NYS DHSES · New York State · Nonprofit Security Grant Program (NSGP) awards
Your DHSES NSGP claim packet, written into DHSES's own forms.
An NSGP reimbursement request is the State Aid Voucher, the Fiscal Cost Report and a Detailed Itemization for every category claimed, with invoices and proof of payment behind them. Prove It writes AI-read payroll and coded invoices into all four official blanks for the calendar quarter your month falls in — column A from Budget Builder, B from earlier quarters, C this quarter — with the FCR number counted since contract start. You review every line before anything posts.
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What DHSES checks before it pays
Management & Administration is capped at 5% — on actual costs
M&A may not exceed five percent of the NSGP funds awarded and must rest on actual expenses or known contractual costs; a flat percentage of the award without justification is not allowed.
Equipment must be on the Authorized Equipment List
Only select AEL items are allowable, installation may trigger EHP review, and construction or renovation needs FEMA’s prior written approval.
A reimbursement request is a fixed packet: the signed State Aid Voucher (AC 1171), the Fiscal Cost Report, a Detailed Itemization Form for every budget category claimed, itemized invoices and proof of payment — plus the Consultant Agreement whenever consultant costs are claimed — e-mailed to the DHSES fiscal mailbox with the organization name and contract number in the subject line; electronic or ink signatures only, no photographs of documents (Appendix C, Payment and Reporting Schedule, VER 08/2024; DHSES Quarterly Progress and Fiscal Reporting, 11/2025)
Fiscal Cost Reports are due on calendar quarters — January–March by April 30, April–June by July 30, July–September by October 30, October–December by January 30 — and a $0 FCR is filed for a quarter with no costs; FCR numbers run sequentially including the $0 ones, column A must match the executed budget in E-Grants, column B repeats the previous FCR's column D, and the header of every itemization (grantee, FCR #, DHSES number, contract number) must match the FCR in the same package
Every voucher is due within 30 calendar days after the end of the period claimed; obligations must be incurred before the contract end date, and the final claim on a federally funded contract has 60 calendar days after the end date (90 if state-funded) — the State may withhold up to 15% of the contract as security, disallowed costs may reduce a later voucher, a 15-business-day inspection period precedes payment, and overdue progress reports make a voucher ineligible for prompt payment
Personnel is claimed on Method A (salary × percent of time) or Method B (hourly rate × hours), never both on one row, and personnel may be charged to M&A only when payroll staff work above their normal hours on M&A at their regular rate — DHSES does not reimburse overtime
Equipment rows need a serial number or unique ID for any single item of $10,000 or more, with the date ordered and date received in chronological order and inside the contract period, tied to the invoice in the grant file; consultant rows carry the check or EFT number, a rate matching the Consultant Agreement and dates inside both the contract and the agreement; travel is reimbursed at the lesser of the organization's written policy, OSC guidelines or GSA rates, with no out-of-state travel without prior approval
Management and Administration is capped at five percent (5%) of the NSGP funds awarded, must be based on actual expenses or known contractual costs (requests that are simple percentages of the award without justification are not allowed), and is the only administrative charge the RFA names
Equipment is limited to select Authorized Equipment List (AEL) items; installation may trigger Environmental Planning and Historic Preservation (EHP) review, and construction or renovation needs FEMA's prior written approval, SF-424C/SF-424D, EHP review, and may not exceed the greater of $1 million or 15% of the award
Training is limited to attendance fees, materials, supplies and equipment — overtime, backfill and travel are not allowable; contracted security personnel are allowed but NSGP funds may not buy their equipment
Compliance stack: 2 CFR Part 200 including Subpart D procurement (§§200.317–.327) plus General Municipal Law 5A, an organization-wide Single Audit when $1,000,000 or more in federal funds is expended in a fiscal year, and a 30% MWBE participation goal (15% MBE, 15% WBE)
Maintenance contracts, warranties, repair or replacement costs, upgrades, licenses and user fees are allowable and may run past the period of performance when bought incidental to the original equipment purchase
What Prove It does about it
Payroll
Imports payroll from ADP, Paychex, Gusto, Paylocity, TriNet, QuickBooks and anything else that exports a file. Common layouts are read instantly; anything else, Claude AI finds the names, gross pay and pay date. You confirm every name before anything posts.
Download DHSES Fiscal Cost Report — One calendar quarter on the official blank — approved budget, previous cumulative, this quarter; the form's own D column and totals add up.
Download DHSES Personnel Itemization — Method A (salary × % of time), six people per form.
Download DHSES Fringe Benefits Itemization — Your budget's composite rate applied to each person's salary charged, seven people per form.
Download State Aid Voucher (AC 1171) — The AC 1171 converted from DHSES's .xls, filled with legal name, address and SFS number from the identifiers card, the contract number in the Ref/Inv. line and the amount from FCR line 12C.
Download voucher Excel (voucher number) — Four sheets — Voucher Summary, PSA (monthly), OTPS detail and Certification — laid out by this funder's own categories, from your approved payroll and coded invoices.
All four files are DHSES's official blanks from dhses.ny.gov/grant-reporting-forms. The Fiscal Cost Report covers whichever calendar quarter your selected month falls in — column A from Budget Builder, column B from earlier approved payroll and invoices, column C this quarter; match columns are left at zero and the form's own D column and totals add up. The FCR # counts one report per calendar quarter since the contract start (DHSES numbers the $0 ones too) — change it if you've filed a different number. Personnel uses Method A (salary × % of time); the fringe form applies your budget's composite rate to each person's salary charged. Six people fit on a Personnel form and seven on a Fringe form — download again for more staff. The State Aid Voucher is the AC 1171 converted from DHSES's .xls, filled with your legal name, address and SFS number from the identifiers card, the contract number in the Ref/Inv. line and the amount from FCR line 12C — sign it, then e-mail the whole packet with itemized invoices and proof of payment to the DHSES fiscal mailbox with your organization name and contract number in the subject.
Setup
DHSES claim identifiers
DHSES Number, implementing agency, SFS Vendor ID #, certifying signatory, title, phone and payee address — fills the header and certification block of the Fiscal Cost Report and the itemizations, and the payee block of the State Aid Voucher.
Invoices
Coded invoices flow into the OTPS detail: the month's expenses are auto-included in this voucher, you uncheck an item to hold it for a later voucher, and earlier-dated invoices count as prior claims automatically. Categories follow DHSES's own list — Consultants (contracted security personnel, planning, M&A vendors), Equipment (Authorized Equipment List items only), Supplies, Travel, Rent, Alterations & Renovations (FEMA prior approval), All Other (training, exercises, maintenance, warranties, licenses).
Checker
The free voucher checker is a fixed set of rules, not AI: costs DHSES's manual lists as unallowable, fringe above the 35% review threshold the app uses for DHSES, allocations that don't total 100%, totals that don't reconcile, blank contract, provider or period identifiers — plus DHSES's own recurring errors: Management & Administration is capped at 5% — on actual costs; Equipment must be on the Authorized Equipment List. The file is read in your browser and never uploaded. Check a DHSES voucher.
Ask a CFO
Ask a CFO answers "can I charge this?" from DHSES's current fiscal manual, with the source and date cited. AI guidance grounded in your live platform data, 2 CFR 200, and live lookups of current funder manuals — not legal, tax, or audit advice. Confirm consequential decisions with your funder or auditor.
Backup
Every voucher Excel carries four sheets — Voucher Summary, PSA (monthly), OTPS detail and Certification — so the backup travels with the claim, and the Print / PDF view gives you the same voucher for a signature.
DHSES at a glance
Funder
New York State Division of Homeland Security and Emergency Services — Nonprofit Security Grant Program (NSGP)
Jurisdiction
New York State
Fringe
Not a fringe-driven grant — NSGP pays for equipment, planning, training, exercises, contracted security and construction/renovation; when payroll staff do M&A work above their normal hours, the Fringe Benefits itemization carries the rate from your executed Appendix B budget
Indirect basis
The FY2026 NSGP RFA is silent on indirect cost rates — it caps Management and Administration at five percent (5%) of the NSGP funds awarded, on actual expenses rather than a simple percentage, and requires 2 CFR Part 200 compliance; confirm any indirect charge with DHSES against your contract's Appendix B budget before budgeting a rate
Organization costs and operational overtimeHiring of public safety personnelGeneral-use expendituresOvertime and backfillOrganizational operating expensesReimbursement of pre-award security expensesCameras for license plate readers or facial recognition softwareWeapons or weapons-related trainingKnox boxesEquipment purchased for contracted securityTraining overtime, backfill or travel
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Your next DHSES voucher, built in Prove It — with us on the call
We're taking 10 New York nonprofits into a founding pilot. You get the full platform for 60 days at no charge, and we set it up with you: in one 30-minute working session we load your contracts, your staff and your last payroll file, then rebuild your most recent DHSES voucher in DHSES's own format. If it doesn't match what you filed — or catch something you missed — you've spent half an hour and owe nothing.
Does the app charge an indirect rate on an NSGP claim?
No rate is assumed. The FY2026 NSGP RFA is silent on indirect and caps Management and Administration at 5% of the funds awarded, on actual expenses — the app's DHSES basis says to confirm any indirect charge against your contract's Appendix B before budgeting one.
Which itemizations does the app fill?
Personnel and Fringe Benefits. The other seven Detailed Itemization blanks — consultants, equipment, supplies, travel, rent, alterations, all other — are in the free template library for you to complete from the OTPS detail sheet.
What does the checker flag as unallowable for NSGP?
Organization costs and operational overtime, hiring public safety personnel, general-use expenditures, overtime and backfill, pre-award security expenses, license-plate or facial-recognition cameras, weapons or weapons training, Knox boxes, and equipment bought for contracted security — DHSES's own list.
Does Prove It submit my DHSES voucher for me?
No. Prove It builds the voucher and the backup from your live numbers; a person on your team reviews every line and submits it the way you do today. Nothing is filed automatically, and nothing guarantees acceptance — what you get is the funder's own format, filled from the same payroll and invoices you already have, with the recurring errors flagged before you send it.