how do i apply for a grant using grants.gov? - navy sbir · 1 5/28/2013 1 how do i apply for a...
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5/28/2013 1
How do I Apply for a Grant using Grants.gov?
NATIONAL SBIR CONFERENCE – May 14-16 Track 3: Application & Evaluation (Non-DOD)
Session Chair: Matthew Portnoy, Ph.D.
Room: Baltimore 1-2, 1:15 – 2:05 p.m
Matthew E. Portnoy, Ph.D., NIH SBIR/STTR Program Coordinator
Director, Division of Special Programs | OEP, OER, NIH, DHHS
Phone: 301-435-2688 | Fax: 301-480-0146
mportnoy@mail.nih.gov
Carl Hebron, Department of Energy SBIR/STTR Program Coordinator
Phone: 301-903-1414 | Fax: 301-903-5488
Carl.Hebron@science.doe.gov
Catherine Henry, Founder, Grow Emerging Companies LLC
Phone: 303-990-2114 | Fax: 303-265-9097
Chenry@grow-ec.com
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Which federal agencies award grants?
Grant Agencies
Department of Agriculture
Department of Education - National Institute on
Disability and Rehabilitation Research (NIDRR)
Department of Energy
Department of Health and Human Services (NIH,
CDC, FDA, ACF)
National Science Foundation
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Which federal agencies award contracts?
Contract Agencies
Department of Commerce – NIST, NOAA
Department of Defense – DOD
Department of Education - Institute of Education Sciences (IES)
Department of Homeland Security
Department of Transportation
Environmental Protection Agency
National Aeronautics and Space Administration
Department of Health and Human Services (NIH, CDC contract
solicitation)
5/28/2013
Electronic Submission for Grants:
Registration Basics
1. General Components of Registration
in preparation for Grants.gov
submission
2. Agency-specific requirements for
Grants.gov
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Grants.gov requirement: EIN Number*
*Employer Identification Number (EIN) or Taxpayer Identification Number (TIN):
http://www.irs.gov/Businesses/Small-Businesses-&-Self-Employed/Apply-
for-an-Employer-Identification-Number-(EIN)-Online
• Note that you do not have to have employees to apply for an EIN number, and
you can apply online. The EIN you receive when you apply is your permanent
number and can be used immediately for most of your business needs,
including opening a bank account, applying for licenses, filing tax returns, and
moving on to the application for a DUNS number.
• However, “it will take up to two weeks before your EIN becomes part of the
IRS's permanent records. You must wait until this occurs before you can: File
an electronic return, Make an electronic payment, or pass an IRS Taxpayer
Identification Number (TIN) matching program.”
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5/28/2013
Grants.gov Registration Process: D&B DUNS number
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http://fedgov.dnb.com/webform
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http://www.sbir.gov/registration
Grants.gov
Submission
Prerequisite:
SBA Firm
Registration
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SAM - System for Award Management
• Replaces what used to be the Central
Contractor Registration (CCR)
• If you were previously registered in CCR,
you will need to go to SAM to create a
SAM account. • Your e-mail address will link your new SAM
account with your old CCR info.
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Steps for Registering Your Entity in SAM
1. Go to www.sam.gov
2. Create a Personal Account and Login
3. Click “Register New Entity” under “Manage Entity”
4. Select type of Entity
5. Select “No” to “Do you wish to bid on contracts?”
6. Select “Yes” to “Do you want to be eligible for
grants and other federal assistance?”
7. Complete “Core Data”
8. Complete “Points of Contact”
9. Wait for registration validation from SAM
10.*Keep checking your registration status
Information (1-9) is from:
Ihttps://www.acquisition.gov/SAM_Guides/Quick%20Guide%20for%20Grants%20Registrations%20v1.pdf
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SAM.gov: System for Award Management
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Fill out Purpose of
Registration
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“Core Data” includes:
DUNS validation (verify DUNS #)
Business Information
General Information
Financial Information
Executive Compensation
Proceeding Details
This information is from:
https://www.acquisition.gov/SAM_Guides/Quick%20Guide%20for%20Grants%20Registrations%20v1.pdf
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Fill out all Core
Data Sections and
review the
information
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5/28/2013
SAM
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Grant administrators cannot see that you have completed SAM
Registration unless you authorize your information to be
displayed in SAM’s Public Search
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Each section will be changed from a red X to a green
check box as you complete the section. You will need
to complete your POCs (Points of Contact) to complete
your SAM Registration. The Electronic Business Point
of Contact role is very important: this person is the “E-
Biz POC” in Grants.gov who approves your AORs.
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Know about potential issues:
• It takes at least a day before a SAM modification is available in
Grants.gov
• If an applicant modifies a SAM data element, SAM may report to
Grants.gov that the record is “in process,” which would cause
Grants.gov to reject an application.
• Grants.gov rejects any submitted applications until the data is
synchronized again.
• If an applicant needs to modify any of the registration record data,
they should do so well ahead of the deadline.
• Applicants should log in to SAM, Grants.gov and any agency-specific
submission site (Fastlane, eRA Commons) prior to the deadline to
verify that they can access the required systems.
• If a problem with access arises, it may take more than a day to
resolve.
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Registration Status
1. Work in Progress
2. Submitted
3. Pending IRS
Validation
4. Pending CAGE
Code Validation
5. Active.
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SAM.gov is supported by the Federal Service Desk:
https://www.fsd.gov.
US Calls: 866-606-8220
International Calls: 334-206-7828
DSN: 866-606-8220
5/28/2013
Grants.gov registration is required for all SBIR/STTR electronic grant submissions*
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*with one exception
www.grants.gov
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5/28/2013
National Science Foundation and Grants.gov vs. Fastlane
Electronic Requirements quote from NSF’s Proposal and Award
Policies and Procedures Guide (effective January 14, 2013)
Proposals to NSF must be submitted electronically via the NSF
FastLane System or via use of Grants.gov. For proposals
prepared and submitted via Grants.gov, the guidelines specified
in the NSF Grants.gov Application Guide apply.
For proposers who cannot submit electronically, an authorization
to deviate from the electronic submission requirements must be
approved in advance of submission of the paper proposal in
accordance with GPG Chapter II.A.
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Translation: Submit all proposals through NSF’s
submission website at: https://www.fastlane.nsf.gov/
5/28/2013
National Science Foundation’s Fastlane Submission Website
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NSF requires
registration in
Fastlane for all
SBIR/STTR
grant
submissions
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Fastlane Electronic Application Screen
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Grants.gov Registration – Organization Registration
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Grants.gov Registration – final steps
24 Notice that AOR Status is “AOR Request Sent”
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Grants.gov Registration – E-Biz Point of Contact Login
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Image of Grants.gov E-Biz POC login and approval process
Steps here
Last step in Grants.gov Registration: E-Biz Point of Contact AOR Approval
5/28/2013
Grants.gov Registration – E-Biz Point of Contact Approval of AOR
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The final step in the Grants.gov
registration process: Approval of the
Authorized Organizational
Representative (AOR) by the E-Biz
Point of Contact (i.e., the SAM
system Electronic Business POC)
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Grants.gov registration is completed
Final Grants.gov image of AOR
approved status in Grants.gov
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Help and Support for Grants.gov: • Hours of Operation: 24x7 except federal holidays.
• Email: support@grants.gov
• Phone: 800-518-4726
• Web site: Grants.gov
• Help Page: Grants.gov/help/help.jsp
• On-line help request: grants-
portal.psc.gov/Welcome.aspx?pt=Grants
• Click on Contact Us in upper right corner
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DOE Grants.gov Application
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5/28/2013 42
Submitting Electronic Grant
Applications to NIH
Matthew Portnoy, PhD
NIH SBIR/STTR Program
Coordinator
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Electronic Research Administration
Office of Extramural Research
National Institutes of Health
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Two Separate, but Linked Systems
Grants.gov
• Federal-wide portal to
find and apply for
Federal grant funding
• Used by all 26 Federal
grant-making agencies
eRA Commons
• Agency system that
allows applicants,
grantees and Federal
staff to share
application/grant
information
• Used by NIH and a few
other HHS divisions
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IMPORTANT: Each system has its own
registration and application requirements.
Keys to Success
• Do not combine SO and PI roles on single Commons account – Use two accounts (one SO & one PI) if you serve both
the administrative and scientific functions for your app
• PIs get one Commons account that follows them throughout their careers
• If PI is already registered, “affiliate” their existing account rather than creating a new one – PI accounts can be affiliated with multiple organizations
– PIs should update their Commons profile prior to submitting (e.g., degree info used to determine Early Stage Investigator eligibility)
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ALL applications must be submitted in response to a Funding
Opportunity Announcement (FOA)
NIH: NIH simultaneously posts at:
• NIH Small Business Program Web page: http://sbir.nih.gov
• NIH Guide for Grants & Contracts:
http://grants.nih.gov/grants/guide/index.html
• Grants.gov Find Grant Opportunities:
http://grants.gov/applicants/find_grant_opportunities.jsp
DOE: http://science.energy.gov/sbir/
NSF: http://www.nsf.gov/funding/pgm_summ.jsp?pims_id=13371&org=IIP
USDA: http://www.nifa.usda.gov/fo/sbir.cfm
Department of Education: http://www2.ed.gov/programs/sbir/index.html
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NIH Announcement Notes
Click Apply for Grant Electronically
found within the FOA
Be aware of
key dates
Carefully read and follow all FOA instructions
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Helpful Pop-up
Small Business applicants get the following pop-up
before being sent to Grants.gov download page
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Click to proceed
Announcement Notes
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Click download Verify information. Use highest Competition
ID if more than one choice is given.
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Download Package & Application Guide
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Download application instructions
and Application Package
Sign up for Agency updates to FOA
Avoiding Common Errors
Watch for fields that are required by NIH but
not marked required on federal-wide forms
Project/Performance Site
DUNS is no longer required by
Grants.gov, but is still required
by NIH for federal reporting.
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More fields that are required by NIH but not
marked required on federal-wide forms
Avoiding Common Errors
Organization name is
used to determine
reviewer conflicts and is
required for all Sr/Key
entries
eRA Commons
Username must be
supplied in Credential
field for everyone with
PD/PI role Enter PI Commons Username
Enter Organization Name
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Avoiding Common Errors
Use PDF format for all attachments
– Use simple PDF-formatted files • Do not use Portfolio or similar feature to bundle multiple
files into a single PDF
• Disable security features like password protection
– Keep file names to 50 characters or less and
use only letters, numbers and underscore (_)
– Do not include headers or footers • Section headings as part of the text are encouraged
– Follow guidelines for fonts and margins
– Avoid 2-column and “landscape” format PDF Guidelines: http://grants.nih.gov/grants/ElectronicReceipt/pdf_guidelines.htm 52
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Avoiding Common Errors
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Annotated form sets
available on the
Resources page of
the Applying
Electronically
website are a great
resource for helping
identify many
conditional
requirements.
Annotated form sets: http://grants.nih.gov/grants/ElectronicReceipt/communication.htm
Submit Application
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Check Package for Errors
only checks a subset of
Grants.gov errors
You must SUBMIT the
application for it to be
checked against NIH
application instructions.
NIH errors/warnings will be
displayed in the eRA
Commons.
Save & Submit
button will not
become active
until application
is saved and
mandatory
information is
completed.
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On-time Submission
Error-free submission must be accepted by
Grants.gov with a time stamp on/before 5:00 p.m.
local time (of submitting organization) on due date
– Submit early (days, not minutes) to have time to
address system-identified errors or problems found
during the application viewing window
– All Changed/Corrected submissions must be
made by the due date/time
– NIH’s late policy does not allow for
error corrections after the deadline
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But wait, there’s more (for NIH)…
YOU ARE NOT DONE YET!
– Submitting to Grants.gov is NOT the final step
– Applicants must track their applications to
ensure an application image is accessible in
eRA Commons for review consideration
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Track Application Status
• Grants.gov
– Authorized Organization Representatives
(AORs)
• eRA Commons
– Signing Officials (SOs)
– Principal Investigators (PIs)
– Delegated Assistants (ASSTs)
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Grants.gov Notifications
• AOR receives Grants.gov e-mails
– Receipt
• Grants.gov e-mail verifying receipt of application
– Validation
• Grants.gov e-mail verifying successful submission to
Grants.gov
• OR rejection due to errors
– Transmission to Agency
• E-mail sent once agency retrieves submission
• E-mail sent when agency tracking number assigned
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http://grants.nih.gov/grants/ElectronicReceipt/submit_app.htm#submit
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Grants.gov Validations
• AOR is authorized to submit on behalf of DUNS
• SAM (CCR) Registration is active
• Grants.gov mandatory documents and fields
completed
• DUNS# on application matches DUNS# in
organization’s Grants.gov registration
• Attachments are
– Virus-free
– Have file names of 50 characters or less
– Have file names with no spaces or special characters
( -, &, *, %, /, #, \); underscore (_) is OK
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Track Status in Commons
Commons Status is an integral part of
electronic application submission
– Applications are picked up by eRA Commons
and checked against application guide and
opportunity instructions
– Processing result available in eRA Commons
Status to SOs, PIs and delegated assistants
– E-mail notifications sent
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eRA Commons Notifications
eRA e-mails are sent to the AOR/SO, PD/PI and contact e-mails listed on SF424 (R&R) form
– Validation complete, check assembled application
– Validation complete, check assembled application – Warnings only
– Action required – Errors and/or Warnings
– Action required – Missing or invalid eRA Commons Username (only sent to AOR/SO)
– Action required – System Error
– SO has refused electronic application (rejected)
– NIH has auto-verified the application (after 2-day viewing window)
61 http://grants.nih.gov/grants/ElectronicReceipt/submit_app.htm#track
eRA Commons
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Username
Password
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Track Status in Commons – PD/PI
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Select Recent/Pending eSubmissions
Or provide Grants.gov tracking
number from e-mail notification
Track Status in Commons – PD/PI
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Grants.gov tracking #
and date are displayed
followed by the list of
errors/warnings for
each submission
attempt
Indicates eSubmission Error
Grants.gov Tracking #
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Track Status in Commons
• Errors stop application processing and
must be corrected before the deadline
• Warnings do not stop application
submission and are corrected at the
discretion of the applicant before the
deadline
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Helpful Links
Avoiding Common Errors page:
http://grants.nih.gov/grants/ElectronicReceipt/avoiding_errors.htm
Full list of Commons Validations:
http://grants.nih.gov/grants/ElectronicReceipt/files/SF424RR_Validation.pdf
Dealing with System Issues
When Grants.gov or eRA system issues threaten your on-time submission…
– Contact appropriate support team to try to get resolution • If working with Grants.gov, contact eRA Help Desk to document
issue and steps taken toward resolution
– If verified system issue, this documentation can be used in place of tracking # and time stamp as proof of "on-time" submission
– Document your issues and corrective actions, including support ticket numbers, in cover letter
– If eRA Help Desk confirms a system issue, your application will not be considered late as long as you work diligently with the Help Desk and follow provided guidance to resolve issue
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Finding Help
Grants.gov Contact Center
• Toll-free: 1-800-518-4726 Hours : 24x7 (Except Federal Holidays) Email : support@grants.gov Resources: http://www.grants.gov/help/help.jsp
– Support for: Grants.gov Registration, form behavior, submission
eRA Commons Help Desk
• Web: http://era.nih.gov/help/index.cfm#era Phone: 1-866-504-9552 TTY: 301-451-5939 Hours : Mon-Fri, 7a.m. to 8 p.m. ET
– Support for: Commons Registration, eRA system validations, Application Status, Post-submission questions
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Web Sites
• NIH Small Business Program Web page
http://sbir.nih.gov
• eRA Commons: https://commons.era.nih.gov/commons/
• Electronic Research Administration: http://era.nih.gov/
• Applying Electronically: http://grants.nih.gov/grants/ElectronicReceipt/
• NIH About Grants: http://grants.nih.gov/grants/oer.htm
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