New York SFS prequalification: what it is and why to start early

New York State says plainly: "Nonprofit organizations must Prequalify to do business with New York State agencies." Prequalification is done in the Statewide Financial System (SFS).

### It has to be done before you apply "Nonprofits must receive approved prequalification status prior to submitting the grant application and execution of contracts." The State adds that proposals from nonprofits not prequalified by the application due date "will not be evaluated." For the federal Nonprofit Security Grant Program in New York, the Division of Homeland Security and Emergency Services (DHSES) also says nonprofits "must prequalify in the New York Statewide Financial System (SFS)."

### What it asks for The State lists these documents: - Certificate of Incorporation or equivalent document - DBA Certificate (if applicable) - IRS 501(c) determination letter - IRS 990 - Audit/Reviews and Findings - CHAR500 or CHAR410 - Board of Directors Profile - Senior Leadership Resumes - Corporate Bylaws - Organization Chart

### It must be kept up each year Three documents (the IRS 990, the financial statement and the Charities Bureau filing) "expire on an annual basis." To stay prequalified: "A nonprofit must upload current versions of these documents and submit an updated prequalification application."

### Why start early "Nonprofits are strongly encouraged to begin the Prequalification process as soon as possible." The State says review may take "5-10 business days from the receipt of complete Prequalification applications," and longer if updates are needed, and gathering the documents above can take longer than the review itself.