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Applicant FAQ’s
What are the Get Started steps? The Get Started steps are: Step 1 - Find Grant Opportunity For Which You Would Like to Apply To download the Application Viewer:
Why can’t I download the Application Viewer? If you are not able to download the Application Viewer, check with your system administrator to make sure that you have the security permissions to install new programs on your system. If the installation did not start automatically, locate the file that you downloaded on your computer and open it. This will launch the installation. The Office of Management and Budget (OMB) has determined that there is a need for improved statistical reporting of Federal grants. OMB has adopted the use of the DUNS number as a way to identify organizations that receive grant awards and to track how grants money is dispersed. You should ask the chief financial officer, grant administrator or authorizing official of your organization to register for a DUNS number. Requesting a DUNS number is quick and easy. You can request and register for a DUNS number online via web registration. The process can take up to 48 hours to complete. As a result of obtaining a DUNS number, you have the option to be included on D&B's marketing list that is sold to other companies. If you do not want your name/organization included on this marketing list, request not to be listed when you are speaking with a D&B representative during your DUNS number telephone application. If you are not sure if your organization already has a DUNS number, first consult your organization's business office, chief financial officer, grant administrator or authorizing official. How can I be removed from D&B's marketing list? As a result of obtaining a DUNS number you have the option to be included on D&B's marketing list that is sold to other companies. If you do not want your name/organization included on this marketing list, request not to be listed when you are speaking with a D&B representative during your DUNS number telephone application. Is registering for a DUNS number free of charge? Yes, registering for the DUNS number is free of charge. Dun & Bradstreet offers additional products and services, which they may suggest that you purchase, however, you do not need to do so for Grants.gov. You will need the following information to request a DUNS number: One of the requirements for using Grants.gov to apply for a grant is that grant applicants have a DUNS number and register with the CCR. DUNS numbers and CCR registration are offered to organizations, but not to individuals. If you are an individual looking for information on government benefits, refer to GovBenefits.gov , the official government benefits website, a free, confidential tool that helps individuals find government benefits they may be eligible to receive, as well as information on how to apply. CCR is a government-wide registry for vendors doing business with the Federal government. Grants.gov uses CCR to establish roles and IDs for those electronically applying for grants. In the future, the government anticipates requiring all grant applicants to use CCR whether applying for grants electronically or otherwise. Before registering with CCR, you should make sure that you have a DUNS number. You also need to ensure that your registration with the IRS for your Employment Identification Number (EIN) or Taxpayer Identification Number (TIN) is confirmed. Once you receive a letter from the IRS confirming your EIN or TIN, you may proceed with registration in CCR. Please note, it will take 24-48 hours for IRS to validate your TIN. According to the IRS, when applying for an EIN over the phone or Internet, you will be given a tentative EIN, but your EIN may not become active for up to two (2) weeks. If you have questions about your EIN, please call 1-800-829-4933. If you apply for an EIN by mail, confirmation from the IRS can take up to 5 weeks. In addition, you should review the Tutorial topic “Registering with CCR” for more details about some of the information you will be required to provide. To register with CCR: If your organization already has an Employment Identification Number (EIN) or Taxpayer Identification Number (TIN), then you should allow a minimum of five business days to complete the entire CCR registration. If your organization does not have an EIN or TIN, then you should allow two (2) weeks for obtaining the information from IRS when requesting the EIN or TIN via phone or Internet. You will need the following to register with Grants.gov: A Credential Provider is an organization that verifies with certainty that an individual is who she/he claims to be. Grants.gov uses Operational Research Consultants (ORC) for this purpose. Once you are registered with the Credential Provider, you will receive a username and password which you will need to register with Grants.gov as an Authorized Organization Representative (AOR). As an AOR, you will be authorized to submit grant applications through Grants.gov on behalf of your organization. What is Operational Research Consultants (ORC)? Operational Research Consultants (ORC) is the Credential Provider for Grants.gov. A Credential Provider is an organization that verifies that an individual, with certainty, is who she/he claims to be. Once you are registered with ORC, the Grants.gov Credential Provider, you will receive a username and password, which you will need to register with Grants.gov as an Authorized Organization Representative (AOR). As an AOR, you will be authorized to submit grant applications through Grants.gov on behalf of your organization. How do I reset my Operational Research Consultants (ORC) password? ORC passwords can be reset online. Follow the instructions below to reset your ORC password.
Who is the E-Business Point of Contact? To locate a Funding Opportunity or CFDA Number, you will need to perform a search for a grant. Use the search options available on the Find Grant Opportunities screen. Complete your search and click the “Submit” button. The results will display all applicable grants. The Funding Opportunity Number is listed on the “Results” screen and the CFDA Number is listed in the Grant Announcement. No, you only need to complete one field to search for a grant, however, we suggest that you complete as many as possible. You will need to record the Funding Opportunity Number and/or CFDA Number of an opportunity for which you want to apply. You can sign-up to receive email notifications about new grant opportunity email notifications from Grants.gov by clicking one of the subscription services available on the Find Grant Opportunities page. Once you have selected the option that best meets your search criteria, just complete the necessary fields on the sign-up screen. Before applying for a grant, you must complete the five Get Started steps, locate a grant opportunity for which you want to apply and record the opportunity’s Funding Opportunity Number and/or CFDA Number. First, it is important to realize the difference between organizational and individual grant applicants. Downloading the application package provides you the ability to complete the forms at your leisure and to distribute it around your organization to others who may assist you in preparing the application. Further, it prevents the need for a persistent Internet connection. Yes, during the download process you will be prompted to select where you want the application forms to be saved on your computer. You will receive an error message if you enter invalid or incomplete information in a field on an application form. Grants.gov does not place any restrictions on the types of file attachments that can be included in an application package. All types of files can be attached to an application package, as long as an attachment form has been included in the Grant application package. Occasionally, an agency will place restrictions on the types of files it wishes to accept, but those restrictions will be made clear in the application instructions. Note: Although Grants.gov does not restrict types of file attachments, if more than one attachment is included in a grant submission and two or more files have the same name, the grant application cannot be processed without manual intervention. To correct this, you should:
How do I attach documents to my application? When you want to attach a document to your application: An application package is similar to a single file, made up of the cover page and (possibly) many forms. Data at the form level will be retained when you close a form. Although your data at the form level will be saved, your application package file WILL NOT be saved unless you actually save the file before closing it down. You must submit the complete application as you did during your original application process. All username and passwords are case sensitive. Ensure that you are typing both your username and password exactly as they were created. Also, ensure that your "Caps Lock" is turned off. The Submit button will not become active until the application has been completed and saved. You may also click the Check for Errors button to ensure there are no errors. Check to make sure there are no remaining yellow fields (indicating a mandatory field) on any forms. If there are, you will need to complete those fields. Finally, make sure you have saved your application. Note: If the Submit button is still not active please check to be sure you have completed the actions listed below.
Why do I need to login to submit an application? You need to login to submit an application so that Grants.gov can authenticate that you are authorized to submit applications. Only Authorized Organization Representatives (AORs) are able to submit applications to Grants.gov. AORs must register with a Credential Provider so that Grants.gov can verify that they are who they say they are. Then, the person listed as the point of contact on the agency's CCR registration (the E-Business Point of Contact) must assign the "Agency Applicant" role in order for the person to be designated as an AOR. Once designated as an AOR, the AOR must register with Grants.gov. Only after completing all of these steps, will a person be able to submit an application. A Check for Errors button is available for use on the application. Click this button to be directed to where an error is located in the current application. Some common errors are listed below.
How do I know that my application has been received by Grants.gov? If your application is successfully validated and subsequently retrieved by the grantor agency from the Grants.gov system, you will receive an additional email. This email may be delivered several days or weeks from the date of submission, depending on when the grantor agency retrieves it. Note that once the grantor agency has retrieved your application from Grants.gov, you will need to contact them directly for any subsequent status updates. Grants.gov does not participate in making any award decisions. You may monitor the processing status of your submission within the Grants.gov system by using the following steps:
What do I do if I have not received grant receipt confirmation within 48 hours? If you do not receive a receipt confirmation AND either a validation confirmation or a rejection email message within 48 hours, please contact us. The Grants.gov Contact Center can be reached by email at support@grants.gov, or by telephone at 1-800-518-4726. Always include your Grants.gov tracking number in all correspondence. The tracking numbers issued by Grants.gov look like GRANTXXXXXXXX. Contact Center hours of operation are Monday-Friday from 7:00 A.M. to 9:00 P.M. Eastern Standard Time. You may monitor the processing status of your submission within the Grants.gov system by using the following steps:
If your application is rejected you will need to address the errors and resubmit the application. Three common reasons an application may be reject are listed below:
For help troubleshooting errors, access the Application Error Tips. Grants.gov will acknowledge the receipt of your application. Your application may or may not be accepted and processed by the Federal agency based on the policy of that particular agency. To determine the policy of the agency, contact the agency directly with the contact information provided in the application instructions. If there is a system outage on the day of the application deadline, some agencies may specify to print your application and mail it to the address provided by the Federal agency soliciting applications. However, you should refer to the competition notice of the grant for specific instructions and contact the agency directly to find out more information. The following are descriptions of the application statuses: • A status of Received indicates that Grants.gov has received the application, but the application is awaiting validation. Does Grants.gov support Non-Windows users? Non-Windows users can use Grants.gov just like other users. Two options are available for Non-Windows users:
Non-Windows Support for PureEdge
A Citrix server connection allows Non-Windows users to remotely launch a Windows session on their own machines by using the free Citrix client application. While connected to the server, Non-Windows users can develop their grant application using PureEdge forms. Applicants will need to download and install the free Citrix client application in order to work on the SF424 (R&R) application package with the specific grant for which they are applying. While connected to the Citrix server, the Authorized Organizational Representative (AOR)/Signing Official (SO) can submit the application via Grants.gov. Does Grants.gov architecture have sufficient capacity to handle receipt of grant applications from the entire Federal government? Grants.gov Apply functionality launched in October 31, 2003 with 4 servers and the ability to handled approximately 500 submissions a day. Site upgrades during June 2005 increased the overall system capacity to handle more than 1000 submissions per day. As recent as mid-October 2005, Grants.gov received over 800 submissions on a single day and experienced no decreased performance levels. The most recent round of infrastructure upgrades, November 2005, increases the total number of servers to 13 and provides capacity to receive up to 4000 submissions a day. Coupled with increasing the number of servers in June 2005, a SSL Accelerator and a high capacity Storage Area Network (SAN) device were installed to better handle site traffic and increased storage volumes. In addition, the Grants.gov site has been segmented across the various servers to ensure adequate capacity is available for submissions, downloads and status checking. Extensive examination of site usage patterns and volumes identified opportunities to gain additional efficiencies, which have also been implemented. Overall site usage is monitored on an hourly basis to provide an early alert of increased needs. Grants.gov is committed to ensuring that we meet the needs of our customers. To this end, we are finalizing a long-term architecture plan, which includes incremental scaling of the architecture to increase the Grants.gov capacity and stay ahead of the growing usage and adoption of the system across the Grant Community and the Federal grant-making agencies. We continue to work with the Federal grant-making agencies to stagger deadline dates to level out system usage on any given day. Applicants are encouraged to apply prior to the final deadline date to minimize any potential concerns related to system traffic. What if there are more than 5-10 Non-Windows users in the Organization? For large number of users, organizations may want to explore using a Server based solution to allow any number of Non-Windows users to run PureEdge. This has the advantage that end-users do not have to install any software except a free utility called Remote Desktop Connection available from Microsoft. The downside is that a dedicated Server machine is required that runs either Windows Terminal Server or Citrix. Users can create and make changes to their applications, however they will need a Windows PC to submit their application. When submitting an application, what is the difference between a submission receipt and a submission validation? After an applicant submits and application, Grants.gov generates a submission receipt via email and also sets the application status to “Received”. This receipt verifies the Application has been successfully delivered to the Grants.gov system. Next, Grants.gov verifies the submission is valid by ensuring it does not contain viruses, the opportunity is still open, and the applicant login and applicant DUNS number match. If the submission is valid, Grants.gov generates a submission validation receipt via email and sets the application status to “Validated”. If the application is not validated, the application status is set to "Rejected". The system sends a rejection email notification to the applicant and the applicant must resubmit the application package. At any time, you may check the status of your application under the Applicant section. If you have additional questions, the Grants.gov Contact Center can be reached by email at support@grants.gov or by telephone at 1-800-518-4726. If more than one attachment is included in a grant submission and two or more files have the same name, the grant application cannot be processed without manual intervention. To correct this, you should:
If you have not attached two or more files with the same name, contact the Grants.gov Contact Center by email at support@grants.gov, or by telephone at 1-800-518-4726. Why can't I enter my congressional district in Question 14 a.) in the Standard Form 424 Cover Sheet (SF-424 Cover Sheet)? Question 14 a.) only allows an applicant to enter in the number for their district. If you are attempting to enter any letters or special characters, the box will not allow you to enter that information. Please use numbers for that box. Why can't I enter in the financial information in Section 15 on the SF-424 CoverSheet? If you are having problems entering information into Section 15, try tabbing into the fields rather than attempting to mouse click into the field. You should be able to access the box and enter information by tabbing. When I click the Download Application Package link I get a pop up window asking me which application to open it with. How do I download the application? I'm using a dial-up connection to upload and submit my application. It appears to be taking a long time and sometimes it is timing out. How can I fix this? When using a dial-up connection to upload and submit your application, it can take significantly longer than when you are connected to the Internet with a high-speed connection, e.g. cable modem/DSL/T1. While times will vary depending upon the size of your application, it can take a few minutes to a few hours to complete your grant submission using dial up. Note: Please limit the file size of your application package to under 4 gigabytes when uploading and submitting your application. If you are experiencing difficulty when submitting your application, try submitting from a high speed connection or contact the Grants.gov Contact Center by email at support@grants.gov, or by telephone at 1-800-518-4726. Ensure your E-Biz point of contact gave you authorization to submit on behalf of your organization. You may also check this yourself by logging into the applicant section of Grants.gov. Click on the Manage Applicant Profile link. Your AOR status is located directly below your title. I can log in to Grants.gov from other computers, but cannot login from my own. What is the reason for this? Grants.gov user must have cookies enabled on their computer. If cookies are blocked, the user will not be able to log on to Grants.gov. Follow the instructions below to access the E-Business Point of Contact login.
How can my organization submit electronic grant application packages electronically on Grants.gov? To submit electronic grant applications, you must be fully authorized by your organization, i.e., been given status as an Authorized Organization Representative (AOR). You can easily check your status by logging into Grants.gov by accessing the Applicant section of the site. If you have registered your user name and password with Grants.gov, you will be able to log in. After logging in, access the Manage Profile link. Your status, located below your title, will state: “AOR - request sent” or “AOR – approved.” If your status is 'AOR - request sent', you cannot yet submit grant applications. You may correct this by contacting your E-Business Point of Contact (POC). He or she will need to login by accessing the E-Biz POC page under Get Registered. They will need your organization's DUNs number and MPIN, to approve you as an AOR. If you are not receiving email notifications about grants you submitted or changes to your AOR status, Grants.gov may not have your correct email address. To verify your email address on the Grants.gov system, follow the steps below.
If your email address is correct, please read on. Many organizations have firewalls that have the ability to block emails from certain addresses. Check with your system administration to verify emails from support@grants.gov are not being blocked. It has also come to our attention that some automatically generated email notifications from Grants.gov can be blocked by large email providers, such as AOL or Hotmail, as SPAM. If you are using an email provider, you may want to investigate options to set up your in-box preferences to allow emails from our two email addresses: support@grants.gov and DoNotReply@grants.gov.
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