Grants - How To Guides

Below are resources to help with filling out grant related documentation.
The resources range from PDF manuals to helpful Word and Excel documents to video recordings of training sessions.

 Quick Navigation


Access

 Access - Address

Click HERE to launch the KOHS Grants system. The URL is https://kohs.intelligrants.com/.


 Access - Create Account

To create a user account, go to the grant system main page. On the right side on the bottom, click on the "New User? Register Here!" link. Or you can click the link below.

New User? Register Here!

Here is a snapshot of the questions it will ask.


 Claim - Law Enforcement - Claim Information

Claim Information is where you start your Law Enforcement Grant Reimbursement Claim. It asks 2 questions in order to know what information to collect:

  • Are you requesting reimbursement for multiple agencies?
  • Are you reporting checkpoint activity in this claim?

If you are requesting reimbursement for multiple agencies, it will ask for the names of the additional agencies.

If you are reporting checkpoint activity in this claim, it will ask for the locations of the checkpoints.


Claim

 Claim - Law Enforcement - Section A - Law Enforcement Overtime Worksheet

Agency overtime Worksheet
Click here to download XLS file
  • used for calculating reimbursement for agency for worked overtime
  • Format: Microsoft Excel Spreadsheet
  • Last updated: October 2011

 Claim - Law Enforcement - Section B - Agency Overtime Activity Report

Officers Overtime Detail Log
Click here to download
  • detailed log for officers to use when working overtime, with places for indicating citations
  • Format: Microsoft Excel Spreadsheet
  • Last updated: October 2011

Activity Reporting Form
Click here to download XLS file
  • used for reporting activity including enforcement hours worked, violations, etc.
  • Format: Microsoft Excel Spreadsheet
  • Last updated: October 2011

Supplemental Checkpoints Reporting Form
Click here to download XLS file
  • used for reporting activity including enforcement hours worked, violations, etc. at checkpoints
  • Format: Microsoft Excel Spreadsheet
  • Last updated: October 2011

 Claim - Law Enforcement - Section C - Detailed Expenditures Report

​Content coming soon.

 Claim - Law Enforcement - Section D - Reimbursement Claim Summary

​Content coming soon.

Manual

 Manual - Grantee Registration and Application

Below is the agency user manual from Agate for the IGX system.

IGX Grantee Registration and Application Manual

Report

 Reports - Checkpoint Activity

​The Checkpoint Activity Report assembles the reported activtiy from your claims for checkpoints. It lists the values from each claim and provides a combined total for each of the categories.

Filters for the Report:

  • Grant (optional - if left blank, it will pull for all the grants from your agency)
  • Period Range Begin Date - begin date for the time period for the report (optional - if left blank, it will pull from all the claims)
  • Period Range End Date - end date for the time period for the report (optional - if left blank, it will pull from all the claims)

 Reports - Patrol Activity

​The Patrol Activity Report assembles the reported activtiy from your claims for patrol. It lists the values from each claim and provides a combined total for each of the categories.

Filters for the Report:

  • Grant (optional - if left blank, it will pull for all the grants from your agency)
  • Period Range Begin Date - begin date for the time period for the report (optional - if left blank, it will pull from all the claims)
  • Period Range End Date - end date for the time period for the report (optional - if left blank, it will pull from all the claims)

Here is a screenshot of what the report looks like (without the red and white box). It will allow you to export it.


 Reports - Expenditures LE

​The Expenditure LE Report assembles the financial information from your law enforcement claims. It lists the values from each claim and provides a combined total for each of the categories. It also displays the total budgetted amount for each category and the remaining balance in each category.

Filters for the Report:

  • Grant (optional - if left blank, it will pull for all the grants from your agency)
  • Period Range Begin Date - begin date for the time period for the report (optional - if left blank, it will pull from all the claims)
  • Period Range End Date - end date for the time period for the report (optional - if left blank, it will pull from all the claims)

Here is a screenshot of what the report looks like (without the red and white box). It will allow you to export it.


 Reports - Expenditures NonLE

​The Expenditure NonLE Report assembles the financial information from your non-law enforcement claims. It lists the values from each claim and provides a combined total for each of the categories. It also displays the total budgetted amount for each category and the remaining balance in each category.

Filters for the Report:

  • Grant (optional - if left blank, it will pull for all the grants from your agency)
  • Period Range Begin Date - begin date for the time period for the report (optional - if left blank, it will pull from all the claims)
  • Period Range End Date - end date for the time period for the report (optional - if left blank, it will pull from all the claims)

Here is a screenshot of what the report looks like (without the red and white box). It will allow you to export it.


Video/Recording

 Recording - Adding Agency Staff

KOHS had a training session going over the IGX system method for adding agency staff. The URL go to a recording of session held is below:


 Recording - Adding Panels to Dashboard

KOHS did a quick recording of how to setup the Panels on your Dashboard inside IGX. The URL go to a recording is below:


 Recording - Remove Errant Travel Page

In IGX, many agency staff and project directors will sometimes get an errant travel form started and have trouble removing it. This recording shows how to remove the travel page.

 Recording - Training Session - Law Enforcement

KOHS has had several training sessions going over the IGX system. The URLs go to recordings of sessions held for law enforcement agencies:

  • View Recording of 2021-10-19, general overview and law enforcement claim
      Topics covered:
    • 0:00 - introductions
    • 1:45 - explain login screen and announcements
    • 2:55 - explain dashboard screen, including My Tasks pane
    • 4:22 - displaying your profile information, changing your password, organization information, eMARS vendor number, Unique Entity Identifier
    • 6:10 - display organization members, changing and additions as agency project director
    • 7:18 - 2 ways to start/initiate reimbursement claim, also assistance request
    • 9:00 - search and then display your application, initiate related document
    • 9:40 - start claim and explain previous claim display
    • 10:20 - "Claim Information" including indicators for multi-agency and checkpoint
    • 11:33 - "Section A" overtime worksheet
    • 13:30 - Attention box about documentation and Additional Officers worksheet, for when retired officers are included
    • 14:52 - uploading detail logs and order them like the overtime worksheet, explain the ! sign on sections
    • 16:40 - "Section B" overtime activity, calculates contact ratio, signature approval
    • 17:50 - "Section C" detailed expenditure, not allowing multiple claims for a month, only personnel services
    • 19:05 - "Section D" reviews all the information from the other sections, explain the columns in the cost categories
    • 20:19 - review left pane to verify, enter notes, including tools
    • 21:04 - printing document
    • 21:23 - Status Options, submit or cancel, verification
    • 22:54 - display document status history
    • 23:17 - not submitting second claim until current is marked final
    • 23:51 - showed multi-agency claim
    • 24:18 - entered checkpoint location and multiple agency overtime worksheets
    • 25:10 - checkpoint enforcement worksheet
    • 25:30 - checkpoint enforcement activity
    • 26:10 - using Search tab, reimbursement claims
    • 26:40 - Question about cancelled claim and how information is preserved and not deleted
    • 28:00 - changing back to LEL and Program Manager being coordinated
    • 28:45 - Question about first claim being in IGX
    • 30:10 - showed live site rather than testing site, showed grant applications search
    • 32:08 - end
    Original Recording done in Zoom - View Recording
    Screenshots from training - Law Enforcement Reimbursement Claim - Screenshots.pdf

 Recording - Training Session - Non-Law Enforcement

KOHS has had several training sessions going over the IGX system. The URLs go to recordings of sessions held for non-law enforcement agencies:


  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
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