Electronic Submissions of Grant Applications

Muhsin AboudPrincipal Investigator, IEARDA

Muhimbili University of Health and Allied Sciences

Application Process Overview• Prepare to Apply/Register• Find an Opportunity• Prepare an Application• Submit, Track, View

Electronic Submission• Electronic submission of grant applications is required for all

competing grant applications to NIH* • The process requires great attention to detail to ensure

successful submission!

* Except multi-project applications

Two Systems Working Together• Grants.gov– Federal government’s single online portal to find and apply for

Federal grant funding– Used by all 26 Federal grant-making agencies

• eRA Commons– NIH electronic research administration system that allows

applicants/grantees to electronically receive and transmit application and award information

– Used by NIH and other HHS componentsIMPORTANT: Each system has its own registration and application requirements.

Organizations Must Register to ApplyOrganizations must register in all the following systems: • NCAGE (foreign only) • DUNS • SAM • Grants.gov • eRA Commons: PIs must work with their institution to register

in the eRA Commons Check to see whether your organization is already registered.

Registration: NCAGE

• It is a 5-character code used to identify a given facility at a specific location

• Required for System for Award Management (SAM) registration

• Information on how to obtain NCAGE codes can be found at http://www.dlis.dla.mil/Forms/Form_AC135.asp

• Phone: (269) 961-7766

Foreign organizations must obtain a NATO Commercial and Government Entity code

Registration: DUNS• Dun & Bradstreet (D&B) provides a unique 9-digit

identification number for your business/institution • Free • Begin the process at http://fedgov.dnb.com/webform

Registration: SAM

Register with SAM. Designate an E-business Point of Contact (E-Biz POC) who is responsible for approving requests for application submission authority.

Annual renewal is required!

SAM (System for Award Management)

Requires Registrations: Grants.gov

• Establish an Authorized Organization Representative (AOR) profile on grants.gov and create a username and password

• Register multiple AORs• Only a person with AOR status can submit an application to

grants.gov• Having more than one AOR offers coverage in case the

primary person is not available• Having more than one AOR allows multiple people to track

the status of an application

IMPORTANT!

Registration in the eRA Commons

• Applicant organization needs to register• Applicant organization initiates PI registration in the eRA

Commons – Or, if the PI already has an eRA Commons account, affiliate

the PI with their institution • PI completes registration process in the eRA Commons

Both the applicant organization and the PI need to be registered in the eRA Commons

Find an OpportunityFunding opportunities are posted in:• NIH Office of Extramural Research (OER) guide for grants and

contracts• Grants.govRead the guidelines and requirements• Review the list of FOAs matching your criteria and find FOAs of

interest• Read and follow all announcement instructions• Pay special attention to section IV: application and submission

information

What is SF424 (R&R)?• SF424 (R&R) is an application package made up of different

components similar to PHS 398• Not all components are used for every Funding Opportunity

Announcement (FOA)– Agencies create specific application packages for each FOA– Each FOA indicates which components are required

Completing the Application

• Follow FOA-specific guidelines (e.g., special attachments, specific section headings)

• Follow application guide requirements, including guidelines for fonts and margins

• Do not include page headers or footers; section headings as part of the text are encouraged

• Avoid 2-column and “landscape” formats• Use PDF-formatted files

Tips for Success

Submit, Track, View• On-Time Submission: Error-free applications must be

accepted by grants.gov with a timestamp on or before 5:00 p.m. local time of the submitting organization on the due date.

A few important reminders: • NIH recommends submitting early (days, not minutes!) to

allow time for correcting any errors found during the application viewing window prior to the due date.

• NIH’s late policy does not allow corrections after the due date. • All registrations must be completed before the due date.

The Email Notices• First response from grants.gov:

Application received, being validated. (Includes original file name and DUNS number.)

• Second response from grants.gov:Application validated, being prepared for grantor review.

• Third response from grants.gov: Application received by grantor agency.

Warnings and Errors• First response from grantor agency:

Application received. If warnings or errors found, further action needed– Warnings: not significant enough to affect process– Errors: significant enough to warrant resubmission

• Application will need to be resubmitted.

Guiding Principles• NIH will not hold applicants accountable for grants.gov or eRA

Commons problems• Applicants are expected to:– Complete required registration processes prior to

submission– Complete all steps of application submission in a timely way:• Submit to grants.gov• Correct any errors• Review application image