HRSA's Electronic Submission User Guide
1.1 Document Purpose and Scope
Applicants submitting new, competing
continuation and most noncompeting continuation
applications are required to submit electronically
through Grants.gov. All applicants must
submit in this manner unless the applicant
is granted a written exemption by the
Director of HRSA’s Division of Grants
Policy.
The purpose of this document is to provide
detailed instructions to help applicants
and grantees submit applications electronically
to HRSA through Grants.gov. The document
is intended to be the comprehensive source
of information related to the grant submission
processes and will be updated periodically.
This document is not meant to replace
program guidance documents for funding
announcements.
NOTE: In order
to view, complete and submit an application
package, you will need to download
both PureEdge Viewer and the compatible
version of Adobe Reader software.
Formerly, Grants.gov supported only
PureEdge Viewer. Grants.gov is currently
phasing out PureEdge Viewer, replacing
it with Adobe Reader. Applicants should
continue using PureEdge to submit
application packages published in
that format. Going forward, however,
Grants.gov will support only Adobe
Reader. All new packages will be published
only in the Adobe Reader format. Therefore,
all applicants must use the Adobe
Reader version 8.1.1 or later to successfully
submit an application |
1.2.
Document Organization and Version
Control
This document contains 6 sections apart
from the Introduction. Following is the
summary:
|
Section
|
Description
|
2. |
Noncompeting
Continuation Application |
Provides
detailed instructions to existing
HRSA grantees for applying electronically
using Grants.gov for all noncompeting
announcements |
3. |
Competing
Application through Grants.gov Only
(w/o HRSA EHBs Verification)
|
Provides
streamlined instructions to applicant
organizations for electronic online
application using Grants.gov for
competing announcements that do
not require HRSA EHBs verification.
|
4. |
Competing
Application through Grants.gov and
HRSA EHB Input/Verification
(with HRSA EHBs Verification)
|
Provides
detailed instructions for applying
electronically using Grants.gov
and HRSA EHBs for competing announcements
that require the EHBs verification.
|
5. |
General
Instructions for Application Submission |
Provides
instructions and important policy
guidance on application format requirements
|
6. |
Customer
Support Information |
Provides
contact information to address technical
and programmatic questions |
7. |
Frequently
Asked Questions (FAQs) |
Provides
answers to frequently asked questions
by various categories |
This document is under version control.
Please visit HRSA's Grant page to retrieve the latest
published version.
2.
Noncompeting Continuation Application |
2.1 Process Overview
The
following is the process for submitting
a noncompeting continuation application
through Grants.gov:
-
HRSA will communicate the noncompeting
announcement number to the project director
(PD) and authorizing official (AO) listed
on the most recent Notice of Grant Award
(NGA) via email. The announcement number
will be required to search for the announcement/funding
opportunity when applying in Grants.gov.
-
Search for the announcement/funding
opportunity in Grants.gov
Apply for Grants.
-
Download the application package and
instructions from Grants.gov. The program
guidance is part of the instructions
that must be downloaded.
-
Save a local copy of the application
package on your computer or organization’s
shared drive and complete all the forms
based on the instructions provided in
the program guidance.
-
Submit the application package through
Grants.gov. (Requires registration)
-
Track the status of your submitted application
at Grants.gov until you receive an email
notification from Grants.gov that your
application has been received by HRSA.
-
HRSA Electronic Handbooks (EHBs) software
pulls the application information into
EHBs and validates the data against
HRSA’s business rules. HRSA sends
an email to the PD, AO, business official
(BO), and application point of contact
(POC) to review the application in the
HRSA EHBs for validation errors and
enter additional information, including
in some cases, performance measures,
necessary to process the noncompeting
continuation.
-
The PD logs into the HRSA EHBs to enter
all additional information necessary
to process the application. The PD must
also provide the AO submission rights
for the application.
-
AO verifies the application in HRSA
EHBs, fixes any remaining validation
errors, makes necessary corrections
and submits the application to HRSA.
(Requires registration in EHBs)
2.2 Grantee Organization Needs to Register
With Grants.gov (if not already registered)
Grants.gov
requires a one-time registration by the
applicant organization and annual updating.
This is a three step process and should
be completed by any organization wishing
to apply for a grant. If you do not complete
this registration process you will not
be able to submit an application. The
registration process will require some
time (anywhere from 5 business days to
a month). Therefore, applicants or those
considering applying at some point in
the future should register immediately.
Registration with Grants.gov provides
the individuals from the organization
the required credentials in order to submit
an application.
If
an applicant organization has already
completed Grants.gov registration for
HRSA or another Federal agency, skip to
section 2.3.
For
those applicant organizations still needing
to register with Grants.gov, registration
information can be found on the Grants.gov
Get Started website. To be able to
successfully register in Grants.gov, it
is necessary that you complete all of
the following required actions:
-
Obtain an organizational Data Universal
Number System (DUNS) number
-
Register the organization with Central
Contractor Registry (CCR)
-
Identify the organization’s E-Business
POC (Point of Contact)
-
Confirm the organization’s CCR
“Marketing Partner ID Number (M-PIN)”
password
-
Register an Authorized Organization
Representative (AOR)
-
Obtain a username and password from
the Grants.gov Credential Provider
-
Register the username and password
with Grants.gov
-
Get authorized as an AOR by your
organization
In
addition, allow for extra time if an applicant
does not have a Taxpayer Identification
Number (TIN) or Employer Identification
Number (EIN). The CCR also validates the
EIN against Internal Revenue Service records,
a step that will take an additional one
to five business days.
Please
direct questions regarding Grants.gov
registration to the Grants.gov Contact
Center at Tel.: 1-800-518-4726. Contact
Center hours of operation are Monday-Friday
from 7:00 a.m. to 9:00 p.m. Eastern Time,
excluding Federal holidays.
NOTE:
It is recommended that this registration
process be completed at least two
weeks prior to the submittal date
of your organization’s first
Grants.gov submission. |
2.3 Project Director and Authorizing
Official Register with HRSA EHBs (if not
already registered
In
order to access your noncompeting continuation
application in HRSA EHBs, existing grantee
organizations must register within the
EHBs. The purpose of the registration
process is to collect consistent information
from all users, avoid collection of redundant
information and allow for the unique identification
of each system user. Note that registration
within HRSA EHBs is required only once
for each user. Note that
HRSA EHBs now allow the user to use his/her
single username and associate it with
more than one organization.
Registration
within HRSA EHBs is a two-step process.
In the first step, individual users from
an organization who participate in the
grants process such as applying for noncompeting
continuations must create individual
system accounts. In the second step, the
users must associate themselves with the
appropriate grantee organization. To
find your organization record use the
10-digit grant number from the Notice
of Grant Award (NGA) belonging to your
grant. Note that since all existing
grantee organization records already exist
within EHBs, there is no need to create
a new one.
To
complete the registration quickly and
efficiently we recommend that you have
the following information handy:
-
Identify your role in the grants management
process. HRSA EHBs offer the following
three functional roles for individuals
from applicant/grantee organizations:
• Authorizing Official (AO),
• Business Official (BO), and
Other Employee (for project directors,
assistant staff, AO designees and
others).
For more information on functional
responsibilities refer to the HRSA
EHBs online help.
-
Ensure you have the 10-digit grant
number from the latest NGA belonging
to your grant (Box 4b on NGA). You
must use the grant number to find
your organization during registration.
All individuals from the organization
working on the grant must use the
same grant number to ensure correct
registration.
In
order to access the noncompeting application,
the project director and other participants
have to register the specific grant and
add it to their respective portfolios.
This step is required to ensure that only
the authorized individuals from the organization
have access to grant data. Project
directors will need the last released
NGA in order to complete this additional
step. Again, note that this is
a one-time requirement.
The
project director must give the necessary
privileges to the AO and other individuals
who will assist in the noncompeting continuation
application submission using the administer
feature in the grant handbook. The project
director should also delegate the “Administer
Grant Users” privilege to the AO.
Once
you have access to your grant handbook,
use the “Noncompeting Continuations”
link under the deliverables section to
access your noncompeting application.
Note
that registration with HRSA EHBs is independent
of Grants.gov registration.
For
assistance in registering with HRSA EHBs,
call the HRSA Call center at 877-Go4-HRSA
(877-464-4772) (TTY for hearing impaired 1-877-897-9910), between 9:00 am to 5:30
pm ET or email callcenter@hrsa.gov.
NOTE:
You must use your 10-digit grant number
(box 4b from NGA) to identify your
organization. |
2.4 Apply through Grants.gov
2.4.1 Find Funding Opportunity
Search for the announcement in Grants.gov
Apply.
Enter the announcement number communicated
to you in the field Funding Opportunity
Number. (Example announcement number:
5-S45-06-001)
NOTE:
Noncompeting
announcements are not available in
Grants.gov FIND! |
2.4.2 Download Application Package
Download
the application package and instructions.
Application packages are posted in either
PureEdge or Adobe Reader format. Note:
ALL Application packages posted after
September 24, 2008 may be posted in Adobe
Reader. To ensure that you can view the
application package and instructions,
you should download and install the following
applications:
2.4.3 Complete Application
Complete the application using both the
built-in instructions and the instructions
provided in the program guidance. Ensure
that you save a copy of the application
on your local computer.
NOTE:
Ensure
that you provide your 10-digit grant
number (box 4b from NGA) in the Federal
Award Identifier field (box 5b in
SF424 or box 4 in SF424 R&R) |
For
more information on using PureEdge Viewer,
please refer to Section 7.1.2.1 below.
Note: Opportunities posted after September
24, 2008 are posted in Adobe Reader.
Please
direct questions regarding PureEdge to
Grants.gov. Contact the Grants.gov Contact
Center at Tel.: 1-800-518-4726. Contact
Center hours of operation are Monday-Friday
from 7:00 a.m. to 9:00 p.m. Eastern Time,
excluding Federal holidays.
For
more information on using Adobe Reader,
please refer to Section 7.1.2.2. below.
For
assistance with program guidance related
questions, please contact the program
contact listed on the program guidance.
NOTE:You
can complete the application offline
– you do not have to be connected
to the Internet. |
2.4.4 Submit Application
The application package will be ready
for submission when you have downloaded
the application package, completed all
required forms, attached all required
documents, and saved a copy of the completed
application on your local computer.
-
In PureEdge, click on the "Submit"
button when you have done all of the
above and are ready to send your completed
application to Grants.gov.
-
In Adobe Reader 8.1.2, click on the
"Save and Submit" button when
you have done all of the above and are
ready to send your completed application
to Grants.gov.
Review
the provided application summary to confirm
that the application will be submitted
to the program you wish to apply for.
To submit, you will be asked to Log into
Grants.gov. Once you have logged in, your
application package will automatically
be uploaded to Grants.gov. A confirmation
screen will appear once the upload is
complete. Note that a Grants.gov Tracking
number will be provided on this screen.
Please record this number so that you
may refer to it for all subsequent help.
Please
direct questions regarding application
submission to the Grants.gov Contact Center
at Tel.: 1-800-518-4726. Contact Center
hours of operation are Monday-Friday from
7:00 a.m. to 9:00 p.m. Eastern Time, excluding
Federal holidays.
NOTE:
You
must be connected to the Internet
and must have a Grants.gov username
and password to submit the application
package. |
2.4.5 Verify Status of Application in
Grants.gov
Once Grants.gov has received your submission,
Grants.gov will send email messages to
the PD, AO, and the POC listed in the
application advising of the progress of
the application through the system. Over
the next 24 to 48 hours, you should receive
two emails. The first will confirm receipt
of your application by the Grants.gov
system (“Received”), and the
second will indicate that the application
has either been successfully validated
(“Validated”) by the system
prior to transmission to the grantor agency
or has been rejected due to errors (“Rejected
with Errors”).
If
your application has been rejected because
of errors, you must correct the application
and resubmit it to Grants.gov. If you
are unable to resubmit because the opportunity
has since closed, contact the
HRSA Call Center at 877-Go4-HRSA
(877-464-4772) (TTY for hearing impaired 1-877-897-9910)
between 9:00 am to 5:30
pm ET or email callcenter@hrsa.gov.
You may be asked to provide a copy of
the “Rejected with Errors”
notification you received from Grants.gov.
You
can check the status of your application(s)
anytime after submission by logging into
Grants.gov and clicking on the 'Check
Application Status' link on the left side
of the page.
If
there are no errors, the application will
be downloaded by HRSA. On successful download
at HRSA, the status of the application
will change to “Received by Agency”
and the contacts listed in the application
will receive an additional email from
Grants.gov. Subsequently within two to
three business days the status will change
to “Agency Tracking Number Assigned”
and the contacts listed in the application
will receive yet another email from Grants.gov.
NOTE:
It
is recommended that you check the
status of your application in Grants.gov
until the status is changed to “Agency
Tracking Number Assigned”. |
2.5 Verify in HRSA Electronic Handbooks
For assistance in registering with or
using HRSA EHBs, call 877-GO4-HRSA (877-464-4772) (TTY for hearing impaired 1-877-897-9910)
between 9:00 am to 5:30 pm ET or email
callcenter@hrsa.gov.
NOTE:The
Project Director for the grant must
be registered in HRSA EHBs and have
added the grant to the grants portfolio
for which the noncompeting application
is being submitted for further actions. |
2.5.1 Verify Status of Application
Once the application is received by HRSA,
it will be processed to ensure that the
application is submitted for the correct
funding announcement, with the correct
grant number and grantee organization.
Upon this processing, which is expected
to take up to two to three business days,
HRSA will assign a unique tracking number
to your application. This tracking number
will be posted to Grants.gov and the status
of your application will be changed to
“Agency Tracking Number Assigned”;
you will receive yet another email from
Grants.gov. Note the HRSA tracking number
and use it for all correspondence with
HRSA. At this point, the application is
ready for review and submission in HRSA
EHBs.
HRSA
will send an email to the PD, AO, POC
for the application, and the BO –
all listed on the submitted application,
to confirm the application was successfully
received. The email will also be sent
to the PD listed on the most recent NGA,
if different than the PD listed on the
application. Because email is not always
reliable, please check the HRSA EHBs or
Grants.gov to see if the application is
available for review in HRSA EHBs.
NOTE:
Because email may be unreliable, check
HRSA EHBs within two to three business
days from submission within Grants.gov
for availability of your application. |
2.5.2
Manage Access to the Application
You must be registered in HRSA EHBs to
access the application. To ensure that
only the right individuals from the organization
get access to the application, you must
follow the process described earlier.
The
PD, using the Administer Users feature
in the grant handbook, must give the necessary
privileges to the AO and other individuals
who will assist in the submission of the
noncompeting continuation application.
Project directors must also delegate the
“Administer Grant Users” privilege
to the AO so that future administration
can be managed by the AO.
Once
you have access to your grant handbook,
use the “Noncompeting Continuations”
link under the deliverables section to
access your noncompeting application.
2.5.3
Check Validation Errors
HRSA EHBs will apply HRSA’s business
rules to the application received through
Grants.gov. All validation errors are
recorded and displayed to the applicant.
To view the validation errors use the
‘Grants.gov Data Validation Comments’
link on the application status page in
HRSA EHBs.
2.5.4
Fix Errors and Complete Application
Applicants must review the errors in HRSA
EHBs and make necessary changes. Applicants
must also complete the detailed budget
and other required forms in HRSA EHBs
and assign an AO who must be a registered
user in the HRSA EHBs. HRSA EHBs will
show the status of each form in the application
package and the status of all forms must
be “Complete” in the summary
page before the HRSA EHBs will allow the
application to be submitted.
2.5.5
Submit Application
To submit an application, you must have
the ‘Submit Noncompeting Continuation’
privilege. This privilege must be given
by the project director to the AO or a
designee. Once all forms are complete,
the application can be submitted to HRSA.
NOTE:
You will have two weeks from the date
the application was due in Grants.gov
for submission of the remaining information
in HRSA EHBs. The new due date will
be listed in HRSA EHBs. |
3.
Competing Application (Entire Submission
Through Grants.gov- No verification
required within HRSA EHBs) |
3.1
Process Overview
NOTE:Use
the program guidance to determine
if verification in HRSA EHBs is required.
If verification is required, you should
refer to Section 4. If verification
is not required, continue reading
this section.
|
Following
is the process for submitting a competing
application through Grants.gov:
-
HRSA will post all competing announcements
on Grants.gov
FIND. Announcements are typically
posted at the beginning of the fiscal
year when HRSA releases its annual Preview,
although program guidances are generally
not available until later. For more
information visit HRSA.gov
Grants.
-
When program guidance is available,
search for the announcement in Grants.gov
Apply .
-
Download the application package and
instructions from Grants.gov. The program
guidance is also part of the instructions
that must be downloaded.
-
Save a local copy of the application
package on your computer and complete
all the forms based on the instructions
provided in the program guidance.
-
Submit the application package through
Grants.gov. (Requires registration)
-
Track the status of your submitted application
at Grants.gov until you receive a notification
from Grants.gov that your application
has been received by HRSA.
3.2
Grantee Organization Needs to Register
With Grants.gov (if not already registered)
Grants.gov requires a one-time registration
by the applicant organization and annual
updating. This is a three step process
and should be completed by any organization
wishing to apply for a grant. If you do
not complete this registration process
you will not be able to submit an application.
The registration process will require
some time (anywhere from 5 business days
to a month). Therefore, applicants or
those considering applying at some point
in the future should register immediately.
Registration with Grants.gov provides
the individuals from the organization
the required credentials in order to submit
an application.
If
an applicant organization has already
completed Grants.gov registration for
HRSA or another Federal agency, should
skip to section 3.3. below.
For
those applicant organizations still needing
to register with Grants.gov, registration
information can be found on the Grants.gov
Get Started website. To be able to
successfully register in Grants.gov, it
is necessary that you complete all of
the following required actions:
-
Obtain an organizational Data Universal
Number System (DUNS) number
-
Register the organization with Central
Contractor Registry (CCR)
-
Identify the organization’s E-Business
POC (Point of Contact)
-
Confirm the organization’s CCR
“Marketing Partner ID Number (M-PIN)”
password
-
Register an Authorized Organization
Representative (AOR)
-
Obtain a username and password from
the Grants.gov Credential Provider
-
Register the username and password
with Grants.gov
-
Get authorized as an AOR by your
organization
In
addition, allow for extra time if an applicant
does not have a Taxpayer Identification
Number (TIN) or Employer Identification
Number (EIN). The CCR also validates the
EIN against Internal Revenue Service records,
a step that will take an additional one
to five business days.
Please
direct questions regarding Grants.gov
registration to the Grants.gov Contact
Center at Tel.: 1-800-518-4726. Contact
Center hours of operation are Monday-Friday
from 7:00 a.m. to 9:00 p.m. Eastern Time,
excluding Federal holidays.
NOTE:It
is recommended that this registration
process be completed at least two
weeks prior to the submittal date
of your organization’s first
Grants.gov submission. |
3.3
Apply through Grants.gov
3.3.1
Find Funding Opportunity
Search
for announcements in Grants.gov
FIND and select the announcement that
you wish to apply for. Refer to the program
guidance for eligibility criteria.
Please
visit http: HRSA.gov
Grants to read annual HRSA Preview.
NOTE:
All
competing announcements should be
available in Grants.gov FIND! When
program guidance is release, announcements
are made available in Grants.gov APPLY. |
3.3.2
Download Application Package
Download the application package and instructions.
Application packages are posted in either
PureEdge or Adobe Reader format. Note:
ALL Application packages posted after
September 24, 2008 may be posted in Adobe
Reader. To ensure that you can view the
application package and instructions,
you should download and install the following
applications:
3.3.3
Complete Application
Complete the application using both the
built-in instructions and the instructions
provided in the program guidance. Ensure
that you save a copy of the application
on your local computer.
NOTE:
If
you are applying for a competing continuation
or a supplemental grant, ensure that
you provide your 10-digit grant number
(box 4b from NGA) in the Federal Award
Identifier field (box 5b in SF424
or box 4 in SF424 R&R) |
For
more information on using PureEdge Viewer,
please refer to Section 7.1.2.1. below.
Note: Opportunities posted after September
24, 2008 are posted in Adobe Reader.
Please
direct questions regarding PureEdge to
Grants.gov. Contact the Grants.gov Contact
Center at Tel.: 1-800-518-4726. Contact
Center hours of operation are Monday-Friday
from 7:00 a.m. to 9:00 p.m. Eastern Time,
excluding Federal holidays.
For
more information on using Adobe Reader,
please refer to Section 7.1.2.2 below.
For
assistance with program guidance related
questions, please contact the program
contact listed on the program guidance.
NOTE:
You
can complete the application offline
– you do not have to be connected
to the Internet. |
3.3.4
Submit Application
The application package will be ready
for submission when you have downloaded
the application package, completed all
required forms, attached all required
documents, and saved a copy of the completed
application on your local computer.
-
In PureEdge, click on the "Submit"
button when you have done all of the
above and are ready to send your completed
application to Grants.gov.
-
In Adobe Reader 8.1.2, click on the
"Save and Submit" button when
you have done all of the above and are
ready to send your completed application
to Grants.gov.
Review
the provided application summary to confirm
that the application will be submitted
to the program you wish to apply for.
To submit, you will be asked to Log into
Grants.gov. Once you have logged in, your
application package will automatically
be uploaded to Grants.gov. A confirmation
screen will appear once the upload is
complete. Note that a Grants.gov Tracking
number will be provided on this screen.
Please record this number so that you
may refer to it for all subsequent help.
Please
direct questions regarding application
submission to the Grants.gov Contact Center
at Tel.: 1-800-518-4726. Contact Center
hours of operation are Monday-Friday from
7:00 a.m. to 9:00 p.m. Eastern Time, excluding
Federal holidays.
NOTE:
You
must be connected to the Internet
and must have a Grants.gov username
and password to submit the application
package.
|
3.3.5
Verify Status of Application in Grants.gov
Once
Grants.gov has received your submission,
Grants.gov will send email messages to
the PD, AO, and the POC listed in the
application, to advise you of the progress
of the application through the system.
Over the next 24 to 48 hours, you should
receive two emails. The first will confirm
receipt of your application by the Grants.gov
system (“Received”), and the
second will indicate that the application
has either been successfully validated
(“Validated”) by the system
prior to transmission to the grantor agency
or has been rejected due to errors (“Rejected
with Errors”).
In
case of any errors, you must correct the
application and resubmit it to Grants.gov.
If you are unable to resubmit because
the opportunity has since closed, contact
the Director of the Division of Grants
Policy via email at DGPWaivers@hrsa.gov
and thoroughly explain the situation;
include a copy of the “Rejected
with Errors” notification.
You
can check the status of your application(s)
anytime after submission by logging into
Grants.gov and clicking on the 'Check
Application Status' link on the left side
of the page.
If
there are no errors, the application will
be downloaded by HRSA. On successful download
at HRSA, the status of the application
will change to “Received by Agency”
and the contacts listed in the application
will receive an additional email from
Grants.gov.
Once
your application is received by HRSA,
it will be processed to ensure that the
application is submitted for the correct
funding announcement, with the correct
grant number (if applicable), and applicant/grantee
organization. Upon this processing, which
is expected to take up to two to three
business days, HRSA will assign a unique
tracking number to your application. This
tracking number will be posted to Grants.gov
and the status of your application will
be changed to “Agency Tracking Number
Assigned”; you will receive yet
another email from Grants.gov. Note the
HRSA tracking number and use it for all
correspondence with HRSA.
NOTE:
It
is recommended that you check the
status of your application in Grants.gov
until the status is changed to “Agency
Tracking Number Assigned”. |
4.
Competing Application (Submitted Using
Both Grants.gov and HRSA EHBs, verification
required within HRSA EHBs) |
4.1
Process Overview
NOTE:
You should review program guidance
to determine if verification in HRSA
EHBs is required. If verification
is NOT required, you should refer
to Section 3. If verification is required,
continue reading this section. |
Following is the process for submitting
a competitive application through Grants.gov
with verification required within HRSA
EHBs:
-
HRSA will post all competing announcements
on Grants.gov
FIND. Announcements are typically
posted at the beginning of the fiscal
year when HRSA releases its annual Preview,
although program guidances are generally
not available until later. For more
information visit HRSA.gov
Grants
-
When program guidance is available,
search for the announcement in Grants.gov
Apply.
-
Download the application package and
instructions from Grants.gov. The program
guidance is also part of the instructions
that must be downloaded. (Confirm from
the program guidance if verification
is required in HRSA EHBs. If it is not
required, you must refer to section
3 of this document.) Note the announcement
number as it will be required later
in the process.
-
Save a local copy of the application
package on your computer and complete
all the standard forms based on the
instructions provided in the program
guidance.
-
Submit the application package through
Grants.gov. (Requires registration)
Note the grants.gov tracking number
as it will be required later in the
process.
-
Track the status of your submitted application
at Grants.gov until you receive a notification
from Grants.gov that your application
has been received by HRSA.
-
HRSA Electronic Handbooks (EHBs) software
pulls the application information into
EHBs and validates the data against
HRSA’s business rules.
-
HRSA notifies the project director,
authorizing official (AO), business
official (BO) and application point
of contact (POC) by email to check HRSA
EHBs for results of HRSA validations
and enter supplemental information required
to process the competing application.
Note the HRSA EHBs tracking number
from the email.
-
The application in HRSA EHBs is validated
by a user from the applicant organization
by providing three independent data
elements (Announcement Number, Grants.gov
Tracking Number and HRSA EHBs Tracking
Number).
-
The AO verifies the pending application
in HRSA EHBs, fixes any validation errors,
and makes necessary corrections. Supplemental
forms are completed. AO submits the
application to HRSA.
4.2
Grantee Organization Needs to Register
With Grants.gov (if not already registered)
Grants.gov requires a one-time registration
by the applicant organization and annual
updating. This is a three step process
and should be completed by any organization
wishing to apply for a grant. If you do
not complete this registration process
you will not be able to submit an application.
The registration process will require
some time (anywhere from 5 business days
to a month). Therefore, applicants or
those considering applying at some point
in the future should register immediately.
Registration with Grants.gov provides
the individuals from the organization
the required credentials in order to submit
an application.
If
an applicant organization has already
completed Grants.gov registration for
HRSA or another Federal agency, should
skip to the next section.
For
those applicant organizations still needing
to register with Grants.gov, registration
information can be found on the Grants.gov
Get Started website. To be able to
successfully register in Grants.gov, it
is necessary that you complete all of
the following required actions:
- Obtain
an organizational Data Universal Number
System (DUNS) number
-
Register the organization with Central
Contractor Registry (CCR)
-
Identify the organization’s E-Business
POC (Point of Contact)
-
Confirm the organization’s CCR
“Marketing Partner ID Number (M-PIN)”
password
-
Register an Authorized Organization
Representative (AOR)
-
Obtain a username and password from
the Grants.gov Credential Provider
-
Register the username and password
with Grants.gov
-
Get authorized as an AOR by your
organization
In
addition, allow for extra time if an applicant
does not have a Taxpayer Identification
Number (TIN) or Employer Identification
Number (EIN). The CCR also validates the
EIN against Internal Revenue Service records,
a step that will take an additional one
to five business days.
Please
direct questions regarding Grants.gov
registration to the Grants.gov Contact
Center at Tel.: 1-800-518-4726. Contact
Center hours of operation are Monday-Friday
from 7:00 a.m. to 9:00 p.m. Eastern Time,
excluding Federal holidays.
NOTE:
It is recommended that this registration
process be completed at least two
weeks prior to the submittal date
of your organization’s first
Grants.gov submission. |
4.3
Register with HRSA EHBs (if not already
registered)
In order to access the competitive application
in HRSA EHBs, the AO (and other application
preparers) must register in HRSA EHBs.
The purpose of the registration process
is to collect consistent information from
all users, avoid collection of redundant
information and allow for the unique identification
of each system user. Note that registration
within HRSA EHBs is required only once
for each user. Note that HRSA EHBs now
allow the user to use his/her single username
and associate it with more than one organization.
Registration
within HRSA EHBs is a two-step process.
In the first step, individual users from
an organization who participate in the
grants process must create individual
system accounts. In the second step, the
users must associate themselves with the
appropriate grantee organization.
Once
the individual is registered, they are
given two options. One, they can search
for an existing organization using the
10-digit grant number from
the Notice of Grant Award (NGA).
Secondly, if the grant number is not known
or if the organization has never received
a grant from HRSA, they can search using
the HRSA EHBs Tracking Number.
Your organization’s record is created
in HRSA EHBs based on information entered
in Grants.gov.
To
complete the registration quickly and
efficiently we recommend that you identify
your role in the grants management process.
HRSA EHBs offer the following three functional
roles for individuals from applicant/grantee
organizations:
-
Authorizing Official (AO),
-
Business Official (BO), and
-
Other Employee (for project directors,
assistant staff, AO designees and others).
For more information on functional responsibilities
refer to the HRSA EHBs online help. Note
that registration with HRSA EHBs is independent
of Grants.gov registration.Note that once
the registration is completed, any one
user from the organization needs to go
through an additional step to get access
to the application in HRSA EHBs. This
is required to ensure that only the right
individuals have access to the competing
application. In this step, the first user
is challenged to enter the announcement
number, grants.gov tracking number and
the HRSA EHBs tracking number. Once the
individual has successfully provided this
information and received access to the
application, other users can be given
access through the ‘Peer Access’
feature within HRSA EHBs.
For
assistance in registering with HRSA EHBs,
call 877-GO4-HRSA (877-464-4772) (TTY for hearing impaired 1-877-897-9910)
between
9:00 am to 5:30 pm ET or email callcenter@hrsa.gov.
IMPORTANT:
You must use your HRSA EHBs Tracking
Number to identify your organization.
|
4.4
Apply through Grants.gov
4.4.1
Find Funding Opportunity
Search for announcements in Grants.gov
FIND and select the announcement that
you wish to apply for. Refer to the program
guidance for eligibility criteria.Please
visit HRSA.gov
Grants to read annual HRSA Preview.
NOTE:
All competing announcements should
be available in Grants.gov FIND! When
program guidance is release, announcements
are made available in Grants.gov APPLY. |
4.4.2
Download Application Package
Download the application package and instructions.
Application packages are posted in either
PureEdge or Adobe Reader format. Note:
ALL Application packages posted after
September 24, 2008 may be posted in Adobe
Reader. To ensure that you can view the
application package and instructions,
you should download and install the following
applications:
4.4.3
Complete Application
Complete the application using both the
built-in instructions and the instructions
provided in the program guidance. Ensure
that you save a copy of the application
on your local computer.
NOTE:
Ensure that you provide your 10-digit
grant number (box 4b from NGA) in
the Federal Award Identifier field
(box 5b in SF424 or box 4 in SF424
R&R) |
For
more information on using PureEdge Viewer,
please refer to Section 7.1.2.1. below.
Note: Opportunities posted after September
24, 2008 are posted in Adobe Reader.
Please
direct questions regarding PureEdge to
Grants.gov. Contact the Grants.gov Contact
Center at Tel.: 1-800-518-4726. Contact
Center hours of operation are Monday-Friday
from 7:00 a.m. to 9:00 p.m. Eastern Time,
excluding Federal holidays.
For
more information on using Adobe Reader,
please refer to Section 4.5.2. below.
For
assistance with program guidance related
questions, please contact the program
contact listed on the program guidance.
NOTE:
You can complete the application offline
– you do not have to be connected
to the Internet. |
4.4.4
Submit Application
The application package will be ready
for submission when you have downloaded
the application package, completed all
required forms, attached all required
documents, and saved a copy of the completed
application on your local computer.
-
In PureEdge, click on the "Submit"
button when you have done all of the
above and are ready to send your completed
application to Grants.gov.
-
In Adobe Reader 8.1.2, click on the
"Save and Submit" button when
you have done all of the above and are
ready to send your completed application
to Grants.gov.
Review
the provided application summary to confirm
that the application will be submitted
to the program you wish to apply for.
To submit, you will be asked to Log into
Grants.gov. Once you have logged in, your
application package will automatically
be uploaded to Grants.gov. A confirmation
screen will appear once the upload is
complete. Note that a Grants.gov Tracking
number will be provided on this screen.
Please record this number so that you
may refer to it for all subsequent help.
Please
direct questions regarding application
submission to the Grants.gov Contact Center
at Tel.: 1-800-518-4726. Contact Center
hours of operation are Monday-Friday from
7:00 a.m. to 9:00 p.m. Eastern Time, excluding
Federal holidays.
NOTE:
You must be connected to the Internet
and must have a Grants.gov username
and password to submit the application
package. |
4.4.5
Verify Status of Application
Once Grants.gov has received your submission,
Grants.gov will send email messages to
the PD, AO, and the POC listed in the
application to advise of the progress
of the application through the system.
Over the next 24 to 48 hours, you should
receive two emails. The first will confirm
receipt of your application by the Grants.gov
system (“Received”), and the
second will indicate that the application
has either been successfully validated
(“Validated”) by the system
prior to transmission to the grantor agency
or has been rejected due to errors (“Rejected
with Errors”).
If
your application has been rejected because
of errors, you must correct the application
and resubmit it to Grants.gov. If you
are unable to resubmit because the opportunity
has since closed, contact the
HRSA Call Center at 877-Go4-HRSA
(877-464-4772) (TTY for hearing impaired 1-877-897-9910)
between 9:00 am to 5:30
pm ET or email callcenter@hrsa.gov.
You may be asked to provide a copy of
the “Rejected with Errors”
notification you received from Grants.gov.
You
can check the status of your application(s)
anytime after submission by logging into
Grants.gov and clicking on the 'Check
Application Status' link on the left side
of the page.
If
there are no errors, the application will
be downloaded by HRSA. On successful download
at HRSA, the status of the application
will change to “Received by Agency”
and the contacts listed in the application
will receive an additional email from
Grants.gov. Subsequently within two to
three business days the status will change
to “Agency Tracking Number Assigned”
and the contacts listed in the application
will receive yet another email from Grants.gov.
NOTE:
It is recommended that you check the
status of your application in Grants.gov
until the status is changed to “Agency
Tracking Number Assigned”. |
4.5
Verify in HRSA Electronic Handbooks
For assistance in registering with or
using HRSA EHBs, call 877-GO4-HRSA (877-464-4772)
(TTY for hearing impaired 1-877-897-9910)
between 9:00 am to 5:30 pm ET or email
callcenter@hrsa.gov.
NOTE:
The authorizing official submitting
the application must be registered
in HRSA EHBs. |
4.5.1
Verify Status of Application
Once the application is received by HRSA,
it will be processed to ensure that the
application is submitted for the correct
funding announcement, with the correct
grant number and grantee organization.
Upon this processing, which is expected
to take up to two to three business days,
HRSA will assign a unique tracking number
to your application. This tracking number
will be posted to Grants.gov and the status
of your application will be changed to
“Agency Tracking Number Assigned”;
the contacts listed in the application
will receive yet another email from Grants.gov.
Note the HRSA tracking number and use
it for all correspondence with HRSA. At
this point, the application is ready for
review and submission in HRSA EHBs.
HRSA
will send an email to the PD, AO, POC
for the application, and the BO –
all listed on the submitted application,
to confirm the application was successfully
received. The email will also be sent
to the PD listed on the most recent NGA,
if different than the PD listed on the
application. Because email is not always
reliable, please check the HRSA EHBs or
Grants.gov to see if the application is
available for review in HRSA EHBs.
NOTE:
Because email may be unreliable, check
HRSA EHBs within two to three business
days from submission within Grants.gov
for availability of your application.
|
4.5.2
Validate Grants.gov Application in the
HRSA EHBs
The HRSA EHBs include a validation process
to ensure that only authorized individuals
from an organization are able to access
the organization’s competing applications.
The first user who seeks access to the
application needs to provide the following
information:
Data
Element |
Source |
Example |
Announcement
Number |
From
submitted Grants.gov application |
HRSA-04-061 or 04-016 |
Grants.gov
Tracking Number |
From
submitted Grants.gov application |
GRANT00059900 |
HRSA
EHBs
Application Tracking Number |
From
email notification sent to PD, AO,
BO, and POC listed on application. |
25328 |
Note that the source of each data element
is different and knowledge of the three
numbers together is considered sufficient
to provide that individual access to the
application.
To
validate the grants.gov application, log
in to the EHBs and click on the “View
Applications” link, then click on
the “Add Grants.Gov Application”
link (this is only visible for grant applications
that require supplemental forms).
At
this point you will be presented with
a form, which will require the numbers
specified in the table above in order
to validate your grants.gov application.
NOTE:
The first individual who completes
this step needs to use the ‘Peer
Access’ feature to share the
application with other individuals
from the organization. It is recommended
that the AO complete this step. |
4.5.3
Manage Access to Your Application
You must be registered in HRSA EHBs to
access applications. To ensure that only
the right individuals from the organization
get access to the application, you must
follow the process described earlier.
The
person who validated the application (see
section 4.5.2. above) must use the Peer
Access feature to share this application
with other individuals from the organization.
This is required if you wish to allow
multiple individuals to work on the application
in HRSA EHBs.
4.5.4
Check Validation Errors
HRSA EHBs will apply HRSA’s business
rules to the application received through
Grants.gov. All validation errors are
recorded and displayed to the applicant.
To view the validation errors use the
‘Grants.gov Data Validation Comments’
link on the application status page in
HRSA EHBs.
4.5.5
Fix Errors and Complete Application
Applicants must review the errors in HRSA
EHBs and make necessary changes. Applicants
must also complete the detailed budget
and other required forms in HRSA EHBs
and assign an AO who must be a registered
user in the HRSA EHBs. HRSA EHBs will
show the status of each form in the application
package and the status of all forms must
be “Complete” in the summary
page before the HRSA EHBs will allow the
application to be submitted.
4.5.6
Submit Application
The application can be submitted by the
AO assigned to the application within
HRSA EHBs. The application can also be
submitted by the designee of the AO. Once
all forms are complete, the application
must be submitted to HRSA by the due date
listed within the program guidance.
NOTE:
You must submit the application by
the due date listed within the program
guidance. Note that there are two
deadlines within the guidance –
one for submission within Grants.gov
and the other for submission within
HRSA EHBs. |
5.
General Instructions for Application
Submission |
NOTE:
It is mandatory to follow the instructions
provided in this section to ensure
that your application can be printed
efficiently and consistently for review.
NOTE: Failure to
follow the instructions may make your
application non-compliant. Non-compliant
applications will not be given any
consideration and the particular applicants
will be notified. |
5.1
Narrative Attachment Guidelines
NOTE:
The following guidelines are applicable
to both electronic and paper submissions
(when allowed) unless otherwise noted. |
5.1.1
Font
Please
use an easily readable serif typeface,
such as Times Roman, Courier, or CG Times.
The text and table portions of the application
must be submitted in not less than 12
point and 1.0 line spacing. Applications
not adhering to 12 point font requirements
may be returned. Do not use colored, oversized
or folded materials. For charts, graphs,
footnotes, and budget tables, applicants
may use a different pitch or size font,
not less than 10 pitch or size font. However,
it is vital that when scanned and/or reproduced,
the charts are still clear and readable.
Please
do not include organizational brochures
or other promotional materials, slides,
films, clips, etc.
5.1.2
Paper Size and Margins
For duplication and scanning purposes,
please ensure that the application can
be printed on 8 ½” x 11”
white paper. Margins must be at least
one (1) inch at the top, bottom, left
and right of the paper. Please left-align
text.
5.1.3 Names
Please include the name of the applicant
and 10-digit grant number (if competing
continuation, supplemental or noncompeting
continuation) on each page.
5.1.4 Section Headings
Please put all section headings flush
left in bold type.
5.1.5 Page Numbering
Electronic SubmissionsFor electronic submissions,
applicants only have to number the electronic
attachment pages sequentially, resetting
the numbering for each attachment, i.e.,
start at page 1 for each attachment.Do
not number the standard OMB approved form
pages. Paper Submissions (When allowed)Do
not number the standard OMB approved forms.
Please number each attachment page sequentially.
Reset the numbering for each attachment.
(Treat each attachment/document as a separate
section.)
5.1.6
Allowable Attachment or Document Types
Electronic
Submissions
The
following attachment types are supported
in HRSA EHBs. Even though grants.gov may
allow you to upload any type of attachment,
it is important to note that HRSA
only accepts the following types of attachments;
files with unrecognizable extensions may
not be accepted or may be corrupted, and
will not be considered as part of the
application:
.DOC
- Microsoft Word
.RTF - Rich Text Format
.TXT - Text
.WPD - Word Perfect Document
.PDF - Adobe Portable Document Format
.XLS - Microsoft Excel
5.2
Application Content Order (Table of Contents)
When applications were submitted in paper,
it was easy to direct the applicants to
prepare a table of contents and make it
as a part of the application. Applicants
did not have any problem in preparing
the package that included standard forms
as well as attachments. All the pages
were numbered sequentially. Preparation
instructions were given in the program
guidance. With the transition to electronic
application receipt, this process has
changed significantly. HRSA is using an
approach that will ensure that regardless
of the mode of submission (electronic
or paper when exemptions are granted);
all applications will look the same when
printed for objective review.
HRSA
uses two standard packages from Grants.gov.
-
SF 424 (otherwise known as 5161) –
For service delivery programs
-
SF 424 R&R – For research
and training programs (programs previously
using the 398 or the 6025 and 2590 application
packages)
For
each package HRSA has defined a standard
order of forms and that order is available
within the program guidance. The program
guidance may also provide applicants with
explicit instructions on where to upload
specific documents.
If
you are applying on paper (when allowed),
you must use the program guidance for
the order of the forms and all other applicable
guidelines.
5.3
Page Limit
HRSA prints your application for review
regardless of whether it is submitted
electronically or by paper (when allowed).
When your application is printed, the
narrative documents may not exceed 80
pages in length unless otherwise stated
in the program guidance. These narrative
documents include the abstract, project
and budget narratives, and any other attachments
such as letters of support required as
a part of the guidance. This 80 page limit
does not include the OMB approved forms.
Note that some program guidances may require
submission of OMB approved program specific
forms as attachments. These attachments
will not be included in the 80 page limit.
Applicants
must follow the instructions provided
in this section and ensure that they print
out all attachments on paper and count
the number of pages before submission.
NOTE:
Applications, whether submitted electronically
or on paper, that exceed the specified
limits will be deemed non-compliant.
Non-compliant competing applications
will not be given any consideration
and the particular applicants will
be notified. Non-compliant noncompeting
applications will have to be resubmitted
to comply with the page limits. |
6.
Customer Support Information |
6.1
Grants.gov Customer Support
Please direct ALL questions regarding
Grants.gov to Grants.gov Contact Center
at Tel.: 1-800-518-4726. Contact Center
hours of operation are Monday-Friday from
7:00 a.m. to 9:00 p.m. Eastern Time, excluding
Federal holidays.
Please
visit Grants.gov
website for additional material.
6.1.2
HRSA Call Center
For assistance with or using HRSA EHBs,
call 877-GO4-HRSA (877-464-4772) (TTY for hearing impaired 1-877-897-9910)
between
9:00 am to 5:30 pm ET or email callcenter@hrsa.gov.
Please
visit HRSA
EHBs for online help, click on ‘Help’
6.1.3
HRSA Program Support
For assistance with program guidance related
questions, please contact the program
contact listed on the program guidance.
Do not call the program contact for technical
questions related to either Grants.gov
or HRSA EHBs.
7.1
Software
7.1.1
What are the software requirements for
using Grants.gov?
Applicants will need to download Adobe
Reader and PureEdge viewer. Grants.gov
website provides the following information:
. Note: All applications posted after
September 24, 2008 may be posted in the
ADOBE format.
7.1.2
What are the differences between PureEdge
Viewer and Adobe Reader 8.1.2?
Key differences are summarized below.
7.1.2.1
PureEdge Viewer
The PureEdge Viewer screen is shown in
Figure 1 below.
The
PureEdge toolbar is shown in Figure 2
below.
Figure
2: The PureEdge Toolbar
The
PureEdge toolbar elements are described
as follows:
-
Submit – Click to submit the application
package to Grants.gov (not available
until all mandatory documents have been
completed and the application has been
saved).
-
Save – Click to save the application
package to your local computer.
-
Print – Click to print the application
package.
-
Check Package for Errors – Click
prior to submitting the application
package to ensure there are no errors.
Documents
that you must include in your application
package are listed under Mandatory Documents.
Refer to Figure 3 below.
Figure
3: Working with Mandatory Documents (PureEdge
Viewer)
-
Under Mandatory Documents, select the
document you want to work on.
-
Click on the “Open Form”
button.
-
When you have completed the document,
click on the “Move Form to Submission
List” button.
-
To view or edit documents that you have
already completed, select the document
under Mandatory Completed Documents
for Submission and click on the “Open
Form” button.
When
you open a document for viewing or editing,
the document occupies the entire PureEdge
screen. Refer to Figure 4 below.
Figure
4: An Open Form in PureEdge Viewer
The
toolbar buttons are always at the top
of the screen. Click on the “Close
Form” button to save and close the
form and return to the main screen.
Please
direct questions regarding PureEdge to
Grants.gov. Contact the Grants.gov Contact
Center at Tel.: 1-800-518-4726. Contact
Center hours of operation are Monday-Friday
from 7:00 a.m. to 9:00 p.m. Eastern Time,
excluding Federal holidays.
7.1.2.2
Adobe Reader
The Adobe Reader screen is shown in Figure
5 below.
Figure
5: Adobe Reader Screen
The
Adobe Reader toolbar is shown in Figure
6 below.
Figure
6: The Adobe Reader Toolbar
The
Adobe toolbar elements are described as
follows:
-
Submit – Click to submit the application
package to Grants.gov (not available
until all mandatory documents have been
completed and the application has been
saved).
-
Save – Click to save the application
package to your local computer.
-
Print – Click to print the application
package.
-
Check Package for Errors – Click
prior to submitting the application
package to ensure there are no errors.
Documents
that you must include in your application
package are listed under Mandatory Documents.
Refer to Figure 7 below.
Figure
7: Working with Mandatory Documents (Adobe
Reader)
- Under
Mandatory Documents, select the document
you want to work on.
-
Click on the “Move Form to Complete”
button.
-
Select the document under Mandatory
Documents for Submission and click on
the “Open Form” button.
When
you open a document for viewing or editing,
Adobe Reader opens the document at the
bottom of the main application page. Refer
to Figure 8 below.
Figure
8: An Open Form in Adobe Reader
Note
that the buttons are attached to the top
of the page and move with the page. Click
on the “Close Form” button
to save and close the form.
7.1.2.3
Special Note: Working with Earlier Versions
of Adobe Reader
It is strongly recommended that you remove
all earlier versions of Adobe Reader prior
to installing Adobe Reader Version 8.1.2.
Do this by using “Add or Remove
Programs” from Control Panel in
Windows.
If
it is necessary that you keep older versions
of Adobe Reader on your computer, you
should be aware that the program will
attempt (unsuccessfully) to open application
packages with the earlier, incompatible
version. Use the following workaround
to avoid this problem.
Figure
9: Downloading from Grants.gov
1. From the Grants.gov download page,
right-click on the Download Application
Package link and select Save Target
As… from the menu.
2.
Save the target on your local computer
(preferably to the Desktop) as an Adobe
Acrobat Document.
Figure
10: Selecting Open with Adobe Reader
3.
Right-click the icon.
4. Select Open With > Adobe Reader
8.1 from the menu.
7.1.3
Why can’t I download Adobe Reader
or PureEdge Viewer onto my machine?
Depending on your organization’s
computer network and security protocols
you may not have the necessary permissions
to download software onto your workstation.
Contact your IT department or system administrator
to download the software for you or give
you access to this function.
7.1.4
I have heard that Grants.gov is not Macintosh
compatible. What do I do if I use only
a Macintosh?
IBM has provided Special Edition Mac Viewers
for PPC and Intel that are now available
for download. You may wish to use this
software if you do not have access to
a Windows machine, Windows emulation software,
or the Citrix server. Please note that
limitations of this early release software
may include:
-
Occasional crashes and subsequent loss
of any unsaved data
-
Inability to run on Mac OS version prior
to 10.4.6
-
No current support for screen readers
for visually impaired users
-
The viewer is installed at the root
level of the user account home directory.
(e.g. /Users/jsmith/). Do not move the
application folder to any other location
as it will not work.
Please consider these limitations and
warnings and also read the release notes
carefully before using this software.
The Intel and PPC-based viewers below
were developed by IBM as a permanent solution
to the Mac Security Upgrade and this replaces
the temporary fix that IBM had previously
provided. We will provide additional information
on commercial releases of this product
as they become available.
For
details, go to Grants.gov
website.
7.1.5
What are the software requirements for
HRSA EHBs?
HRSA EHBs can be accessed over the Internet
using Internet Explorer (IE) v5.0 and
above and Netscape 4.72 and above. HRSA
EHBs are 508 compliant.
IE
6.0 and above is the recommended browser.
HRSA
EHBs use pop-up screens to allow users
to view or work on multiple screens. Ensure
that your browser settings allow for pop-ups.
In
addition, to view attachments such as
Word and PDF, you will need appropriate
viewers.
7.1.6
What are the system requirements for using
HRSA EHBs on a Macintosh computer?
Mac
users are requested to download the latest
version of Netscape for their OS version.
It is recommended that Safari v1.2.4 and
above or Netscape v7.2 and above be used.
Note
that Internet Explorer (IE) for Mac has
known issues with SSL and Microsoft is
no longer supporting IE for Mac. HRSA
EHBs do not work on IE for Mac.
In
addition, to view attachments such as
Word and PDF, you will need appropriate
viewers.
7.2
Application Receipt
7.2.1
What will be the receipt date--the date
the application is stamped as received
by Grants.gov or the date the data is
received by HRSA?
Competing
Submissions:
The submission/receipt date will be the
date the application is received by Grants.gov.
For
applications that require verification
in HRSA EHBs (refer to program guidance),
the submission/receipt date will be the
date the application is submitted in HRSA
EHBs.
Noncompeting
Submissions:
The submission/receipt date will be the
date the application is submitted in HRSA
EHBs.
7.2.2
When do I need to submit my application?
Competing
Submissions:
Applications must be submitted to Grants.gov
by 8 PM ET on the due date.
For
applications that require verification
in HRSA EHBs (refer to program guidance),
verification must be completed and applications
submitted in HRSA EHBs by 5:00 PM ET on
the due date mentioned in the guidance.
This supplemental due date is different
from the Grants.gov due date.
Noncompeting
Submissions:
Applications must be submitted to Grants.gov
by 8 PM ET on the due date.
Applications must be verified and submitted
in HRSA EHBs by 5:00 PM ET on the due
date. (2 weeks after the due date in Grants.gov)
Refer to the program guidance for specific
dates.
7.2.3
What emails can I expect once I submit
my application? Is email reliable?
Competing
Submissions:
When you submit your competing application
in Grants.gov, it is first received and
validated by Grants.gov. Typically, this
takes a few hours but it may take up to
48 hours during peak volumes. You should
receive two emails from Grants.gov.
The
first will confirm receipt of your application
by the Grants.gov system (“Received”),
and the second will indicate that the
application has either been successfully
validated (“Validated”) by
the system prior to transmission to the
grantor agency or has been rejected due
to errors (“Rejected with Errors”).
Subsequently,
the application will be downloaded by
HRSA. This happens within minutes of when
your application is successfully validated
by Grants.gov and made available for HRSA
to download. On successful download at
HRSA, the status of the application will
change to “Received by Agency”
and you will receive another email from
Grants.gov.
After
this, HRSA processes the application to
ensure that it is submitted for the correct
funding announcement, with the correct
grant number (if applicable) and grantee/applicant
organization. This may take up to 3 business
days. Upon this processing HRSA will assign
a unique tracking number to your application.
This tracking number will be posted to
Grants.gov and the status of your application
will be changed to “Agency Tracking
Number Assigned”; you will receive
yet another email from Grants.gov.
For
applications that require verification
in HRSA EHBs, you will also receive an
email from HRSA confirming the successful
receipt of your application and asking
the PD and AO to review and resubmit the
application in HRSA EHBs.
Because
email is not reliable, you must check
the respective systems if you do not receive
any emails within the specified timeframes.
Noncompeting
Submissions:
When
you submit your noncompeting application
in Grants.gov, it is first received and
validated by Grants.gov. Typically, this
takes a few hours but it may take up to
48 hours during peak volumes. You should
receive two emails from Grants.gov.
Subsequently,
the application will be downloaded by
HRSA. This happens within minutes of when
your application is successfully validated
by Grants.gov and made available for HRSA
to download. On successful download at
HRSA, the status of the application will
change to “Received by Agency”
and you will receive another email from
Grants.gov.
After
this, HRSA processes the application to
ensure that it is submitted for the correct
funding announcement, with the correct
grant number and grantee organization.
This may take up to 3 business days. Upon
this processing HRSA will assign a unique
tracking number to your application. This
tracking number will be posted to Grants.gov
and the status of your application will
be changed to “Agency Tracking Number
Assigned”; you will receive yet
another email from Grants.gov.
You
will also receive an email from HRSA confirming
the successful receipt of your application
and asking the PD and AO to review and
resubmit the application in HRSA EHBs.
Because
email is not reliable, you must check
the respective systems if you do not receive
any emails within the specified timeframes.
NOTE:
Refer to FAQ 7.2.5 below. For more
information refer to sections 2.4
and 2.5 in this guide. |
7.2.4
If a resubmission is required because
of Grants.gov system problems, will these
be considered "late"?
Competing
Submissions:
No. But you must contact the Director
of the Division of Grants Policy via email
at DGPWaivers@hrsa.gov and thoroughly
explain the situation. Include a copy
of the “Rejected with Errors”
notification you received from Grants.gov.
Noncompeting
Submissions:
No. But you must contact the HRSA Call
Center at 877-GO4-HRSA (877-464-4772) (TTY for hearing impaired 1-877-897-9910)
between 9:00 am to 5:30 pm ET or email
callcenter@hrsa.gov.
You may be asked to provide a copy of
the “Rejected with Errors”
notification you received from Grants.gov.
7.2.5
Can you summarize the emails received
from Grants.gov and HRSA EHBs? Who all
receive the emails?
Noncompeting Continuation |
|
Within 48 hours
|
Grants.gov |
AOR |
“Submission
Validation Receipt”
OR
“Rejected with Errors” |
Within 48 hours |
Grants.gov |
AOR |
“Grantor
Agency Retrieval Receipt” |
Within hours of second email |
Grants.gov |
AOR |
“Agency
Tracking Number Assignment” |
Within 3 business days |
Grants.gov |
AOR |
“Application Ready for Verification”
|
Within 3 business days |
HRSA |
AO, BO, SPOC, PD |
Competing Application (without verification
in HRSA EHBs) |
“Submission Receipt”
|
Within 48 hours
|
Grants.gov |
AOR |
“Submission
Validation Receipt” OR
“Rejected with Errors” |
Within 48 hours |
Grants.gov |
AOR |
“Grantor Agency Retrieval Receipt”
|
Within hours of second email |
Grants.gov |
AOR |
“Agency
Tracking Number Assignment” |
Within 3 business days |
Grants.gov |
AOR |
Competing Application (with verification
in HRSA EHBs) |
“Submission Receipt”
|
Within 48 hours
|
Grants.gov |
AOR |
“Submission
Validation Receipt”
OR
“Rejected with Errors” |
Within 48 hours |
Grants.gov |
AOR |
“Grantor Agency Retrieval Receipt”
|
Within hours of second email |
Grants.gov |
AOR |
“Agency Tracking Number Assignment”
|
Within 3 business days |
Grants.gov |
AOR |
“Application Ready for Verification”
|
Within 3 business days |
HRSA |
AOR |
7.3
Application Submission
7.3.1
How can I make sure that my electronic
application is presented in the right
order for objective review?
Follow the instructions provided in section
5 to ensure that your application is presented
in the right order and is compliant with
all the requirements.
7.4
Grants.gov
For a list of frequently asked questions
and answers go to Grants.gov
Frequently Asked Questions
|