Introduction to STGMS

The Space Telescope Grants Management System (STGMS) is a web-based software application designed to manage the grant award process for the Hubble Space Telescope and the James Webb Space Telescope. By following the instructions and tips provided in this guide, users will be able to navigate the system and perform the various functions necessary for managing grants in STGMS, such as view grant information, submit budgets, financial and performance reports, and request a no-cost extension.

These additional resources are available to recipients and investigators:

Schaller Artist Concept
General Grant Provisions

The STScI General Grant Provisions cover general rules and regulations applicable to all grants awarded by STScI.

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STScI Budget Proposer Guide

The STScI Budget Proposer Guide provides an overview of the submission process as well as helpful tips and tricks for budget preparation.

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Frequently Asked Questions

Find answers to the most frequently asked questions here.

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  • Accessing STGMS

    To access STGMS navigate to the Main Menu > Login. Enter your email address and password, then click ‘Login’. If you receive an error stating, “The user [                     ] does not exist”, it is likely that the account is not enabled. To resolve this issue, email STScI Grant Administration for a list of STGMS User Account Managers who can enable your account.

    First time logging in to STGMS or forgot your password? Select 'Forgot Password?' below the email address and password fields. Enter your email address and click 'Submit'. You should receive a link to reset your password. Follow the password guidelines and click ‘Update Password’.

    Need an STGMS account? Access to STGMS is maintained by recipient institutions. Contact the Sponsored Programs Office at your institution to request access.

  • Navigating STGMS

    Use the STGMS Main Menu to navigate different menu options. The Main Menu is dynamic and you will only see options related to the privileges assigned to your account. Use the arrow icon to expand and collapse items, or to hide the Main Menu to provide more screen space. 

    Help is provided throughout STGMS by clicking the question mark icon. Additional information can be found by clicking on the ’Help’ link in the Main Menu.

  • Finding your Grants

    To use any of the STGMS functions, such as Grant Information, Report/Request List or Budget Search, you must first use the search filters to narrow down search results and find the applicable grant. 

    Search filters are auto-complete fields. For empty fields, users should input a few characters and the system will display matching entries. For filters with a drop-down menu, click the down arrow to choose an option. The radio button filters limit users to choose only one option at a time. 

    If you are not seeing expected results, try using only one filter.

Accounts & Notifications

STGMS administrative user accounts are created and maintained by your institution. Investigator accounts are associated with an approved program and created at the time of program approval, unless that investigator already has an STGMS account. 

Institutions must designate at least one User Account Manager to create and manage all other STGMS accounts in accordance with the internal control policies of the institution.

Expand each accordion below to learn more about STGMS accounts and privileges, and managing STGMS notifications.

STGMS Accounts

Viewing Grant Information

The Grant Information screen in STGMS displays grant-specific information, including the program title, program status, period of performance, due dates for performance and financial reports, funding and payment information, and grant documents. The only editable field on this screen is the Institution ID, which is assigned by some institutions to link the STGMS grant number to an internal tracking number. An entry is not required and can be left blank.

To find the Grant Information screen for your grant navigate to Main Menu > Grant > Grant Information and use the search filters described in Finding your Grants above.

There are accordion style banners which may be expanded to provide additional detail. Only one section expands at a time. 

This image displays a screenshot of the Grant Information screen in STGMS. The top right of the page includes general grant information, such as program title, status, institution, PI name, and dates. The top right side of the screen displays funding information. Below, the information is organized by accordion style banners providing additional grant information. Only one section expands at a time.

Grant Information Screen

Grant Funding

STScI grants are issued to the recipient institution at which the Administrative PI is employed. Reference the General Grant Provisions for specific information about grant awards and funding availability.

STScI Funding Terminology

  • Award Amount - approved amount of support for the research effort. It represents a commitment to fund up to this amount in total (subject to the availability of funding from NASA).

  • Obligated amount - total funding released to date.

  • Net payments - all payments to date excluding any pending payments.

  • Available funds - the amount of obligated funding remaining to charge against. (Obligated Amount – Net Payments).

Funding Schedule

STScI grants less than or equal to $30,000 receive full obligations at the time of award. Grants greater than $30,000 receive incremental funding obligations based on the funding schedule below.

Award Amount Funding Schedule
Less than or equal to $30,000 100% obligated at time of award
$30,001 - $50,000 50% obligated at time of award, 50% obligated once payments for expenditures reach threshold
Greater than or equal to $50,001

20% obligated at time of award, subsequent 20% obligations once payments for expenditures reach threshold

 

When net payments exceed 90% of the obligated amount STGMS automatically sends a Funding Increase document to notify the PI and institution of the amendment to the grant. We do not want incremental funding to interrupt progress on the research. If you find that your available funds are not sufficient to meet spending requirements, submit a special request for the early release of incremental funding (including a spend plan).

Funding information can be found in the grant award document and subsequent amendments, as well as on the Grant Information screen, which displays a Grant Funding Summary and Next Release of Funds Info. The Percent of Obligated Spent reflects the progress of spending towards the Next Release Threshold. The Next Obligated Amount displays the funds that will be released once the threshold is met. Obligated amounts are determined by the funding model of the award.

Contact Grants Administration if you have questions about your grant funding.

Budgets

Creating Budgets

Budgets are created in STGMS. For more information about the entire budget submission process, please refer to the STScI Budget Proposer Guide.

To create a new budget or find a saved budget:

  • Navigate to Main Menu > Budget > Budget Search
  • Enter the program number in the search field and click 'Search' to see all budgets for the grant.
  • Click the applicable button to open the STGMS budget form. Saved budgets will also appear.

Editing Budgets

Before we walk through details about the STGMS budget form, we want to share a few features that may help save you time. Read more about these tips below.

 

Use Another Budget As Template

Use Another Budget As Template will pre-fill a budget with data from a different budget.

Click the 'Use Another Budget As Template' button at the top of the STGMS budget form. This will open a pop-up window where you can search for existing budgets and select the one you want to use. The page will refresh with the data from the existing budget.

Salary/Fringe Rates

The Salary/Fringe Rates table is used to store a list of monthly salary and fringe for common positions (e.g. graduate student, senior faculty), by fiscal year. Users with the appropriate privilege can add these rates to the STGMS budget form by clicking 'Add from Salary/Fringe Table'.

To create a new salary/fringe rate click 'Add Row' and complete the fields.

Load Rates

The Load Rates table is used to set IDC/G&A/F&A and overhead rates for associated fiscal years. Users with the appropriate privilege can add these rates to the STGMS budget form by clicking 'Add from Load Rate Table'.

To create a new rate click 'Add Row' and complete the fields.

 

 

Costs are entered in the STGMS budget form, organized into accordion ribbons by cost-category.  Expand the sections below to learn more information about each cost-category.

STGMS Budget Form

 

Submitting Budgets

Give your budget one final review. If necessary, use the 'View/Print Budget' button at the bottom of your screen to save the budget as a PDF. When you're ready, scroll to the bottom of the budget editor form to either 'Save & Notify' or 'Submit' the budget. Typically, Investigators are only able to 'Save & Notify', which will forward your budget to individuals at your institution who have the privilege to submit budget(s) on your behalf. 

If you have the privilege to submit a budget, you will receive a pop-up dialog box to certify acceptance and compliance with certifications, assurances, and representations. The submitter must check all three boxes before the submit button is available to click, at which time a password is required. A notification is issued once the budget has been submitted. If the budget is for a Program Admin PI, the budget is automatically PI approved. If the budget is for a Co-I, the Program Admin PI will be notified to approve your budget.

Learn more about the different budget statuses, the budget review process or the notification of approved program funding, in the STScI Budget Proposer Guide.

Reporting Requirements

The reporting requirements can be found in the grant award document and the Grant Information screen in STGMS. Reports can be submitted under the ‘Report/Request List’ or using the buttons on the Grant Information screen. For more specific information about reporting requirements reference the STScI General Grant Provisions.

Interim Reporting Requirements

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Interim Financial Report

Summary of financial activities. Must be submitted in accordance with the reporting schedule.

To submit an interim financial report, navigate to Main Menu > Financial Report > Interim Financial Report. Click the ‘New Monthly Financial Report’ button. Enter the Reporting End Date and a list of eligible grants will appear. Select one or more grants by checking the applicable check box. Click ‘Select Grants’ at the bottom of the screen. You may remove a specific grant from the financial report by clicking on the row number for the grant and selecting ‘Exclude’. Confirm your choice by clicking ‘OK’. 

Once the report is complete use the buttons at the bottom of the screen to: 

  • Save 

  • Save & Notify: Saves the report and STGMS automatically notifies the Certifying Official or Authorizing Official by email that the report has been prepared and it is ready to be reviewed/submitted 

  • Save & Submit: Saves the report and submits the report directly to STScI for approval 

  • Reset: Removes all entries from the cumulative expenditure column and resets the balance to zero

  • Summary: Generates a preview copy of the invoice

  • Delete  

If a grant does not appear in the list of eligible grants, click the ‘Excluded Grants’ tab to see why it is not eligible. There are two reasons a grant could be excluded: 

  1. A saved report already exists. To prevent the submission of duplicate reports, STGMS will not allow grants to appear on multiple interim financial reports. If there is a saved report it should be submitted, edited or deleted. If the grant is on a report that is already in process, allow time for the report to process before submitting a new report. 

  2. The reporting end date is incorrect. Check the reporting requirements schedule to verify the due date. 

Phoenix Galaxy Cluster

Interim Performance Report

Brief description of the primary objectives and scope of the project, findings of the investigator, and publications, if any.

Interim performance reports are required to monitor the progress of the grant. The Grant Admin PI, or designated STGMS user, is required to submit performance reports via STGMS in accordance with the schedule in the Grant Award Document. Subsequent performance reports must include updates to the project, and may not be identical to any previously approved performance report. If no progress was made since the last report, that information should be included.

To submit an interim performance report, navigate to Main Menu > Grant > Report/Request List. Use the search parameters to find the grant. Click 'Create new Interim Performance Report’. Users are prompted to input the associated reporting period, a brief description of the project and findings, as well as any publications. The user should either ‘Save & Notify’ or ‘Submit’, depending on their privileges.

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Refund Financial Report

Required report for processing a refund for payments received in excess of incurred costs.

A refund financial report is required to process a refund during the period of performance. Submission of the refund financial report satisfies the reporting requirement for the report period.

To submit a refund financial report, navigate to Main Menu > Financial Report > Refund Financial Report. Use the search parameters to find the grant. Click the ‘New Refund Financial Report’ button. Enter the Reporting End Date and Invoice Number, if applicable. Enter the total cumulative expenditures for the grant to automatically calculate the total refund amount.

Once a recipient submits the refund financial report, an electronic payment for the total refund amount should be sent within two weeks. If unable to issue electronic payment, a check payable to Space Telescope Science Institute must be mailed to:

Space Telescope Science Institute
ATTN: Grants Administration Office 
3700 San Martin Drive 
Baltimore, MD 21218 

 

Final Reporting Requirements

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Final Financial Report

Summary of final costs.

The Certifying Official (CO), Authorizing Official (AO), or designated STGMS user is required to submit the final financial report in accordance with the schedule provided in the Grant Award Document or Amendment Document. Final financial reports must be submitted within ninety (90) days of the end of the grant period. 

To submit a final financial report, navigate to Menu > Financial Report > Final Financial Report. Use the search parameters to find the grant. Click the ‘New Final Financial Report’ button. Enter the Reporting End Date and Invoice Number, if applicable. Enter the total cumulative expenditures for the grant to automatically calculate the total final payment or refund. The user should either ‘Save & Notify’ or ‘Submit’, depending on their privileges.

If the final financial report includes a refund due to STScI, an electronic payment for the total refund amount should be sent within two weeks. If unable to issue electronic payment, a check payable to Space Telescope Science Institute must be mailed to:

Space Telescope Science Institute
ATTN: Grants Administration Office 
3700 San Martin Drive 
Baltimore, MD 21218 

Gamma Ray Bursts

Final Performance Reports

Brief comparison of actual accomplishments, findings and publications, if any.

Final report that is due within 90 days of the grant end date. Include a brief comparison of actual accomplishments with the goals and objectives for the period of performance, the findings of the investigator, and publications, if any.

To submit a final performance report, navigate to Main Menu > Grant > Report/Request List. Use the search parameters to find the grant. Click 'Create new Final Performance Report’. Users are prompted to input the associated reporting period, a brief description of the project and findings, as well as any publications. The user should either ‘Save & Notify’ or ‘Submit’, depending on their privileges.

Cartwheel Galaxy

New Technology Report

Description of any new technology that was developed as a result of the grant.

To submit a New Technology Report, navigate to Main Menu > Grant > Report/Request List. Use the search parameters to find the grant. Click 'Create new New Technology Report'. Select the 'Yes' radio button to report any new technology that was developed as a result of the grant. If the report is negative, no additional information is required. The user should either ‘Save & Notify’ or ‘Submit’, depending on their privileges.

Login to NASA's New Technology Reporting System to notify NASA of new technology resulting from STScI grants. Submit NASA Form 1679 (NF 1679) – Disclosure of Invention and New Technology (Including Software).

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Final Equipment Report

Record of any equipment purchased with grant funding.

To submit a final equipment report, navigate to Main Menu > Grant > Report/Request List. Use the search parameters to find the grant. Click 'Create new Final Equipment Report'. Select the 'Yes' radio button to report any equipment purchased with grant funds. Add an equipment record for each item and complete the required fields. If the report is negative, no additional information is required. The user should either ‘Save & Notify’ or ‘Submit’, depending on their privileges.

Reference the General Grant Provisions for guidance on disposition or transfer of equipment.

 

 

Submitting Grant Requests

Recipients have the ability to make requests for circumstances that arise during the course of the project. Read more about different request types below:

No Cost Extension Requests

This form is used to request a no cost extension if the PI did not complete the objectives of the proposed project within the grant period of performance. A request for a no cost time extension (not to exceed 12 months) must be submitted at least 30 days prior to the end date of the grant but no greater than 90 days before the end of the grant. 

♦ Only one no cost extension will be granted. No further requests will be accepted ♦

To submit a no cost extension request, navigate to Main Menu > Grant > Report/Request List. Use the search parameters to find the grant. Select "Create new No Cost Extension Request" and complete the required fields. Once the request is ready, select either ‘Save and Notify’ or ‘Submit’, depending on your privileges. 

Transfer Requests

There are several instances in which a transfer of grant funds may be required. A PI may choose to transfer all or a portion of grant funding. If a PI is no longer eligible or able to complete the project, they may choose to transfer funding to a named Co-I on the program. If the PI intends to transfer funding to a person who is not on the program, they must first request that the person is added as a Co-I to the program. Even if the Co-I is at the same institution, the grant will still have to be formally transferred.  

Generally, the transfer process looks like this: 

  1. Notify STScI Grants Administration of intent to transfer by submitting a transfer request in STGMS

  2. Update MyST profile with new institution and contact information. 

  3. Submit applicable final reports.

  4. Receive new grant number from Grants Administration.

  5. Submit budget in STGMS through the new grant number. 

The transfer process is unique to each situation. You will receive specific transfer instructions from Grants Administration once your transfer request is submitted.

To submit a transfer request, navigate to Main Menu > Grant > Report/Request List. Use the search parameters to find the grant. Select "Create new Transfer Request" and complete the required fields. Once the request is ready, select either ‘Save and Notify’ or ‘Submit’, depending on your privileges.  

Equipment Requests

The equipment request is used to seek approval for the purchase of equipment not specified in the approved budget.

To submit an equipment request, navigate to Main Menu > Grant > Report/Request List. Use the search parameters to find the grant. Select "Create new Equipment Request" and complete the required fields. If you are requesting approval for more than one piece of equipment, click 'Add Equipment Record' to add another item. Once the request is ready, select either ‘Save and Notify’ or ‘Submit’, depending on your privileges. 

Special Requests

A special request may be submitted to STScI Grants Administration, at any time during the life of the program and for any purpose not covered by other requests discussed above. To submit a special request, navigate to Main Menu > Grant > Report/Request List. Use the search parameters to find the grant. Select "Create new Special Request" and complete the required fields. Once the request is ready, select either ‘Save and Notify’ or ‘Submit’, depending on your privileges.

Here are some examples of common special requests:

Type Description

Early release of incremental funding

If work on the project is progressing such that the obligated funding is insufficient, the recipient may submit a special request for the early release of incremental funding. The request must include a spend plan.

Changes to the scope 

Must always be approved by STScI Grants Administration. 

Budget revisions 

Rebudgeting funds between cost categories may require prior approval. Reference the General Grant Provisions for specific guidance. 

Personnel changes 

If you anticipate changes to key grant personnel (including PI disengagement), or institutional staff (e.g. AO, CO), submit a special request to notify STScI Grants Administration of the upcoming changes. Prior approval may be required.

PI Program Management

The PI Program Management page is where Program Admin PIs can approve Co-I budgets and set budget thresholds. Programmatic information and funding details are displayed at the top of the screen. The page is then divided into three sections:

Narrative Instruments

Displays the information entered by the Program Admin PI during budget submission. Click ‘Edit’ to update narrative instruments.

Program Funding

Lists approved program funding, the total of all budget requests, and any remaining unbudgeted funding, by cycle.

Grants

Budgets submitted by eligible Co-Is can be approved or denied by the Program Admin PI or designated administrative personnel.

 

PI Program Management screen

Running Reports & Retrieving Documents

Report List

STGMS provides several helpful reports to gather information about open, active and closed grants, budget statuses and proposal information. Investigators will only be able to see information about their own grants. Administrators will be able to gather information for all grants at their institution.

STGMS Reports:

  1. Budget Status Report - Returns the status of budgets, usually for a particular cycle.
  2. Grant Overdue Report - Returns a list of all grants that have overdue reports.
  3. Grant Report - Returns a list of all grants and relevant funding information.
  4. Grant Report Due Dates - Returns the reporting requirements for all grants.
  5. Grants Ending Within Three Month Report - Returns a list of grants ending within the next 90 days.
  6. Proposal Report - Returns a list of all proposals and the date of First Observations.
  7. Grant Payment Report (*Only available to administrators) - Returns a list of all grant payments.

If the report is very long, it may be queued and sent via email.

Document Retrieval

Use this function to search for and retrieve copies of documents pertaining to grants. Use the search filters to return a list of documents. You may open the individual documents from the list or you can have a zip file emailed directly to you by clicking 'Create Zip File'.

Closeouts

Recipients must submit, within ninety (90) days of the end of the grant period, a final financial report, a final performance report, a final equipment report, and a final new technology report via STGMS. Negative reports are required. Reference the Reporting Requirements section above for detailed instructions on submitting reports in STGMS.  

STScI will close the grant when all applicable administrative actions and all required work of the project have been completed by the recipient. However, STScI MUST complete all closeout actions no later than one year after the end date of the grant (2 CFR 200.344) even if the recipient has not submitted all of the required final reports.  The updated UG requirements (Nov. 2020) require GRA to close the grant without receipt of all required reports and to report the recipient's non-compliance to the HST-P Contracting Officer for entry into FAPIIS.

Additional Resources

You may find the following resources helpful while using STGMS. Still have questions? Reach out to STScI Grants Administration at (410) 338-4200 or gms_mail@stsci.edu.

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For general questions and information, please contact us at
gms_mail@stsci.edu or 410-338-4200.
 

Institutions may set up electronic payments by emailing accountspayable@stsci.edu.