Application and Grant Management Tools
CalRecycle offers an online platform, Grant Management System (GMS), to apply for grants and submit payment requests or required reports.
WebPass
First create a WebPass account to access GMS.
- WebPass accounts are for individuals, not organizations, and tied to your specific email address.
- You will need to create a new WebPass account to access GMS if:
- If you change your email address
- It becomes inactive
- Individuals must have their own passwords. Do not share passwords within your organization.
Grant Management System (GMS)
GMS only provides access to grant information.
Payment program information is contained in a separate system.
In GMS you can:
- Search for grant applications you can submit online.
- Save an application and sign out, then easily access it when you sign back in.
- Complete and submit your grant application with the help of:
- Instructions
- Resource tools.
For help, email grantassistance@calrecycle.ca.gov.
Instructional Videos
- How to Submit a Payment Request YouTube (00:06:42) | Transcript
- How to Submit a Report YouTube (00:03:39) | Transcript
- How to Update Contacts YouTube (00:04:13) | Transcript
- How to Upload Grant Management Documents YouTube (00:03:35) | Transcript
Resolution and Letter Examples
Use these easy-to-use templates to create your grant and payment program Authorization Documents.
Forms
General Grant Forms
- General Checklist of Business Permits, Licenses, and Filings, CalRecycle 669 (Rev. 11/18)
- Grant Payment Request, CalRecycle 87 (Rev. 7/21)
- Payee Data Record, STD. 204
- Personnel Expenditure Summary, CalRecycle 165 (Rev. 2/10)
- Reliable Contractor Declaration*, CalRecycle 168 (Rev. 4/24)
- Travel Expense Log Form (Includes a sample completed form), CalRecycle 246 (Rev. 2/24)
Farm and Ranch Cleanup
- Budget Form CalRecycle 789 (Rev. 7/20)
- Site Characterization Form CalRecycle 790 (Rev. 7/20)
- Work Plan Form CalRecycle 791 (Rev. 7/20)
- Expenditure Itemization Summary, CalRecycle 224 (Rev. 8/19)
- Farm and Ranch Solid Waste Cleanup and Abatement Grant Program Final Payment Request Checklist and Final Report Form, CalRecycle 750 (Rev. 6/19)
- Farm and Ranch Solid Waste Cleanup and Abatement Grant Program Payment Request Checklist & Progress Report Form, CalRecycle 749 (Rev. 6/19)
- Grant Report, CalRecycle 248 (Rev. 9/19)
- Farm and Ranch Grant Program Property Access Authorization and Non-Responsibility Affidavit, CalRecycle 889 (Rev. 6/20)
Food Waste Prevention and Rescue Grant Program
- Personnel Expenditure Summary, CalRecycle 165-GHG (Rev. 03/2023)
- Expenditure Itemization Summary, CalRecycle 777-FW (Rev. 5/19)
- Expenditure Itemization Summary, CalRecycle 777-FW4 (New 6/21)
Household Hazardous Waste
- Expenditure Itemization Summary, CalRecycle 667 (Rev. 1/18)
Local Government Waste Tire Amnesty Grants
- Expenditure Itemization Summary (Tire Amnesty – TA), CalRecycle 755 (Rev. 9/21)
- Payment Request Checklist and Progress Report (Tire Amnesty – TA), CalRecycle 753 (Rev. 8/21)
- Payment Request Checklist and Final Progress Report (Tire Amnesty – TA), CalRecycle 754 (Rev. 8/21)
Local Government Waste Tire Cleanup Grants
- Expenditure Itemization Summary (Tire Cleanup – TCU), CalRecycle 745 (Rev. 2/21)
- Payment Request Checklist and Progress Report (Tire Cleanup – TCU), CalRecycle 768 (Rev. 9/21)
- Payment Request Checklist and Final Report (Tire Cleanup – TCU), CalRecycle 759 (Rev. 9/21)
- Property Access Authorization and Non-Responsibility Affidavit for Private Property (Tire Cleanup – TCU), CalRecycle 741 (Rev. 2/21)
Local Government Waste Tire Enforcement Grants
- CalRecycle Waste Tire Surveillance/Field Patrolling , CalRecycle 229 (Rev. 2/20)
- TEA Personnel Expenditure Summary, CalRecycle 767 (Rev. 2/20)
Organics Grant Program
- Personnel Expenditure Summary, CalRecycle 165-GHG (Rev. 03/2023)
- Expenditure Itemization Summary, CalRecycle 777 (Revised 4/23)
- Feedstock Certification, CalRecycle 778-GHG (Revised 2/23)
Recycled Fiber, Plastic, and Glass Grant Program
- Personnel Expenditure Summary, CalRecycle 165-GHG (Rev. 03/2023)
- Expenditure Itemization Summary, CalRecycle 777 (Revised 4/23)
- Feedstock Certification, CalRecycle 778-FPG-1 (Revised 4/19)
(Use this form for FPG1 and FPG2 grants) - Feedstock Certification, CalRecycle 778-FPG (New 10/21)
(Use this form for FPG3 and later grants)
Reuse Grant Program
- Personnel Expenditure Summary, CalRecycle 165-GHG (Rev. 03/2023)
- Expenditure Itemization Summary, CalRecycle 777-GRU (New 6/21)
Rubberized Pavement Grant Program
- Rubberized Pavement Certification, CalRecycle 739-TRP (Rev. 8/13)
- Rubberized Pavement Payment Calculation Summary–Tier 1, CalRecycle 748-1 (10/16)
(Use this form for all TRP7 (and later) grants approved for Tier 1 rates) - Rubberized Pavement Payment Calculation Summary–Tier 2, CalRecycle 748-2 (10/16)
(Use this form for all TRP7 (and later) grants approved for Tier 2 rates) - Rubberized Pavement Payment Calculation Summary–Full Differential Cost, CalRecycle 748-Full (10/16)
(Use this form for all TRP7 (and later) grants approved for full differential cost)
Tire-Derived Aggregate Grants
- Tire Derived Aggregate (TDA) Certification, CalRecycle 740-TDA (Rev. 8/13)
- Expenditure Itemization Summary, CalRecycle 861-EIS-TDA (New 10/16)
Tire Incentive Program
- Tire Incentive Program Certification, CalRecycle 774 (Rev. 8/17)
(Use this form for all TIP4 and later grants)
Tire-Derived Product Grants
Tire-Derived Product (TDP) Certification, CalRecycle 227 (Rev. 7/23)
Used Oil Recycling
- Collection Center Basics to Customize Handout, (New 6/15)
- Certified Center Site Visit Checklist* (Manual), CalRecycle 664 (Rev. 5/15)
- Certified Center Auto-Fill Site Visit Checklist (System Generated)*
- Expenditure Itemization Summary, CalRecycle 667 (Rev. 2/15)
* Forms required for Used Oil Payment Program (OPP) reporting.
Grant Scoring Criteria and Writing Tips
1. Need and Justification
Identify the Problem or Need
- Why is the project needed–locally, regionally, statewide?
- Cleanup of environmental hazard
- Decrease risk to public health and safety
- Conservation of natural resources
- What factors contribute to the problem? What are the health and safety threats or environmental concerns?
- Justify the need with data. Don’t assume the data is common knowledge.
- Explain any unique opportunity.
State the Proposed Project, Program, or Service Type
- What are the current unmet needs/gaps in services? What are the inadequacies of the current program?
- What is the demand for services? Don’t confuse demand with need.
Benefits of Project, Program, or Service
- How will California or your community benefit?
- Are there any groups to be targeted or who might especially benefit (e.g., limited or non-English speaking)?
- What would happen (or not happen) if you didn’t get this grant?
Benefits of Your Organization
- Why do you need the grant? How will it benefit your organization?
- Provide examples of current or previous related experience (grant-funded or not) that supports the project and justifies the approach.
- Explain any unique opportunity.
2. Goals and Objectives
What do you hope to accomplish?
- State your goal as an outcome or result.
- Make sure it relates to the problem you’ve described or the need you have identified.
- Write specific, measurable objectives.
- “Increase public awareness of…”
- “50 percent of participants will adopt new guidelines for…”
- Can the objectives be met within the grant term?
3. Work Plan (Methodology)
- What are the major activities/tasks?
- Who will do them?
- What is the timeframe for accomplishing them?
- Who needs to be involved (cooperate) for project success?
- How much/what will be delivered or produced?
- Why is this the best approach?
- What is the plan for sustaining the project after the grant period (if applicable)?
Project Specifics
| Tasks | Staff | Timeframe | Units of Service/ Deliverables |
|---|---|---|---|
| 1. | |||
| 2. | |||
| 3. |
4. Evaluation
What are the success indicators? How you will measure progress.
- Describe:
- Process with units of service
- “Six training workshops will be delivered in the rural portions of the county.”
- “A technical manual for implementing a waste reduction program will be produced.”
- Outcome specifics
- Change in number of workplace injuries (fewer incidents).
- Change in customer satisfaction (fewer complaints).
- Process with units of service
- Identify the data to be collected and the method for collecting it.
- Method examples:
- Surveys
- Questionnaires
- Observations
- Focus groups
- Method examples:
- Identify which position(s) will collect data, measure progress, and report.
- How will you apply evaluation findings to program modification/improvement?
- Don’t forget to include the cost of evaluation when developing the budget.
5. Budget
List which resources are needed to manage the program. List your organization’s other resources that could support the program.
- When developing a budget, think about things such as:
- Will there be extra costs associated with recruiting new staff?
- Will outside consultants be required?
- Are fees and rates expected to increase significantly during the grant period?
- Will you need any program incentives to encourage participation?
- Prepare your budget on any required forms. Use CalRecycle budget categories.
- Show the total cost and the amount requested from the funder.
- Attach estimates, if any. Check math in all calculations.
- Identify any discounts or cost savings:
- Recycling options
- In-kind services
- Volunteer labor
- Per-unit efficiencies (e.g., reduced cost per tire).
- Closely match the scope of work and the budget request.
6. Application Completeness
Review and Complete Before Submission
- Include any required attachments:
- Letters of commitment or Memo of Uderstanding (MOU)
- General Checklist of Business Permits, Licenses, and Filings (CalRecycle Form 669)
- Resumes of key project personnel and any contractors
- Certification forms
- Checklist forms
- Number pages sequentially.
- Ensure all pages have been included and copied and the required copies have been provided.
- Check the mailing address or acceptable method of delivery.
7. Evidence of Recycled-Content Purchasing Policy or Directive
- Describe the recycle-content purchasing policy that’s in place.
- Document appropriate practices.
- Briefly explain how you will evaluate and modify any applicable policies.
- More information on CalRecycle’s recycled content (green procurement) criteria.
Things to Think About
- Different factors play a part in funders’ decisions, no matter how well-written your proposal is.
- There are basic elements but no “model” proposal for patterning.
- Organizing and communicating is more important than form.
- Planning is key–a grant proposal is the written version of your planning process.
Working with a Grant Writer
When to use:
- You don’t have in-house expertise.
- No one has dedicated time.
- A particular person has a unique insight into what is required.
Issues to consider when selecting and using:
- Number and type of proposals
- Reputation
- Experience with/as a funder
- Ask for a sample proposal they’ve written
- Ask about their success rate
- Ask if they’re also writing for other applicants (you may or may not care)
- Don’t make price the selection criterion
- Always check the writer’s work
Miscellaneous Information
- A Proposal Writing Short Course (Foundation Center)
A basic overview of how to write a grant proposal. It summarizes the components required in any proposal.
Related Links
CalRecycle
- Resolution and Letter Examples
Guidance to submit a resolution or letter for a grant or payment program application. - Environmentally Preferable Purchasing and Practices (EPPP) Policy Frequently Asked Questions
- Unreliable Contractor List
List of entities prohibited from CalRecycle subcontracting, loans, or grant awards. - Common Financial Resource Management Acronyms
- Recycling Market Development Zone Loans and Assistance (RMDZ)
CalRecycle’s RMDZ program supports markets for recycled, non-hazardous materials. - Labor Code (SB7, Steinberg. Public Works: charter cities)Senate Bill 7 enacted Labor Code section 1782. On January 1, 2015, this law will prohibit charter cities from receiving state funds or financial assistance for construction projects if those cities do not comply with sections 1770-1782 of the Labor Code.
Federal Grants
- U.S. Environmental Protection Agency
- Federal Register (FR) Environmental Subset
Includes a daily table of contents on environmental issues. - Federal Register Online via GPO Access
Contains final rules and regulations, proposed rules, and notices. - NICE3
The U.S. Department of Energy sponsors a grant program that provides funding to state/industry partnerships for projects that develop and demonstrate advances in energy efficiency and clean production technologies. - Federally-Funded Research in the U.S.
Federally Funded Research and Development Centers conduct research for the United States Government. They are administered in accordance with U.S. Code of Federal Regulations. Title 48, Part 35.017 by universities and corporations. - U.S. EPA Environmental Justice Grants
- U.S. EPA’s Small Business Innovation Research (SBIR) Contracts
Financial support to help small science and technology-based firms develop new environmental technologies and ready them for commercialization. The program targets research to prevent pollution, reduce water and air pollution, manage solid and hazardous wastes, and improve environmental monitoring.
For more information contact: Financial Assistance, grants@calrecycle.ca.gov