Electronic Submission > Electronic Application Process > Prepare to Apply > Grants.gov Registration Instructions for Domestic and Foreign Organizations

Grants.gov Registration Instructions for Domestic and Foreign Organizations

   Registration at Grants.gov
   DUNS
   EIN
   CCR
   NCAGE (required only for foreign organizations)

Registration at Grants.gov

Before submitting a grant application electronically to NIH, an organization applying for the grant must complete a one-time registration at both Grants.gov and (NIH) eRA Commons. All registration formalities must be completed prior to submission. Principal Investigators are not required to register at Grants.gov but must register in eRA Commons.

Foreign organizations follow the same registration steps as domestic organizations except for the additional step of obtaining a NATO Commercial and Government Entity (NCAGE) code. NIH does not require international organizations to obtain an EIN number for application submission. International organizations may use 44-4444444 for the Employer Identification field in the SF424 (R&R) Cover Component of the application package.
Note: Special instructions for foreign organizations are denoted by a globe icon .

Steps to register

The Applicant Organization:

Obtains a Data Universal Number System (DUNS) number from Dun & Bradstreet [See DUNS below], if it does not have one already.
Obtains an Employer Identification Number (EIN) from the Internal Revenue Service [See EIN below].
Using the DUNS and EIN, registers with the Central Contractor Registration [See CCR below].

In order to register with the CCR, international organizations must also obtain a NATO Commercial and Governmental Entity (NCAGE) code [See NCAGE below].
The CCR confirms the EIN with the IRS, a step that may take a few days.

When registering with CCR, establishes an E-Business Point of Contact (E-Business POC), who can authorize individuals within the organization to submit federal grant applications. The POC selects a special password called Marketing Partner Identification Number (M-PIN) that he or she uses to designate at Grants.gov at least one individual to submit grant applications for the organization. That individual is called an Authorized Organizational Representative (AOR).

The Authorized Organizational Representative (AOR):

Registers with Operational Research Consultants (ORC), the Grants.gov credential provider (http://apply.grants.gov/OrcRegister).
Registers with Grants.gov by creating a registration profile, using the user name and password received from ORC (https://apply.grants.gov/IndGGRegister).
Grants.gov sends an email to the E-Business POC and copies the AOR.

The E-Business POC:

On receipt of the email, authorizes the AOR, by using the DUNS number and M-PIN to log in at this Grants.gov link: (https://apply.grants.gov/apply/AorMgrGetID).
Grants.gov confirms approval by sending an email to the AOR.

Help

Grants.gov Contact Center
Toll-free: 1-800-518-4726
Hours: Mon-Fri, 7 a.m. to 9 p.m. Eastern Standard Time
Email: support@grants.gov

Related Links

Get Registered (Grants.gov website)

Data Universal Number System (DUNS)

Purpose

A DUNS number is a unique nine-character number that identifies an organization and is required by the federal government to track how federal grant money is distributed. It is provided free of charge by the commercial company Dun & Bradstreet.

Form and Instructions

1. Click on the link below to request your DUNS number:
http://fedgov.dnb.com/webform/pages/CCRSearch.jsp

The website will first determine whether your organization already have a DUNS number. The screen will first prompt you to select the country where your company is physically located. Once you select the country, you will be prompted to enter the name of your company.

If you do not see your company listed, click on Request a New DUNS number.

Fill out the form to request the DUNS number and click on the Submit Your Request button at the bottom of the page.

2. You can also request the DUNS number over the phone.

Help

Call D&B at 1-866-705-5711 (this number may not work from abroad)
Email: govt@dnb.com

Related links

DUNS home page
http://fedgov.dnb.com/webform

Tips

The process to request a DUNS Number via phone takes about 10 minutes. Internet requests are fulfilled within 24 hours.
Once a DUNS Number has been issued, it will be available for use in CCR within 24 hours.
You must have a different nine-digit DUNS Number for each physical location or different address in your business or organization as well as each legal division that may be co-located. When entering your DUNS number, enter only the numbers; do not include dashes.
As a result of obtaining a DUNS number, you might be included on D&B’s marketing list that is sold to other companies [Dun and Bradstreet (D&B) is the commercial company that provides the DUNS number]. If you do not want your name or company name included on this marketing list, contact D&B at 1-866-705-5711 to request removal from the list.

Employer Identification Number (EIN)

Purpose

An Employer Identification Number (EIN) is a nine-digit number that IRS assigns in the following format: 12-3456789. The IRS uses the number to identify taxpayers who are required to file various business tax returns.

Form and Instructions

Form SS-4 (PDF - 109 KB), Application For Employer Identification Number.
Mail it to:
Attn: EIN Operation
Philadelphia, PA 19255
Or fax it to 1-215-516-1040
NIH does not require international organizations to obtain an EIN number for application submission. International organizations may use 44-4444444 for the Employer Identification field in the SF424 (R&R) Cover Component of the application package.

Help

You may also obtain an EIN by telephone 5 days a week, Monday through Friday from 7:00 a.m. to 10:00 p.m., by calling IRS at 1-800-829-4933.

Related links

Where to apply for an EIN
http://www.irs.gov/businesses/small/article/0,,id=97851,00.html
EIN webpage on IRS website
http://www.irs.gov/businesses/small/article/0,,id=98350,00.html
More information about the EIN on the IRS website
http://www.irs.gov/businesses/small/article/0,,id=102767,00.html
http://www.irs.gov/taxtopics/tc755.html
Understanding your EIN
Read Publication 1635, Understanding Your EIN (PDF - 267 KB).

Central Contractor Registration (CCR)

Purpose

Central Contractor Registration (CCR) is the primary registrant database for the U.S. Federal Government. CCR collects, validates, stores, and disseminates data in support of agency acquisition missions, including Federal agency contract and assistance awards.

Form and Instructions

Go to the CCR home page at http://www.ccr.gov.
Click on “Start New Registration.”
You must have a Data Universal Numbering System (DUNS) Number in order to begin the registration process.
Complete and submit the online registration.

Help

CCR Assistance Center
US Phone:1-888-227-2423
Hours of Operation are 9 a.m. to 5 p.m. Eastern Standard Time, Monday through Friday.
International Phone:1-269-961-5757
E-mail: dlis-support@dlis.dla.mil

Related links

CCR home page
http://www.bpn.gov/ccr/scripts/index.html

CCR Handbook
http://www.ccr.gov/Handbook.aspx

Tips

CCR registration needs to be renewed annually. If your CCR has expired, you will not be allowed to submit grant applications via Grants.gov! In addition to renewal notices from CCR, you can find out your CCR expiry date by following these steps:
1. On the CCR home page, click on Search (located in the blue bar on the masthead)
2. On the Search screen that pops up, enter your organization’s name in the Company Name field under Advanced Search and click the search button. Alternatively, you can also search by DUNS number or CAGE code.
3. Click on Detail under the header Info.
4. The screen will provide you with the current registration status of your CCR and the expiry date, along with other information.

Steps to update/renew an active registration can be found on the CCR website at: http://www.ccr.gov/Renew.aspx.

A few countries may have trouble accessing the CCR website. The applicant should contact the CCR Assistance Center (numbers listed above) directly if they find this to be the case. Please email the NIH Electronic Submission mailbox at NIHElectronicSubmiss@mail.nih.gov if you encounter this issue, so NIH can track the prevalence of this occurrence.

NATO Commercial and Governmental Entity (NCAGE) Code (required for foreign organizations only)

Purpose

Registrants located outside of the U.S. are required to include an NATO Commercial and Governmental Entity (NCAGE) Code on their CCR registration, or it will be considered incomplete. All countries outside of the U.S. need this number, not just NATO countries.
The Code is a five-character ID number used extensively within the federal government. It is used to support a variety of mechanized systems throughout the government and provides for a standardized method of identifying a given facility at a specific location (from CCR Handbook)

Form and Instructions

The form and instructions can be found at http://www.dlis.dla.mil/Forms/Form_AC135.asp
Additional instructions for completing the form can be found at http://www.dlis.dla.mil/Forms/form_ac135instr.asp
In Block 2 of the form, select the country where your organization is located from a drop-down list. This list currently includes 30 countries; if your country does not appear on the list, choose ‘other.’
Submit the form via the Internet by clicking the ‘Send Request/Envoyez Demande’ button at the bottom of the form.
Once you click on the “Send Request” button, the form is automatically sent for processing to the country you selected in block 2. If you selected ‘Other’ for country, these requests will be processed by the NATO Maintenance and Supply Agency (NAMSA) in Luxembourg.
If you cannot submit this form by Internet, you can obtain an NCAGE by contacting the National Codification Bureau of the country where your organization is located. For a list of addresses, go to http://www.dlis.dla.mil/nato_poc.asp.

Help

For help from within the U.S., call 1-888-227-2423
For help from outside the U.S., call 1-269-961-7766
Email NCAGE@dlis.dla.mil for any problems in getting an NCAGE code

Tips

Prior to registering in CCR, insure that your newly assigned NCAGE is listed on the Business Identification Number Cross- Reference System (BINCS) at www.bpn.gov/bincs. If the assigned NCAGE is not listed in BINCS call 269-961-4623 or send a message to NCAGE@dlis.dla.mil.
Note to U.S. submitters: Organizations with an address containing APO, FPO, or AE do not need an NCAGE assigned by an Allied Nation and should not fill out this form. Instead, register in the Central Contractor Registration (CCR) system at www.ccr.gov and you will receive a U.S. CAGE Code.
CAGE codes for U.S. territories like Guam, Puerto Rico, and the Virgin Islands will be assigned by the U.S by registering in CCR.