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How to Manage Your Grant

We provide you information and tools to manage your grant or cooperative agreement successfully.

What is your responsibility?

You manage the day-to-day operations of your award-supported activities, the project's performance, and the payment of award funds.

You must:

  • Read and follow the terms and conditions laid out in your Notice of Award (NoA)
  • Comply with federal and Health and Human Services (HHS) award regulations, policies, and procedures
  • Register your organization in the Payment Management System (PMS)
  • Complete regular draws of funds correlating to award payments
  • Submit quarterly payment reports
  • Submit performance and financial reports in the Electronic Handbooks (EHBs) on time

Who should you contact for help?

Project Officer
Locate contact information on the last page of your Notice of Award (NoA).

  • Explains program objectives
  • Monitors the performance of individual grant projects

Grants Management Specialist (GMS)
Locate contact information on the last page of your NoA.

  • Explains regulations, policies, and financial aspects of your award
  • Reviews and makes recommendations on continued federal support
  • Makes sure you comply with award requirements and cost policies
  • Oversees receipt of all required reports
  • Follows up on overdue reports, as necessary

Payment Management System (PMS) Account Representative
Find your PMS Account Representative – Select your state or territory from the drop down menu.

  • Assigns you a Personal Identification Number (PIN)
  • Reviews, approves, and monitors the drawdown of funds
  • Reviews and approves your Federal Cash Transaction Report (FCTR) via the Federal Financial Report (FFR)
  • Provides you with payment reports and oversees debt collection

Frequently Asked Questions

What is in your Notice of Award (NoA)?

How do you access your award funds?

How do you manage HRSA funds?

Can you make changes to budget and program plans?

What are property standards?

What are procurement standards?

How should you keep records and report on your award?

What is the grant closeout process?


Date Last Reviewed:  May 2019

Contact Us

Email us (include your 10-digit grant number)

Electronic Handbooks (EHBs)


Maintain an active SAM registration. Renew and revalidate at least once a year.

Provide your DUNS number HRSA Exit Disclaimer in each application or plan.

Report Fraud

Report fraud now via HHS Office of the Inspector General

1-800-HHS TIPS (1-800-447-8477)
TTY: 1-800- 377-4950