke access. Reassigning permissions is permanent and 

should be done only with written authorization from an authorized Subapplicant agent. In this 

case, the original eGrants user will continue to have access to the subapplications(s). To rescind 

access to subapplications, it is necessary to revoke an eGrants user’s access. (Note: Applicants 

may reassign permissions or revoke access for their Subapplicant users, but only FEMA can 

reassign permissions or revoke access for Applicant users.)

To reassign a user’s permissions:

1. From the Grant Applicant Homepage, select the Administration link.

2. The Preferences screen is displayed. In the sidebar menu, select the Approved User 

Registrations link in the sidebar menu.

3. The Approved User Registrations screen is displayed. Locate the user whose 

subapplications you wish to reassign. Select the Reassign Permissions link in the Action 

column for that user.

4. The Search screen is displayed. Enter search criteria to locate the eGrants user to whom 

the subapplications will be assigned. Click Search.

5. The Reassign User Permission(s) screen is displayed. Select the checkbox in the Select 

column for the desired eGrants user. (When reassigning permissions, you will reassign 

permission to ALL subapplications that can be accessed by the first eGrants user to the 

second.) Click Reassign Permission(s).

6. The Confirm Reassignment of User Permission(s) screen is displayed. Confirm the 

reassignment by clicking Yes.

7. The Approved User Registrations screen is displayed. Select the Return to Homepage

link in the sidebar menu.

To revoke a user’s access:

1. From the Grant Applicant Homepage, select the Administration link.

2. The Preferences screen is displayed. In the sidebar menu, select the Approved User 

Registrations link in the sidebar menu.
November 13, 2017 14

3. The Approved User Registrations screen is displayed. Locate the user whose access will 

be revoked. Select the Review link in the Action column for that user.

4. The Review Registration screen is displayed. In the Action section, de-select any access 

level checkboxes that are checked. Select the Deny/Revoke checkbox. Enter a 

justification for the revocation in the Comments field. Click Save and Continue. (If you 

have made an error, immediately click Go Back. This will return you to the Review 

Registration screen.)

5. The Approved User Registrations screen is displayed. Select the Return to Home Page

link in the sidebar menu.