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Grants Management Division

Subaward Acceptance Procedure


Effective July 1, 2023, every new subaward/subgrant administered by the Kentucky Justice and Public Safety Cabinet (JPSC) Grants Management Division (GMD) will be executed through a Memorandum of Agreement (MOA) contract document in eMARS, the Commonwealth's official accounting system. Following award notification, a GMD representative will coordinate the submission of required MOA documents with subrecipients.


Submission Requirements


MOA signed by Agency Representative​ or DesigneeAll Contractors
501(c)(3) IRS Determination Letter501(c)(3) Only
Affidavit for Bidders, Offerors, and Contractors501(c)(3) Only


Documents must be scanned and returned to the GMD representative for contract processing. In addition, subrecipients must mail hard copies of signed documents to GMD at the following address:


Justice and Public Safety Cabinet

Grants Management Division

125 Holmes Street

Frankfort, KY 40601-8301


Important Reminders

  • Contract documents must be submitted to GMD by the specified deadline to prevent a delay in project period start date.
  • Documents may only be signed by Agency Representative​ or Designee.
  • Documents must be hand-signed. No electronic signatures will be accepted.
  • Affidavit for Bidders, Offerors, and Contractors must be notarized.
  • No expenses incurred before the finalization of the MOA in eMARS will be eligible for reimbursement.


Related Documents

Webinar: GMD Subaward Contracts: Memorandum of Agreement Process (July 2023)​

Presentation Slides

Sample Affidavit

Sample Memorandum of Agreement​