Signing Up to Apply Electronically

Questions and Answers Table of Contents

What registrations must be in place for electronic application?

The first steps for electronic application are a series of registrations. Most are one time only (rather than annual). See the Grants.gov Registration Instructions for Domestic and Foreign Organizations.

Roles differ in different types of organizations:

• If you are an investigator in an institution with staff who sign off for grants, e.g., in a grants business office:
  • You need an account only in the eRA Commons not Grants.gov.
  • Your organization has delegated authority to staff for Grants.gov and the Commons. Different people may perform Grants.gov and Commons functions. You will interact with them when you apply.
• If your institution doesn't have staff who sign off for grants, you will be filling multiple roles:
  • You register with both the Commons and Grants.gov.
  • Follow the steps at Plan Ahead for Electronic Application.

How does an organization register with Grants.gov?

Registration is complex. Follow the instructions at Plan Ahead for Electronic Application and Grants.gov Registration Instructions for Domestic and Foreign Organizations.

How do a PI and organization register with the Commons?

Both organizations and investigators must have eRA Commons accounts.

• Organizations. Organizational signing officials should see if the organization is already on the List of Commons Registered Organizations. If it's not, go to Online Registration for instructions.
• PIs. You need to be affiliated with a registered organization.
  • If you don't have a Commons account, ask your signing official to create one for you. For details, see Grantee Registration Steps for Commons.
  • If you already have a Commons account for internet-assisted review, ask your signing official to upgrade you to a full account.
  • Start registering at least four weeks before the receipt date -- see NIAID R01 Application to Award Timeline.

After those accounts are set up, you have the option of designating another Commons-registered person in an an assistant role who can see your application's status. Read how in the "Other eRA Commons Changes" section at the bottom of the May 1, 2007, Guide notice.

If I am affiliated with more than one institution, do I need separate PI accounts in the Commons?

No. As a PI, you need only one account, which stays with you no matter where you go. If you move to another institution, a business official there can affiliate your account with that institution. Since your account is personal, you must keep it up to date.

When you log in to the Commons, the system will retrieve information about all your applications regardless of institution.

You would need two accounts only if your organization asks you to serve as both the signing official and a PI.

See Plan Ahead for Electronic Application and visit Electronic Submission for more information.

Do foreign institutions go through the Grants.gov, eRA Commons, CCR, and DUNS steps?

Yes. Foreign institutions go through all the same steps. See definitions for DUNS and CCR as well as eRA Commons and Grants.gov.

How long do the registrations take?

Allow at least four weeks before the submission date for the whole process -- see NIAID R01 Application to Award Timeline.

If you started eRA Commons registration at least two weeks before the submission date, NIH will not penalize for you an NIH-caused delay.

If that happens, follow procedures for late submissions -- see Corrected or Late Electronic Applications questions and answers. State the reason the application is late in the cover letter component.

How do I know if my organization is registered with Grants.gov?

On the Grants.gov For Applicants page, your authorized organizational representative (AOR) for Grants.gov can check if your organization is registered to apply for grants. AORs can also check the status of applications and manage profiles there.

How do I know if I am registered with the Commons?

For PIs, after your Commons signing official creates an account for you, the Commons will email you to verify your profile and send you login information. If you are still unsure, email tech support at commons@od.nih.gov.

To see if your organization has a DUNS number or if your DUNS number matches the one in Commons, go to List of Grantee Organizations Registered in eRA Commons.

Can my organization use an existing DUNS number?

Yes, but only if the DUNS number is used for grant applications. Most applicant organizations have one. See the List of Grantee Organizations Registered in eRA Commons.

As an NIH reviewer, can I use my own DUNS and CCR registrations?

No. You must use your organization's DUNS and CCR data.

Do I need to enter a DUNS number for a subaward organization?

Yes. You should enter the subaward's DUNS number in the DUNS field in the subaward/consortium budget component. Even though NIH does not check for the number yet, it is considered to be required. If the subaward organization does not have a DUNS number when you're applying, enter nine zeros in that field.

Do organizations with subawards (subcontracts) need to register with Commons or Grants.gov?

No.

Where can I find help for Grants.gov?

Contact the Grants.gov Contact Center.

Where can I find help for eRA Commons?

Contact the eRA Commons Help Desk.

Where can I find more questions and answers about grant applications?

See General Info and Planning for Electronic Applications and Funding Opportunity Announcements for the next sets of questions and answers on electronic grant applications. Also go to Applying for a Grant, Writing a Great Grant Application, and other Application questions and answers.

What if my question wasn't answered here, or I'd like to suggest a question?

Email deaweb@niaid.nih.gov with the title of this page or its URL and your question or comment. We answer questions by email and post them here. Thanks for helping us clarify and expand our knowledge base.