How to Manage Your Grant

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

What is your responsibility?

You are responsible for managing the day-to-day operations of your award-supported activities, the performance of the project, and the appropriate 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 page four of your Notice of Award (NoA).

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

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

  • Clarifies regulations, policies, and financial aspects of your award
  • Reviews and makes recommendations on continued federal support
  • Monitors compliance with award requirements and cost policies
  • Oversees receipt of all required reports
  • Follows up to obtain overdue reports, as necessary

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

  • Registers you in the PMS.
  • Assigns you a Personal Identification Number (PIN)
  • Reviews, approves, and monitors the drawdown of funds
  • Reviews and approves your submission of the Federal Financial Report (FFR)
  • Handles the account reconciliation for closeout
  • 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:  March 2019

Contact Us

Email us (include your 10-digit grant number)

News & Announcements

Electronic Handbooks (EHBs)


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

Provide your DUNS number 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