First Things First’s partner grant management system (PGMS) is a secure extranet environment through which most FTF reporting is submitted.
Please review the following videos for instruction on how to complete program narrative reports, requests for reimbursement, data reporting and other common functions related to your grant award such as a budget modification or a staff change notification.
Logging In and Navigating the Partner Grant Management System (PGMS)
This tutorial provides an overview of the partner grant management system and explains how to log into PGMS.
Reimbursement Reports: Part 1
In order to be paid for services rendered on behalf of First Things First, you must detail all grant-related expenses on the Reimbursement Request Report, which you then submit to First Things First for payment. We explain the reimbursement report in four separate tutorials.
This first tutorial explains what the reimbursement report is and how to access it in PGMS. You will also learn about the various statuses of reimbursement reports.
Reimbursement Reports: Part 2
To get started with your reimbursement, this tutorial explains how to create a new reimbursement report. We also describe each section of the reimbursement report.
Reimbursement Reports: Part 3
The most important part of the reimbursement report is the expense ledger where you will record all your billable charges. This tutorial shows you how to enter the expenses into the expense ledger.
Reimbursement Reports: Part 4
All billed expenses must be explained in some way. One way to explain your billed expenses is through existing documents such as mileage reports or receipts. This final tutorial shows you how to add such documentation to the reimbursement report.
Reimbursement Report Special Procedures and Common Errors
Reimbursement reports aren’t that complicated but you should be aware of some special procedures related to wages, mileage, and out-of-state travel. Learn how to avoid some of the most common errors that result in reimbursement reports being returned. This tutorial references the State of Arizona Travel Policies and First Things First’s Meal and Lodging Reimbursement Form (located in the bottom right corner of the web page). You should bookmark these resources for your reference as they change from time to time.
Meal and Lodging Reimbursement Form: Part 1
Arizona’s travel policies are pretty complicated so we try to spell things out in part one and two of the Meal and Lodging Reimbursement Form tutorial. The Meal and Lodging Reimbursement Form is how you will record travel expenses for reimbursement for both in-state and out-of-state travel involving lodging and meals. This tutorial shows you where to find the form and explains the form’s different sections.
Meal and Lodging Reimbursement Form: Part 2
Part 2 of the Meal and Lodging Reimbursement Form tutorial explains how to complete and submit the form and provides some guidance on travel-related costs. Expenses for multiple travelers can be entered on the same form by utilizing a separate worksheet for each traveler. The separate worksheets can be accessed by clicking on the tabs at the bottom of the form.
You will definitely want to familiarize yourself with Arizona’s various travel policies and the state’s Maximum Mileage, Lodging, Meal, Parking and Incidental Expense Reimbursement Rates. Refer to these documents on the State of Arizona Accounting Manual (SAAM) page as the documents are subject to change.
Budget Modifications: Part 1
Sometimes the needs and costs of a program change. First Things First recognizes these eventualities and provides a way to modify your program budget. This tutorial gives you an overview of the budget modification process and the circumstances in which a budget modification is needed. A budget modification request with proper justification for cost changes must be approved before goods and services are purchased. The Budget Modification Request Form can be found under Grant Implementation Resources on the partner grant management system (PGMS) dashboard.
Budget Modifications: Part 2
This tutorial gives step-by-step instructions for completing the budget modification request form and submitting the form through the partner grant management system. The Budget Modification Request Form can be found under Grant Implementation Resources on the PGMS dashboard.
Reporting Staff Changes: Part 1
Most programs will experience changes in personnel over the course of their grant. First Things First carefully monitors staffing patterns and wages so these changes in personnel must be reported to First Things First in a timely way. This tutorial explains when staff changes need to be reported to First Things First and introduces you to the Staff Change Notification Form and Personnel Table found under Grant Implementation Resources on the partner grant management system (PGMS) dashboard. This form will also be used whenever a PGMS contact is changed, regardless if that person is paid out of the contract.
Reporting Staff Changes: Part 2
This tutorial gives step-by-step instructions on how to complete the Staff Change Notification Form and program Personnel Table when there is a change in staffing. The Staff Change Notification Form and Personnel Table can be found under Grant Implementation Resources on the PGMS dashboard. While the staff change notification form only includes those staff that are being added and removed from the contract, the Personnel Table needs to include all staff and positions being paid out of the contract.
Submitting Program Narrative and Data Submission Reports
All grants and agreements funded by First Things First are required to report on a variety of program-related indicators. This tutorial will show you how to submit program narrative reports and data submission reports via the partner grant management system (PGMS).