GMS Frequently Asked Questions & Resources
Overview
Check out the THECB Online Grants Portal Grantee User Guide to get started in the new Grant Management System (GMS).
Frequently Asked Questions
- Organizations and organization representatives new to the THECB Online Grants Portal (Fluxx) are required to create a new user account before initiating a grant application.
- Use the legal name of the organization and individual registering for an account.
- After account creation, THECB will activate your GMS portal user account.
- Important: Account activation may take 2-3 business days. Application due dates will not be adjusted on an individual basis.
- Individual users will be linked to their organization when their account is activated.
Log in to your account here. GMS portal users from previous grant cycles will use their existing accounts; please do not register more than once.
To access your account, go to the login page and click “Forgot Password”.
Our online portal software, Fluxx, is configured to work optimally in the Google Chrome browser.
- Make sure your IT administration knows to accept emails from this URL: fluxx.io.
- GMS email messages will be sent to the email provided at registration.
- The application auto-emails will go to the primary grantee contact added to the grant application. This is usually the Program Director.
- If you are unsure of who the primary grantee is for a particular application, contact the designated grant management staff for that grant opportunity.
- Organizations and organization representatives new to the THECB Online Grants Portal (Fluxx) are required to create a new user account before initiating a grant application.
- GMS accounts can be used to apply for grant opportunities on behalf of Texas colleges, universities, schools, and other qualified applicants as specified by the grant program’s eligibility requirements for application.
- Eligibility requirements and application due dates are outlined in each grant opportunity (request for applications or grant announcement).
- Each user that registers for an account on the portal will have the same permissions to view and edit basic information for the Organization they are connected to in Fluxx. They will also have the ability to submit any grant application that they start themselves.
- The role of a Fluxx user will be determined on each grant application. When the designated applicant for your organization begins a grant application, they will assign a user to each contact field (see the Online Grants Portal Grantee User Guide, slide 9).
- The users that may access the application directly in the portal will be limited to the contacts the grant application allows (see the Online Grants Portal Grantee User Guide, slide 9).
- If the applicant needs more people to view the application than the application allows, they may print the application and share it with those contacts outside of the portal.
Navigate to the “Submitted” or “Active” Application or the Grant “Approved” Reports. These are in the lefthand menu under the logo.
Log in to the portal, click “Organizations” in the lefthand menu, click the appropriate organization, then click “Edit” in the top right corner of the page. When your edits are complete, click “Save”.
- People who register connected to the organization will appear on the “All Users” list of the “Organization” page. We recommend organization leadership monitor this list periodically.
- If a user should be removed, contact GMS.support@highered.texas.gov to request removal of the user’s access to the organization.
- Applicant registers their organization and its users.
- Applicant views available grant opportunities.
- Applicant submits a grant application.
- THECB reviews/evaluates the grant application and notifies the applicant of their award status.
- THECB and awardee execute a grant agreement or Notice of Grant Award (NOGA).
An Employer Identification Number (EIN) is a nine-digit number used by the United States Internal Revenue Service (IRS) to identify a business entity. An EIN can also be called a Federal Tax Identification Number or Federal Employer Identification Number (FEIN). Applicants and grantees are encouraged to contact their organization’s operations or personnel manager to access this number, as applicable. We ask that applicants and grantees refrain from using their personal EIN. Internationally based organizations that do not have a U.S. EIN or tax exemption from the IRS are still eligible for funding.
Payment schedules are established depending on the grant. In all cases, the payment schedule will be part of the NOGA or grant agreement document signed with each grant award. Scheduled and past payments can be viewed in Fluxx in the left-hand menu. If you have further questions, please contact program staff.
Grantee reporting requirements will be based on the project’s complexity, grant amount, and term. All reporting must be completed and submitted online. Reporting requirements and their appropriate deadlines can be found by referencing the organization’s grant agreement with us. Fluxx sends automated reminder emails to all grantees 30-45 days before any reporting deadline. All new and submitted requirements can be viewed in Fluxx in the left-hand menu.
Reporting requirements should be accessed and submitted via Fluxx. See the Online Grants Portal Grantee User Guide, slides 12-14.
A change may be required if one or more of the following is not on track: spending, project schedule, and/or projected outcomes and deliverables. If your project needs to be modified, please speak with your program contact. Once the program staff knows your change request, a change request form can be submitted via the grants portal (see the Online Grants Portal Grantee User Guide, slides 18-19). Note that any changes to the budget (carryover, reallocation, etc.) will have to be requested and justified, and an updated budget must be provided before approval can be received.
Once a report is submitted online, program staff will review the grant’s progress. Program staff will contact the grantee if follow-up is required.
Contact
Inquiries regarding the Grant Management System (Fluxx) should be sent to the GMS Support Team.