All requests for federal funding within Kentucky must be submitted to the state for review. Under Executive Order 12372 - Intergovernmental Review of Federal Programs, the state has the authority to review all federal program applications. To comply with this requirement, all federal applicants must submit their applications for state-level review through the Kentucky State e-Clearinghouse platform.

Purpose of e-Clearinghouse

The e-Clearinghouse streamlines the coordination of the state-level review process for federal grant projects in Kentucky. Its key objectives include:

• Simplifying the communication process: Acting as a single point of contact between applicants and all relevant state agencies, the e-Clearinghouse reduces the burden on applicants to identify and notify each agency individually.
• Coordinating agency reviews: The e-Clearinghouse distributes project proposals to all relevant state agencies and related bodies, including Area Development Districts, for input.
• Keeping state agencies informed: Agencies receive essential details about project locations, timelines, and stakeholders.
• Providing applicants with feedback: Applicants receive information about any adverse impacts identified by state agencies and the necessary steps to address them before project approval.
• Highlighting positive community impacts: Agencies also inform applicants of the beneficial effects their projects may have on local communities.

Overview of the State Review Process

1. Application Submission

Applicants seeking federal funding must log in and submit their applications through the e-Clearinghouse platform (see detailed instructions below). Upon successful submission, they will receive a State Applicant Identifier Number (SAI).

2. Review Process

• The application is automatically sent to the Single Point of Contact (SPOC), who identifies the appropriate agencies for review.
• The SPOC forwards the application to relevant agencies for comments.
• If issues arise, the SPOC contacts the applicant for resolution.
• The review process may take about 30 days.

Reviewers: Each reviewing agency has a coordinator who assigns reviewers to evaluate projects. Reviewers submit their feedback to the coordinator, who then serves as the liaison with the e-Clearinghouse Program Coordinator (SPOC).

3. Endorsement and Approval

• Once all concerns are resolved, agency reviewers endorse the project and send their approvals to the SPOC.
• After receiving all required endorsements, the SPOC issues an official Approval Letter, which applicants must submit with their federal funding applications.

How to Submit an Application to e-Clearinghouse

Step 1: Set Up an Account

1. Visit the e-Clearinghouse homepage: https://kydlgweb.ky.gov/e-Clearinghouse/16_echHome.cfm
2. Click Setup My Account.
3. Fill out the form and submit it.
4. Please note that ID and password generation is not automated; the Program Coordinator (SPOC) must manually create them.
5. You will receive your ID and password via email.

Step 2: Login and Change Your Password

1. Once you receive your login credentials, enter them on the homepage.
2. Use the menu bar at the top to change your password to something easy to remember.

Step 3: Start the Application Process

1. Click New Project at the top of the screen.
2. Fill out the application form. Fields marked with an asterisk (*) are required.
3. Click Save when finished.

Step 4: Finalize and Submit Your Project

1. You may return to your saved project at any time to edit it.
2. Use the Upload Document option to attach any relevant files.
3. If needed, use the Delete Project button to remove a project permanently.
4. When ready, click Complete Project to submit it to the e-Clearinghouse Program Coordinator (SPOC). You cannot edit the application after final submission.
5. Once your project is under review, your State Application Identifier (SAI) number will appear at the top of the Project View page.

Navigating the Review Process in e-Clearinghouse

Applicants can track the review process by logging into their e-Clearinghouse accounts and opening the Project View page.

Comments

• Reviewer comments appear in the Comments section at the bottom of the Project View page.
• Some agencies may list their endorsement as "Endorse with Comments." Be sure to read these carefully, as they may include specific compliance instructions. For example, the Kentucky Heritage Council may require additional documentation before final approval.

Information Requests

• Any additional questions or document requests from state agencies will appear in the Information Request Box within the Project View.
• Applicants should respond promptly by answering questions or uploading requested documents, especially site maps for construction projects.

Endorsement and Final Approval

• The review process may take about 30 days.
• Once all necessary endorsements are secured, the e-Clearinghouse Program Coordinator (SPOC) will issue the official Approval Letter required for submission with the federal application.

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