Application and Grant Management Tools

CalRecycle offers an online platform, Grant Management System (GMS), to apply for grants and submit payment requests or required reports.


First create a WebPass account to access GMS.

  • WebPass accounts are for individuals, not organizations, and tied to your specific email address.
  • You will need to create a new WebPass account to access GMS if:
    • If you change your email address
    • It becomes inactive
  • Individuals must have their own passwords. Do not share passwords within your organization.
Create a WebPass Account

Grant Management System (GMS)

GMS only provides access to grant information.
Payment program information is contained in a separate system. 

In GMS you can:

  • Search for grant applications you can submit online.
  • Save an application and sign out, then easily access it when you sign back in.
  • Complete and submit your grant application with the help of:
    • Instructions
    • Resource tools.

For help, email

Instructional Videos

Resolution and Letter Examples

Use these easy-to-use templates to create your grant and payment program Authorization Documents.


General Grant Forms

*Unreliable Contractor List

Food Waste Prevention and Rescue Grant Program

Household Hazardous Waste

Local Government Waste Tire Amnesty Grants

Local Government Waste Tire Enforcement Grants

Organics Grant Program

Recycled Fiber, Plastic, and Glass Grant Program

Reuse Grant Program

Rubberized Pavement Grant Program

Tire-Derived Aggregate Grants

Tire Incentive Program

Tire-Derived Product Grants

Tire-Derived Product (TDP) Certification, CalRecycle 227 (Rev. 7/23)

Used Oil Recycling

* Forms required for Used Oil Payment Program (OPP) reporting.

Grant Scoring Criteria and Writing Tips

1. Need and Justification

Identify the Problem or Need

  • Why is the project needed–locally, regionally, statewide?
    • Cleanup of environmental hazard
    • Decrease risk to public health and safety
    • Conservation of natural resources
  • What factors contribute to the problem? What are the health and safety threats or environmental concerns?
  • Justify the need with data. Don’t assume the data is common knowledge.
  • Explain any unique opportunity.

State the Proposed Project, Program, or Service Type

  • What are the current unmet needs/gaps in services? What are the inadequacies of the current program?
  • What is the demand for services? Don’t confuse demand with need.

Benefits of Project, Program, or Service

  • How will California or your community benefit?
  • Are there any groups to be targeted or who might especially benefit (e.g., limited or non-English speaking)?
  • What would happen (or not happen) if you didn’t get this grant?

Benefits of Your Organization

  • Why do you need the grant? How will it benefit your organization?
  • Provide examples of current or previous related experience (grant-funded or not) that supports the project and justifies the approach. 
  • Explain any unique opportunity.

2. Goals and Objectives

What do you hope to accomplish?

  • State your goal as an outcome or result.
    • Make sure it relates to the problem you’ve described or the need you have identified.
  • Write specific, measurable objectives.
    • “Increase public awareness of…”
    • “50 percent of participants will adopt new guidelines for…”
  • Can the objectives be met within the grant term?

3. Work Plan (Methodology)

  • What are the major activities/tasks?
  • Who will do them?
  • What is the timeframe for accomplishing them?
  • Who needs to be involved (cooperate) for project success?
  • How much/what will be delivered or produced?
  • Why is this the best approach?
  • What is the plan for sustaining the project after the grant period (if applicable)?

Project Specifics

Tasks Staff Timeframe Units of Service/ Deliverables

4. Evaluation

What are the success indicators? How you will measure progress.

  • Describe:
    • Process with units of service
      • “Six training workshops will be delivered in the rural portions of the county.”
      • “A technical manual for implementing a waste reduction program will be produced.”
    • Outcome specifics
      • Change in number of workplace injuries (fewer incidents).
      • Change in customer satisfaction (fewer complaints).
  • Identify the data to be collected and the method for collecting it.
    • Method examples:
      • Surveys
      • Questionnaires
      • Observations
      • Focus groups
  • Identify which position(s) will collect data, measure progress, and report.
  • How will you apply evaluation findings to program modification/improvement?
  • Don’t forget to include the cost of evaluation when developing the budget.

5. Budget

List which resources are needed to manage the program. List your organization’s other resources that could support the program.

  • When developing a budget, think about things such as:
    • Will there be extra costs associated with recruiting new staff?
    • Will outside consultants be required?
    • Are fees and rates expected to increase significantly during the grant period?
    • Will you need any program incentives to encourage participation?
  • Prepare your budget on any required forms. Use CalRecycle budget categories.
  • Show the total cost and the amount requested from the funder.
  • Attach estimates, if any. Check math in all calculations.
  • Identify any discounts or cost savings:
    • Recycling options
    • In-kind services
    • Volunteer labor
    • Per-unit efficiencies (e.g., reduced cost per tire).
  • Closely match the scope of work and the budget request.

6. Application Completeness

Review and Complete Before Submission

  • Include any required attachments:
    • Letters of commitment or Memo of Uderstanding (MOU)
    • General Checklist of Business Permits, Licenses, and Filings (CalRecycle Form 669)
    • Resumes of key project personnel and any contractors
    • Certification forms
    • Checklist forms
  • Number pages sequentially.
  • Ensure all pages have been included and copied and the required copies have been provided.
  • Check the mailing address or acceptable method of delivery.

7. Evidence of Recycled-Content Purchasing Policy or Directive

  • Describe the recycle-content purchasing policy that’s in place.
  • Document appropriate practices.
  • Briefly explain how you will evaluate and modify any applicable policies.
  • More information on CalRecycle’s recycled content (green procurement) criteria.

Things to Think About

  • Different factors play a part in funders’ decisions, no matter how well-written your proposal is.
  • There are basic elements but no “model” proposal for patterning.
  • Organizing and communicating is more important than form.
  • Planning is key–a grant proposal is the written version of your planning process.

Working with a Grant Writer

When to use:

  • You don’t have in-house expertise.
  • No one has dedicated time.
  • A particular person has a unique insight into what is required.

Issues to consider when selecting and using:

  • Number and type of proposals
  • Reputation
  • Experience with/as a funder
  • Ask for a sample proposal they’ve written
  • Ask about their success rate
  • Ask if they’re also writing for other applicants (you may or may not care)
  • Don’t make price the selection criterion
  • Always check the writer’s work

Miscellaneous Information

  • A Proposal Writing Short Course (Foundation Center)
    A basic overview of how to write a grant proposal. It summarizes the components required in any proposal.

Related Links



Federal Grants

Funding homepage

For more information contact: Financial Assistance,