The Agency Name is the legal name of the agency. It is critical that the record reflect the entity’s legal name as given in the State’s corporations and/or business licensing data base as well as in the State’s accounting system if the agency already has a pay vendor number (PVN).

1. Click within the Agency Name field.
2. Type the name of the Agency.

DBA, or doing business as, indicates business is conducted under a name other than that of a registered business entity such as a corporation, partnership, sole proprietorship, or limited liability corporation.

• Regulation 12 AAC 020(G) requires that a business operate and advertise under the name appearing on its business license.
• An agency record indicating a DBA must have a business license for the agency name under which application is made as well as a business license in the name by which it does business.

1. Click within the Doing Business As field.
2. Type the name the Agency is conducting business as.

A pay vendor number (PVN), is a unique identifier assigned by the Department of Administration Division of Finance.

• Every PVN is eight characters and consists of three letters followed by five numeric digits (for example, AAA00001).
• Every agency, provider, and individual receiving state funds has a PVN or must submit the State of Alaska’s Substitute Form W9 to obtain one.

1. Click within the Pay Vendor Number field.
2. Type the vendor number for the Agency.

An EIN, Employer Identification Number, is a federally assigned nine-digit number used to identify a business for the purpose of tax filing and reporting.

• An EIN is also known as a Federal Tax Identification Number, as a Tax Identification Number (TIN), or Tax ID.
• The number is assigned to corporations, sole proprietors, partnerships, and other business entities.
• The EIN must correspond with that on the agency’s PVN (pay vendor number) as recorded in the State’s accounting system.

1. Click within the EIN field.
2. Type the identification number for the Agency.

A DUNS Number is a nine-digit Data Universal Numbering System (DUNS) Number that verifies the existence of a business.

• These unique numbers, provided by Dun & Bradstreet, are site specific, identifying the location of a company’s facilities.
• The DUNS Number is also specific to company divisions or branches.
• The HQ DUNS Number is the number assigned to the headquarters or office location that oversees the others.

1. Click within the HQ DUNS Number field.
2. Type the DUNS Number for the Agency.

In the agency record, this field records the URL (Uniform Resource Locator) or Web address for the agency homepage if the agency has a Web presence.

1. Click within the Website field.
2. Type the URL (website) for the Agency (i.e. www.alaska.gov).

Agency type records the legal status of the agency.

• Agency type helps to determine eligibility for grants and/or provider agreements.

1. In the Agency record, click the Agency Type drop down.
2. Choose one of the following options:
   • State or Municipal Government Entity - Includes political subdivisions of the state such as cities, boroughs, unified municipalities, and Regional Educational Attendance Areas, or another State agency including the University of Alaska and the Alaska Court System.
   • Non-profit Corporation - A corporation identified as non-profit in the most recent Internal Revenue Service register of tax-exempt corporations, included in the Alaska Department of Commerce, Community and Economic Development’s Corporations database, or registered as a non-profit under the laws of another state. This includes documented non-profit subsidiaries of non-profit corporations, religious corporations under AS 10.40, and non-profit consortia as defined in 7 AAC 78.950(8).
   • Federally recognized tribe An Alaska Native tribal entity (either tribe or village) recognized as a sovereign entity by the Federal Department of the Interior, Bureau of Indian Affairs. A consortium of Alaska Native entities in which each member tribe has waived its sovereign immunity to the consortium corporation is also recorded as a federally recognized tribe.
   • For-profit agency - Any not organized as a non-profit and may simply be a licensed business.

Important:

• When State or Municipal Government Entity or Non-Profit Corporation are selected a drop down field will appear to the right for the Agency Subtype, select the appropriate Subtype from the drop down list.
• When Federally Recognized Tribe is selected, two yes/no questions appear just below the field regarding the agencies connection with a consortium of tribes. The default answer for each is No.
  • If the tribe is a member of a tribal consortium use the radio button to select Yes and a look-up field will appear to the right. Using the look-up button, select the Tribal Consortium of which the tribe is a member. If the Tribe is indicated as a member of a consortium, the second question disappears. 
  • If the tribe is not a member of a consortium the second yes/no question remains. Again the default selection is No though the record should indicate Yes if the agency record is that of the tribal consortium and not that of an individual tribe. 

On the Agency form, these fields are used to identify the number and expiration date of the business license.

Business License Number

1. Click within the Business License Number field.
2. Type the license number for the Agency.

Business License Expiration Date

1. Click within the Business License Expiration Date field.
2. Type the date into the field (mm/dd/yyyy).

-OR-

1. Click the calendar icon to the right of the field.
2. Select the date from the calendar popup.

When a user registers on the GEMS portal with a new Agency, an email is sent stating that the Agency must now be approved.

1. In the left Navigation Pane, click Workplace.
2. Under Clientsselect Agencies.
3. Locate the new Agency in the list and double-click to open the form.
4. Under the General tab click Yes in the Is Approved field.
5. Click Save and Close in the ribbon.

This field on the Agency form is used to designate if the Agency is to be used for Evaluations.

1. Click the Yes or No options to the right of the Evaluation Agency field .

In an agency record, this field records the agency’s chief executive officer.

1. Click look-up icon to the right of the field. A pop-up box will show all agency contacts.
2. Click the check box to the left of the individual serving as head of agency.
3. Click OK in the lower right corner of the pop up. The pop up will close.
4. Click Save.

Internal Only

1. If the head of agency is not listed in the agency contacts records, Click New in the lower left corner of the lookup window to open a new contact record.
2. For Help in completing the record, see the Contacts Help Page.

In an agency record, this field identifies the head of financial operations for the agency.

1. Click look-up icon to the right of the field. A pop-up box will show all agency contacts.
2. Click the check box to the left of the individual serving as the agencies head of financial operations.
3. Click OK in the lower right corner of the pop up. The pop up will close.
4. Click Save.

Internal Only

1. If the head of financial operations is not listed in the agency contacts records, Click New in the lower left corner of the lookup window to open a new contact record.
2. For Help in completing the record, see the Contacts Help Page.

In an agency record, this field records the agency’s go-to contact for agency-specific matters rather than agreement-specific matters.

1. Click look-up icon to the right of the field. A pop-up box will show all agency contacts.
2. Click the check box to the left of the individual serving as the agencies primary contact.
3. Click OK in the lower right corner of the pop up.
4. Click Save.

Internal Only

1. If the primary contact is not listed in the agency contacts records, Click New in the lower left corner of the lookup window to open a new contact record.
2. For Help in completing the record, see the Contacts Help Page.

Agency contacts are the individuals identified by the agency as those directly or indirectly supporting grant projects or providing services under a provider agreement.

• Each agency is responsible for maintaining its GEMS contacts.
• Grants administrators may frequently be called upon for entry and/or updates to the contacts records.

1. To add an Agency Contact within GEMS, click within the grid and select Add New Contact from the ribbon.  Complete the New Contact form and Save the record. 
2. To Add an Agency Contact on the GEMS portal, click within the grid and click Create at the top of the grid.  Complete the New Contact form and Save the record. 
3. To modify a record within GEMS or on the GEMS portal, open the record, make the necessary changes and Savethe record. 

On the Agency form this section is used to provide an area to upload a particular set of documents in relation to the Agency. 

• The section consists of two fields:
  • Board Member List
  • Federal Indirect Cost Rate Agreement

1. To add a file reference, click the lookup icon (open folder) to the right of the field.
2. In the lookup window select the file to be associated and click OK.

This section on the Agency form is used to detail the Federal Indirect Cost Rate Agreement.

• There are three fields within section:
  • On Site (%)
  • Off Site (%)
  • Flow Through (%)

1. Click within the field.
2. Type the percentage related to the field.

The Street (1 and 2), City, State, Zip, Primary Phone and Fax which identifies the physical location of an Agency, Contact or User.

• The location of the primary administrative functions is given if an agency has a number of affiliated or satellite locations.
• A post office box is not an acceptable physical address.

1. Click within the field.
2. Type the Street 1, Street 2, City, State/Province or ZIP/Postal Code of the Agency, Contact or User.

Important:

• When adding an agency contact, the physical address will auto-populate the Address field in the contact record.

The Street (1 and 2), City, State and Zip that identifies the location at which the entity receives its mail.

1. Click within the field.
2. Type the Street 1, Street 2, City, State/Province or ZIP/Postal Code of the Agency, Contact or User.

The Facilities grid on the Agency form is used to list the Agencies physical locations.

Add New Facility

1. Click Create at the top of the grid.
2. Complete the fields on the form.
3. Click Save and Close.

Edit an existing Facility

1. Double-click the Facility within the grid.
2. Edit the fields on the form.
3. Click Save and Close.

Delete a Facility

1. Highlight the facility.
2. Click Delete.
3. Click Yes or No in the confirmation window.

Important:

You can also search for specific Facilities by clicking within the search field at the top right, typing in the search criteria and clicking Find.

Most entities receiving federal funds already have a DUNS number and may even have several DUNS Numbers.  The State of Alaska, Department of Health and Social Services (DHSS) must use the primary DUNS Number assigned to the entity when reporting FFATA obligations and expenditures.  

• If your organization has multiple DUNS Numbers, the primary DUNS Number will usually be the first number listed.  
• Go to http://www.dnb.com/us/ to request a DUNS Number or to verify the primary DUNS Number for your organization.  
• Obtaining a DUNS Number is free of charge.

Requesting a DUNS Number

1. To verify an existing DUNS Number or to request a new DUNS Number, go to the Dun & Bradstreet website at http://fedgov.dnb.com/webform/displayHomePage.do.  You can also call 1-866-705-5711 to request a DUNS number over the phone.
2. You will need the following information to obtain a DUNS number:
   1. Legal name of organization.
   2. Doing business as (DBA) or other name by which your organization is commonly known or recognized.
   3. Headquarters name and organization address.
   4. Name of Chief Executive Officer (CEO)/organization owner.
   5. Business structure of the organization (corporation, partnership, proprietorship).
   6. Year the organization started.
   7. Primary type of business.
   8. Total number of employees (full and part time).

Please be advised DHSS does not have the technical expertise to assist contractors in applying for a DUNS Number.  All questions regarding the DUNS Number should be directed to Dun & Bradstreet.

Central Contractor Registration

• Both current and potential federal government registrants are required to register in Central Contractor Registration (CCR) in order to be awarded contracts by the federal government. 
• Registrants are required to complete a one-time registration and must update or renew their registrations at least once per year to maintain an active status.  
• To register and get additional information, go to www.ccr.gov.
• The use of DUNS+4 Numbers to identify registrants is limited to identifying different CCR records for the same registrant at the same physical location.  
• The +4 extension to a DUNS number is created by registrants in CCR when there is a need for more than one bank/Electronic Funds Transfer (EFT) account for a location.  
• Go to the CCR User’s Guide for additional information.