Grant Information for Our Partners | Vermont Department of Health
Source: https://www.healthvermont.gov/about/grant-information
Archived: 2026-04-23 17:17
Grant Information for Our Partners | Vermont Department of Health
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Grant Information for Our Partners
Thank you for your interest in grant award opportunities available through the Vermont Department of Health. This page outlines the prerequisites for applying for a grant and offers resources and forms to support you through the application process.
Before Applying for a Grant
You must meet the following requirements to apply for and receive grant funds through the State of Vermont, including:
Minimum Insurance Coverage:
Applicants must meet the State minimum insurance coverage requirements found in the State of Vermont’s
Attachment C – Standard State Provisions for Contracts and Grants
.
Pass Pre-Award Eligibility Assessment:
Applicants must pass a Pre-Award Eligibility Risk Assessment conducted by the Vermont Department of Health.
Be In Good Standing:
Applicants must be registered and in good standing (not currently suspended or debarred) with both the federal government and the State of Vermont. For more information on Certificates of Good Standing, visit the
Vermont Secretary of State's website
.
Up-to-date Annual Report for current grantees:
If the applicant is a current grantee, submission of the
Subrecipient Annual Report
must be up to date for at least the past three years.
If you need business help, see these State and Federal resources:
State:
Getting Started on becoming a non-profit organization
Federal:
Application for Recognition of Exemption 501(c)(3)
Use of a Fiscal Agent (see definition below)
If your organization does not meet the requirements above, you have the option to work with a fiscal agent who meets the minimum requirements outlined above and who will act as the lead on financial transactions and provide you with umbrella insurance coverage to meet the State of Vermont minimum requirements. If you employ a fiscal agent, they will be the responsible party on the grant application. Any fees charged by the fiscal agent should be included in your budget proposal.
Helpful Forms and Information for Grant Processes and Requirements for all recipients of state and federal grants
Unique Entity Identifier (UEI) number
A Unique Entity Identifier (UEI) is a 12-character alphanumeric identifier used by the federal government to identify businesses and organizations. It's a replacement for the DUNS number and is required for all organizations seeking federal contracts or grants. It is used to track federal award funds. The UEI is assigned by the System for Award Management (SAM.gov).
To apply for a UEI visit
SAM.gov
IRS Form W-9
The applicant (or designated fiscal agent) will submit a hand signed
IRS W-9
signed by the designated signing authority for the organization.
The W-9 needs to be signed within the past twelve (12) months. If you need guidance on how to complete this document, contact your financial advisor or accountant.
Certificate of Insurance (COI)
Before beginning work on an agreement with the Vermont Department of Health, the applicant, or fiscal agent, must provide certificates of insurance to show active minimum coverages are in effect, as required in the
State of Vermont’s Attachment C – Standard State Provisions for Contracts and Grants
. Please check this document to find the most up-to-date insurance coverage requirements.
COIs must list “The State of Vermont” or “VT Department of Health -280 State Drive, Waterbury, VT 05671-8300” as the certificate holder. The covered entity must list the "State of Vermont and its agencies, departments, officers, and employees” as additional insureds in the body of the Description of Operations with regard to general liability. Auto insurance coverage is required if the grantee will be driving in any capacity to fulfill the scope of work outlined in the grant agreement. Organizations may also require professional liability coverage, based on the scope of work. Professional liability is needed for lawyers, doctors, nurses, accountants, engineers, or licensed professionals who practice or have a specialized degree and expertise that will be used to fulfill the scope of work.
Budget Information
An example of a budget format can be found below. Indirect costs should not exceed the current de minimis rate of the applicant’s total direct costs. If you have a federally approved indirect rate you will need to send a copy of your rate sheet. Clarification on indirect costs is included in the glossary below.
Expense
$ Amount
Personnel
Salaries
0
Fringe
0
Total Personnel Costs
Non-Personnel
0
Contracts/Sub-Awards
0
Advertising
0
Education/Training
0
Equipment
0
Incentives/Promotional
0
Postage
0
Printing
0
Supplies/Materials
0
Travel
0
Total Non-Personnel Costs
0
Total Direct Costs
(Total personnel + Total non-personnel)
0
Indirect Costs
(@XX%)
0
Total Budget Period 1
0
Invoicing
The Department of Health funds reimbursement grants. This means organizations cover the upfront costs and submit invoices to the state for reimbursement of expenditures. Grant awardees will work with their designated grant manager to establish a payment schedule to compensate the grantee for expenses incurred carrying out the tasks in the scope of work. The State of Vermont operates on a net 30 basis. This means payment is dispersed 30 days after the receipt of an error-free invoice and any required work period deliverables from the date of receipt.
All invoices for reimbursement must certify that:
The invoice is for actual expenses incurred
The costs are for eligible activities outlined in the scope of work of the agreement
The costs are not eligible for coverage by other federal funding sources
The grantee has not received or requested, and will not request, payment for these costs from any other source
Applicants submit applications
Applications are reviewed and a final grantee is chosen
Notification of final decision is sent to the grantee
Scope of work and budget is formalized
Grant is executed and signed by both parties
Invoicing occurs during the scheduled outlined in the payment provisions for the grant term
Subrecipient annual reporting is completed by the grantee in accordance with their fiscal yearend date
Close out of the grant
Notification regarding the status of your grant
It can take four to six weeks for a grant to be fully executed. All grant initiation requirements must be met and both parties must agree on the terms for a grant to be submitted for internal approval. Both parties must sign the final agreement for the grant to be fully executed.
Subrecipient Annual Report
If you received a grant with federal funding from the State of Vermont, you must complete the
Subrecipient Annual Report
in its entirety annually within forty-five (45) days after your fiscal year end.
Subrecipient Identifying Information Instructions:
Supplier ID
– The 10-digit identifying number for your organization in the State of Vermont's accounting system. The supplier ID is found in the upper right corner of the grant list box on the second page of the letter that accompanies this report, and in box 10 of the Grant Award Detail Sheet on your grant agreement.
Your supplier ID is NOT the same as your State of Federal tax identification number, nor is it the same as your grant number.
Original or Revision
- Please indicate if this is the first time you have submitted a Subrecipient Annual Report for this fiscal year for your organization, or if this is a revision to correct a mistake on a previously submitted form.
Fiscal Year Ending Date
- Enter your organization's fiscal year ending date covered by this report in DD/MM/YYYY format. This period is usually not the same as the grant period.
Subrecipient Name
– Your organization’s legal full name. Do not use abbreviations unless they are part of your official name.
Address
– The primary address for your organization.
Vermont Supplier ID: Important! Please read this information
This is a ten digit number which will begin with a varied number of zeroes.
If you are not positive that you are entering the correct supplier ID number please reach out to your grant contact at the agency who awarded you funds and request your supplier ID number.
If an incorrect supplier ID number is entered your entity will be considered delinquent and this submission will not be accepted.
Your
Tax ID number is not your Supplier ID number
. If you enter a Tax ID number into this section your submission will not be accepted.
Any hesitation regarding your Supplier ID number means you should reach out to an agency who awarded you funds to ensure you are entering the correct numbers in this field. If your response is not a ten-digit supplier ID that matches your Subrecipient Name your submission will not be accepted. Leading zeros will not display but should make the number you enter equal 10 digits when included.
For questions concerning a specific RFP, grant application, or grant opportunity, please refer to the contact listed in the RFP, grant application, or contact your grant manager.
Glossary of Important Terms
Grant Manager:
The Department of Health staff member who is assigned administration of the grant. This will be the primary contact for the grantee during execution and close out of the grant.
Indirect Costs:
Costs that are incurred for common or joint objectives and not readily and specifically identifiable with a particular sponsored project, program, or activity; nevertheless, these costs are necessary to the operations of the organization. For example, the costs of operating and maintaining facilities, depreciation, and administrative salaries generally are considered indirect costs.
Fiscal Agent:
A fiscal agent is defined as an established 501(c)(3) tax-exempt organization that accepts donations such as grant funds on behalf of a nonprofit or charitable organization that does not have IRS tax exemption. Examples of fiscal agent include banks, trust companies, or another non-profit organization. Fiscal agents typically oversee administrative and financial aspects of charitable organizations that may not have the experience or capacity to handle some financial duties on their own.
Request for Proposal (RFP):
A business document that announces a competitive grant funding opportunity, describes it, and asks for applications from qualified organizations.
Not all grant agreements have an RFP process.
Subrecipient:
Another term for an organization that receives federal funds through a pass-through entity, such as the Vermont Department of Health.
Subscribe to Grant Information for Our Partners
Last Updated:
December 22, 2025
Skip to main content
MENU
x
CLOSE
Translations for you
Grant Information for Our Partners
Thank you for your interest in grant award opportunities available through the Vermont Department of Health. This page outlines the prerequisites for applying for a grant and offers resources and forms to support you through the application process.
Before Applying for a Grant
You must meet the following requirements to apply for and receive grant funds through the State of Vermont, including:
Minimum Insurance Coverage:
Applicants must meet the State minimum insurance coverage requirements found in the State of Vermont’s
Attachment C – Standard State Provisions for Contracts and Grants
.
Pass Pre-Award Eligibility Assessment:
Applicants must pass a Pre-Award Eligibility Risk Assessment conducted by the Vermont Department of Health.
Be In Good Standing:
Applicants must be registered and in good standing (not currently suspended or debarred) with both the federal government and the State of Vermont. For more information on Certificates of Good Standing, visit the
Vermont Secretary of State's website
.
Up-to-date Annual Report for current grantees:
If the applicant is a current grantee, submission of the
Subrecipient Annual Report
must be up to date for at least the past three years.
If you need business help, see these State and Federal resources:
State:
Getting Started on becoming a non-profit organization
Federal:
Application for Recognition of Exemption 501(c)(3)
Use of a Fiscal Agent (see definition below)
If your organization does not meet the requirements above, you have the option to work with a fiscal agent who meets the minimum requirements outlined above and who will act as the lead on financial transactions and provide you with umbrella insurance coverage to meet the State of Vermont minimum requirements. If you employ a fiscal agent, they will be the responsible party on the grant application. Any fees charged by the fiscal agent should be included in your budget proposal.
Helpful Forms and Information for Grant Processes and Requirements for all recipients of state and federal grants
Unique Entity Identifier (UEI) number
A Unique Entity Identifier (UEI) is a 12-character alphanumeric identifier used by the federal government to identify businesses and organizations. It's a replacement for the DUNS number and is required for all organizations seeking federal contracts or grants. It is used to track federal award funds. The UEI is assigned by the System for Award Management (SAM.gov).
To apply for a UEI visit
SAM.gov
IRS Form W-9
The applicant (or designated fiscal agent) will submit a hand signed
IRS W-9
signed by the designated signing authority for the organization.
The W-9 needs to be signed within the past twelve (12) months. If you need guidance on how to complete this document, contact your financial advisor or accountant.
Certificate of Insurance (COI)
Before beginning work on an agreement with the Vermont Department of Health, the applicant, or fiscal agent, must provide certificates of insurance to show active minimum coverages are in effect, as required in the
State of Vermont’s Attachment C – Standard State Provisions for Contracts and Grants
. Please check this document to find the most up-to-date insurance coverage requirements.
COIs must list “The State of Vermont” or “VT Department of Health -280 State Drive, Waterbury, VT 05671-8300” as the certificate holder. The covered entity must list the "State of Vermont and its agencies, departments, officers, and employees” as additional insureds in the body of the Description of Operations with regard to general liability. Auto insurance coverage is required if the grantee will be driving in any capacity to fulfill the scope of work outlined in the grant agreement. Organizations may also require professional liability coverage, based on the scope of work. Professional liability is needed for lawyers, doctors, nurses, accountants, engineers, or licensed professionals who practice or have a specialized degree and expertise that will be used to fulfill the scope of work.
Budget Information
An example of a budget format can be found below. Indirect costs should not exceed the current de minimis rate of the applicant’s total direct costs. If you have a federally approved indirect rate you will need to send a copy of your rate sheet. Clarification on indirect costs is included in the glossary below.
Expense
$ Amount
Personnel
Salaries
0
Fringe
0
Total Personnel Costs
Non-Personnel
0
Contracts/Sub-Awards
0
Advertising
0
Education/Training
0
Equipment
0
Incentives/Promotional
0
Postage
0
Printing
0
Supplies/Materials
0
Travel
0
Total Non-Personnel Costs
0
Total Direct Costs
(Total personnel + Total non-personnel)
0
Indirect Costs
(@XX%)
0
Total Budget Period 1
0
Invoicing
The Department of Health funds reimbursement grants. This means organizations cover the upfront costs and submit invoices to the state for reimbursement of expenditures. Grant awardees will work with their designated grant manager to establish a payment schedule to compensate the grantee for expenses incurred carrying out the tasks in the scope of work. The State of Vermont operates on a net 30 basis. This means payment is dispersed 30 days after the receipt of an error-free invoice and any required work period deliverables from the date of receipt.
All invoices for reimbursement must certify that:
The invoice is for actual expenses incurred
The costs are for eligible activities outlined in the scope of work of the agreement
The costs are not eligible for coverage by other federal funding sources
The grantee has not received or requested, and will not request, payment for these costs from any other source
Applicants submit applications
Applications are reviewed and a final grantee is chosen
Notification of final decision is sent to the grantee
Scope of work and budget is formalized
Grant is executed and signed by both parties
Invoicing occurs during the scheduled outlined in the payment provisions for the grant term
Subrecipient annual reporting is completed by the grantee in accordance with their fiscal yearend date
Close out of the grant
Notification regarding the status of your grant
It can take four to six weeks for a grant to be fully executed. All grant initiation requirements must be met and both parties must agree on the terms for a grant to be submitted for internal approval. Both parties must sign the final agreement for the grant to be fully executed.
Subrecipient Annual Report
If you received a grant with federal funding from the State of Vermont, you must complete the
Subrecipient Annual Report
in its entirety annually within forty-five (45) days after your fiscal year end.
Subrecipient Identifying Information Instructions:
Supplier ID
– The 10-digit identifying number for your organization in the State of Vermont's accounting system. The supplier ID is found in the upper right corner of the grant list box on the second page of the letter that accompanies this report, and in box 10 of the Grant Award Detail Sheet on your grant agreement.
Your supplier ID is NOT the same as your State of Federal tax identification number, nor is it the same as your grant number.
Original or Revision
- Please indicate if this is the first time you have submitted a Subrecipient Annual Report for this fiscal year for your organization, or if this is a revision to correct a mistake on a previously submitted form.
Fiscal Year Ending Date
- Enter your organization's fiscal year ending date covered by this report in DD/MM/YYYY format. This period is usually not the same as the grant period.
Subrecipient Name
– Your organization’s legal full name. Do not use abbreviations unless they are part of your official name.
Address
– The primary address for your organization.
Vermont Supplier ID: Important! Please read this information
This is a ten digit number which will begin with a varied number of zeroes.
If you are not positive that you are entering the correct supplier ID number please reach out to your grant contact at the agency who awarded you funds and request your supplier ID number.
If an incorrect supplier ID number is entered your entity will be considered delinquent and this submission will not be accepted.
Your
Tax ID number is not your Supplier ID number
. If you enter a Tax ID number into this section your submission will not be accepted.
Any hesitation regarding your Supplier ID number means you should reach out to an agency who awarded you funds to ensure you are entering the correct numbers in this field. If your response is not a ten-digit supplier ID that matches your Subrecipient Name your submission will not be accepted. Leading zeros will not display but should make the number you enter equal 10 digits when included.
For questions concerning a specific RFP, grant application, or grant opportunity, please refer to the contact listed in the RFP, grant application, or contact your grant manager.
Glossary of Important Terms
Grant Manager:
The Department of Health staff member who is assigned administration of the grant. This will be the primary contact for the grantee during execution and close out of the grant.
Indirect Costs:
Costs that are incurred for common or joint objectives and not readily and specifically identifiable with a particular sponsored project, program, or activity; nevertheless, these costs are necessary to the operations of the organization. For example, the costs of operating and maintaining facilities, depreciation, and administrative salaries generally are considered indirect costs.
Fiscal Agent:
A fiscal agent is defined as an established 501(c)(3) tax-exempt organization that accepts donations such as grant funds on behalf of a nonprofit or charitable organization that does not have IRS tax exemption. Examples of fiscal agent include banks, trust companies, or another non-profit organization. Fiscal agents typically oversee administrative and financial aspects of charitable organizations that may not have the experience or capacity to handle some financial duties on their own.
Request for Proposal (RFP):
A business document that announces a competitive grant funding opportunity, describes it, and asks for applications from qualified organizations.
Not all grant agreements have an RFP process.
Subrecipient:
Another term for an organization that receives federal funds through a pass-through entity, such as the Vermont Department of Health.
Subscribe to Grant Information for Our Partners
Last Updated:
December 22, 2025