Table of Contents

 
 

System Access

I’m experiencing technical difficulties. What should I do?

Please email grantproposal@houstonendowment.org for questions about the system or any technical difficulties you might encounter. Please do not contact your program officer for technical issues.

I need to update information about my organization. What should I do?

Please email grantproposal@houstonendowment.org with any changes you need to make regarding general information about your organization (including updated names, titles, or contact numbers).

I can’t remember my username. What should I do?

The username is always an email address. If you are not sure what email address was used, contact the Primary Account Holder at the organization who can tell you the email address used for the username.

I can’t remember my password. What should I do?

If you do not remember your login credentials please utilize the options available for Login Help within GMS or contact the Primary Account Holder at the organization who can reset the password.

Can my organization have more than one user login account?

GMS allows multiple individuals within the organization to have login credentials. User accounts must be established by the Primary Account Holder. If the Primary Account Holder is unavailable, contact grantproposal@houstonendowment.org with the organization’s name and the name and/or email of the impacted account along with a brief explanation of the assistance needed.

I am grant writer working with multiple organizations and my one email address has already been used for another client. How can I create accounts in GMS for different organizations?

For security reasons, an email address can only be associated with one organization. Contract grant writers who work on online applications for multiple organizations will need to have a unique email address for each organization. In these cases, grant writers may want to consider creating free email accounts from a service like Gmail (e.g., grantwriter_organizationXYZ@gmail.com) or create generic email addresses at each organization (e.g. grantwriter@organizationXYZ.org) to use in GMS.

How can I create a new user account in GMS?

Please refer to the Guide to Using GMS, available here.

The Primary Account Holder is no longer associated with the organization. How can a new Primary Account Holder be assigned?

Contact grantproposal@houstonendowment.org with the organization’s name and the name and/or email of the impacted account along with a brief explanation of the assistance needed.

 

Communications Guidelines

If you are a Houston Endowment grantee with a program, event or milestone you believe may be suitable for a story, please contact communications@houstonendowment.org.

Is there a protocol that I am required to follow if I am contacted by a reporter during the life of a grant?

We encourage you to talk to the media about your work. Additionally, we may refer reporters to you for comment. If you need advice or information about how to handle these requests or if reporters contact you with specific questions about Houston Endowment or why your project was funded, please direct those inquiries to communications@houstonendowment.org.

You are welcome to acknowledge grant support from Houston Endowment in your media activities. We would appreciate the opportunity to work with you on the language of that acknowledgment to help ensure that our grantmaking activities are represented accurately and consistently. Please contact your program officer or the communications staff in order to discuss.

 

Grantee Reports

How can I find out when my grant report is due?

Information on grantee reports, including due dates, is available in both the original contract and within GMS. After logging into GMS, navigate to the completed applications list toward the bottom middle and click on the word ‘Report.’ This page will list all reports and due dates for the grant. Refer to our Guide to Using GMS for detailed information on how to access and submit reports.

How do I submit my grant report?

Log into GMS, navigate to the completed applications list toward the bottom middle and click on the word ‘Report.’ This page will list all reports and due dates for the grant. Click on the word ‘Edit’ for the report form. Complete the information requested, provide the optional attachments and then click ’Submit.’  Refer to our Guide to Using GMS for detailed information on how to access and submit reports.

What kinds of documents can I attached in GMS?

GMS can accept the following kinds of document formats: .jpg, . jpeg, .gif, . tif, .tiff, .bmp, .rtf, .txt, .doc, .docx, .xls, .xlsx, .ppt, .pptx, .pdf.

Are all data fields within the online grantee report form required? How do I know which ones are and which ones are not? 

Not all fields are required. An asterisk will indicate a required field.

Can I preview the questions that will be required to complete a grantee report?

Yes. Information about typical grant report questions is available in the Report Guidelines section.

Can I copy and paste information from other documents into the online grantee report question fields?

Yes. The system allows you to copy and paste information from other documents, though advanced formatting (italics, bold, bullets, etc.) may not be preserved.

Are there word or character limits on my responses?

Many of the questions have suggested response lengths (e.g., two to three sentences), but the response boxes are not character-limited. Please try to be as concise as possible while answering the question completely.

Do I have to complete the entire grantee report in one sitting?

No. After you begin a report, you may log out and log in as often as you need to. Be sure to save your changes before you log out.

I gave my program officer an update over the phone. Do I still have to complete the online grantee report in GMS?

Yes. Please provide the full written report via GMS.

Can the next grant payment be made even if I don’t submit the report?

Typically a payment cannot be made without the report submission. Please contact your program officer if you have concerns about being able to submit the required grantee report. The program officer will help determine appropriate next steps.

 

Change in Grant Terms

We have completed the purpose of the grant and there are unspent funds. Do we have to send those back to Houston Endowment?

Please contact your program officer to discuss.

How should unspent funds be sent back to Houston Endowment?

Please contact your program officer. After coming to agreement on the amount of funds to return, the check should be made payable to Houston Endowment Inc. and sent to:

Houston Endowment Inc.
Attention: Grant Team
600 Travis St., Suite 6400
Houston, TX 77002

Please include the following information with the check, all of which is available in the grant contract: grant purpose statement, grant approval date and total original grant amount.