2010 PTFP Grantee Orientation
Unlocking the Mysteries of
PORTS and ASAP
Answers to the following questions
• Who handles what on the Federal side?
• Where to find information about required
• How to use the PTFP Online Reporting and
Tracking System- PORTS?
• How to use the Automated Standard
Application for Payments- ASAP?
• What are your questions?
Two Agencies Administer PTFP Grants
• PTFP - Public • NIST - National
Telecommunications Institute of Standards
Facilities Program & Technology
• (Program Office) • (Grants Office)
• PTFP Program Officer • NIST Specialist handles
guides application ASAP, financial aspects
process; handles of grant; reporting,
program-related accessing funds, and
activities, PORTS, close-out.
reporting and close-out
• At any time during this presentation, please
e-mail your questions to the webinar
– At any time while completing your project:
• Questions for NIST and the ASAP should be directed to
your Grant Specialist listed in your award documents,
item #4, with contact information. See www.asap.gov
• Questions for PTFP and PORTS should be directed to
your Federal Program Officer listed in your award
documents, item #5, with contact information. See
Automated Standard Application for
Payments - ASAP
• Information about ASAP is included with the
• This is the system for electronic payment of
• Register by October 15 so that payment
requests can be handled easily and quickly.
• Recipients should be aware that all ASAP
Recipient IDs are created by the EIN/DUNS
combination that is listed on their application.
• You do not need to re-enroll if your
organization is currently in the ASAP system
and the EIN and DUNS numbers have not
• To keep your ASAP account active you must
check in every 60 days.
• To enroll, see Special Award Condition #14 for
information. Provide your Grants Specialist
with the following:
– Your point of contact person;
– His or her e-mail address;
– EIN and DUNS Numbers; and then
• Your Grants Specialist will begin the on-line
enrollment for you.
• When enrolling , you should list a Point of
Contact who is available to complete the
• Avoid listing people who are too busy or
unavailable, the enrollment process requires
several steps to be taken by the recipient
which takes some time.
• Recipient should make sure that the DUNS
provided on their application indicates the
same city that is listed on their application. To
find out which city is listed for a specific
DUNS, recipient can log in to www.ccr.gov and
run a search. NIST requires that ASAP, CCR
and Recipient’s Application/Award
Documentation list the same city.
• RECIPIENT/REQUESTOR IDs will always be the
same ID in all NIST financial records.
Recipients cannot use a different REQUESTOR
ID –this is important to note, especially for
some stations that are run or associated with
a University. In the past “centralized business”
offices at the Universities were allowed to act
as the Requestor only; this is no longer the
case for new awards.
• If RECIPIENT has a valid/active ASAP Recipient
ID that they are using for a new award, it is
important to make sure that the ID is in fact
linked to the appropriate ALC/REGION in
www.asap.gov - NTIA is Region 1306000102.
If not, NIST can set that up. Then the
Recipient’s Financial Official must log in to
ASAP and link their ALC/REGION.
• NIST WILL WITHHOLD PAYMENTS AND
APPROVAL OF ANY REQUESTS IF YOU ARE OUT
OF COMPLIANCE OR DELINQUENT ON ANY
• Financial Reports, SF-425 – Copy to PTFP
• Quarterly Performance Reports
• Special Award Conditions
Where to Find Forms
• All Federal forms for grant administration are
available through the Office of Management
and Budget website. This is the direct link:
• The forms are listed by number.
• Construction Schedule: Due October 31
– Your first assignment is to prepare a Construction
Schedule and submit it through the PTFP Online
Reporting System – PORTS
– You will find that the milestones for many of the
reporting requirements are already listed on the
– What should be on a Construction Schedule?
Detailed Instructions for Reports
are found at the PTFP Website
• Go to www.ntia.doc.gov/ptfp
• Click on
• Submit reports and requests through PORTS
• Go to www.ntia.doc.gov/ptfp/ports
• PORTS can be accessed through the PTFP
Main Page and vice versa
• Click on “How to Use PORTS” for online
• Use PORTS to Submit Reports
– Construction Schedules
– Quarterly Performance Reports
– Equipment List Amendment Requests
– Special Award Conditions & Extension Requests
– Project Extension Requests
– Close-out Extension Requests
– Exception: Planning Close-outs must be submitted on
• To finalize and submit reports
– Fill in the appropriate blanks
– Click on continue button at the bottom of the
– You will then be asked to confirm your submission
– “Click to Confirm the Report”
– The message appears:
Report has been sent for [grant number]
Quarterly Performance Reports
• Quarterly Reports are due 30 days after the
end of the quarter—the first one for this grant
is due January 30, 2011.
• E-mail reminders are sent out to the PORTS
contact early in the month that they are due.
PORTS Tip #1
• Passwords expire every 90 days. If you
request a link to change your password, you
must use it within a few hours; otherwise the
• A request to change your password was
received from IP Address: 184.108.40.206
• on 05-Oct-09 at 11:02 AM.
• Please use the link below to change your
PORTS TIP #2
• You may either write your narrative report
directly in PORTS, or you can write the report
in Word and attach it to your PORTS filing;
and remember to “Click to Confirm the
PORTS TIP #3
Keep It Simple
– Unless the Construction Schedule has been
revised, check the box “Use my most recently
submitted Construction Schedule.”
– If no equipment has been purchased during the
quarter, check the box “Use my most recently
submitted Equipment List.”
PORTS TIP #4
• Ignore any warnings about a lack of a Security
Certificate that appear when you go to PORTS.
The Federal Government does not subscribe
to the security services.
• Be assured that the PORTS and PTFP websites
• Click through the warning and continue to
prepare your PORTS reports.
PORTS Grantee Contact
• Make sure that the person filing the reports is the
official contact in PORTS.
• The PORTS official contact is not necessarily the
Authorizing Official. The best person is closely
involved with the project.
• There may be only one PORTS contact per
• The PORTS contact receives convenient e-mail
reminders about reporting deadlines.
• This task can be delegated using the PORTS
Keep in Touch with
Your Program Officer
• Before you submit in PORTS an equipment list
amendment , extension request, or close-out.
PTFP Program Officers
Lynn Chadwick: AZ, CO, GU, HI, ID, MT, NM, NV, UT, & WY
Larry Dyer: AK, CA, IL, IA, KS, MN, MO, NE, ND, OK, SD & WI
Brian Gibbons: AL, AR, FL, GA, LA, MS, NC, SC, TN, TX, & WA
Walter Sheppard: CT, DE, DC, IN, KY, ME, MD, MI, NH, NJ, NY,
OH, OR, PA, RI, VT, VA, & WV