Standard Language Describing the Grants.gov Application Process

The Grants.gov Program Management Office (PMO) has provided the following language for grantors preparing funding opportunity notices and application packages. Please use this language when creating a customized message for your internal or external communications about Grants.gov.

 

Grants.gov Application Submission and Receipt Procedures

This section provides the application submission and receipt instructions for [INSERT AGENCY NAME] program applications. Please read the following instructions carefully and completely.

1. Electronic delivery

[INSERT AGENCY NAME] is participating in the Grants.gov initiative to provide the Grant Community a single site to find and apply for grant funding opportunities. [INSERT AGENCY NAME] encourages applicants to submit their applications electronically through Grants.gov.

2. How to register to apply through Grants.gov

a. Instructions: The section below provides instructions for registering to apply for [INSERT AGENCY NAME] funds. Applicants should read through the registration process carefully and prepare the information requested before beginning the registration process. Reviewing and assembling the required information before beginning the registration process will alleviate last-minute searches for required information.

The registration process can take up to four weeks to complete. Therefore, registration should be done in sufficient time to ensure it does not impact your ability to meet required submission deadlines.

If individual applicants are eligible to apply for this grant opportunity, refer to:
https://www.grants.gov/web/grants/applicants/individual-registration.html

The information organization applicants need to understand and execute the steps can be found at:
https://www.grants.gov/web/grants/applicants/organization-registration.html

1. Obtain a DUNS Number: All entities applying for funding, including renewal funding, must have a Data Universal Numbering System (DUNS) number from Dun and Bradstreet (D&B). Applicants must enter the DUNS number in the data entry field labeled "Organizational DUNS" on the SF-424 form.

For more detailed instructions for obtaining a DUNS number, refer to:
https://www.grants.gov/web/grants/applicants/organization-registration/step-1-obtain-duns-number.html

2. Register with SAM: In addition to having a DUNS number, organizations applying electronically through Grants.gov must register with the Federal System for Award Management (SAM). All organizations must register with SAM in order to apply online. Failure to register with SAM will prevent your organization from applying through Grants.gov.

For more detailed instructions for registering with SAM, refer to:
https://www.grants.gov/web/grants/applicants/organization-registration/step-2-register-with-sam.html

3. Create a Grants.gov Username and Password: The next step in the registration process is to create a username and password with Grants.gov. Applicants must know their organization's DUNS number to complete this process. Completing this process also submits a request for roles to the E-Business Point of Contact (EBiz POC) to review. The EBiz POC is a representative from your organization who is the contact listed for SAM. To apply for grants on behalf of your organization, you will need the Authorized Organizational Representative (AOR) role.

For more detailed instructions about creating a profile on Grants.gov, refer to:
https://www.grants.gov/web/grants/applicants/organization-registration/step-3-username-password.html

4. Authorize User Role: After creating a profile on Grants.gov, the EBiz POC receives an email notifying them of your registration and request for roles. The EBiz POC will then log in to Grants.gov and authorize the appropriate roles, which may include the AOR role, thereby giving you permission to complete and submit applications on behalf of the organization. You will be able to submit your application online anytime after you have been approved as an AOR.

For more detailed instructions about creating a profile on Grants.gov, refer to:
https://www.grants.gov/web/grants/applicants/organization-registration/step-4-aor-authorization.html

5. Track Role Status: To track your role request, refer to:
https://www.grants.gov/web/grants/applicants/organization-registration/step-5-track-aor-status.html

b. Electronic Signature: Applications submitted through Grants.gov constitute a submission as electronically signed applications. The registration and account creation process, with the EBiz POC approval, establishes an AOR. When you submit the application through Grants.gov, the name of your AOR on file will be inserted into the signature line of the application. Applicants must register the individual who is able to make legally binding commitments for the applicant organization as the AOR; this step is often missed and it is crucial for valid submissions.

3. Instructions on how to submit an electronic application to [INSERT AGENCY NAME] via Grants.gov

Grants.gov has a full set of instructions on how to apply for opportunities on its website at:
https://www.grants.gov/web/grants/applicants/apply-for-grants.html

Grants.gov allows applicants to download the application package, instructions, and forms that are incorporated in the instructions, which allows applicants to work offline. Grants.gov also allows applicants to collaboratively apply online by creating a workspace, if all the application forms are compatible with Grants.gov Workspace.

Grants.gov recommends submitting your application package 24-48 hours prior to the close date to provide you with time to correct any potential technical issues that disrupt the initial application submission.

a. Adobe Reader: This application allows applicants to read the electronic files in a PDF form format so that they will appear similar to other Standard or [INSERT AGENCY NAME] forms. The PDF forms can be downloaded and saved to your hard drive, network drive(s), or to a flash or external drive, then accessed through Adobe Reader.

NOTE: Grants.gov supports the latest version of Adobe Reader. Visit the Adobe Software Compatibility page to download the latest version of the software at:
https://www.grants.gov/web/grants/applicants/adobe-software-compatibility.html

b. Mandatory Fields in Forms: In the PDF forms, you will note fields that will appear with a background color. These fields are mandatory fields and they must be completed to successfully submit your application.

c. Complete SF-424 fields first: The PDF forms are designed to fill in common required fields, such as the applicant name, address, and DUNS number, in other PDF forms. To trigger this feature, an applicant must complete the SF-424 information first. Once it is completed, the information will transfer to the other forms.

d. Customer Support: Grants.gov provides customer support via the toll-free number 1-800-518-4726 and email at support@grants.gov. For questions related to the specific grant opportunity, contact the number listed in the application package of the grant you are applying for.

If you are experiencing difficulties with your submission, it is best to call the Contact Center and get a case number. The case number will assist the [INSERT AGENCY NAME] with tracking your issue and understanding background information on the issue.

4. Timely receipt requirements and proof of timely submission

a. Electronic Submission. All applications must be received by [INSERT TIME] Eastern time on the due date established for each program. Proof of timely submission is automatically recorded by Grants.gov. An electronic time stamp is generated within the system when the application is successfully received by Grants.gov. The applicant will receive an acknowledgement of receipt and a tracking number from Grants.gov with the successful transmission of their application. Applicants should print this receipt and save it, along with facsimile receipts for information provided by facsimile, as proof of timely submission.

When [INSERT AGENCY NAME] successfully retrieves the application from Grants.gov and acknowledges the download of submissions, Grants.gov will provide an electronic acknowledgment of receipt to the email address of the AOR. Proof of timely submission shall be the date and time that Grants.gov receives your application. Applications received by Grants.gov after the established due date for the program will be considered late and will not be considered for funding by [INSERT AGENCY NAME].

Applicants using dial-up connections should be aware that transmission should take some time before Grants.gov receives it. Grants.gov will provide either an error or a successfully received transmission message. The Grants.gov Contact Center reports that some applicants abort the transmission because they think that nothing is occurring during the transmission process. Please be patient and give the system time to process the application. Uploading and transmitting many files, particularly electronic forms with associated XML schemas, will take some time to be processed.