- How can a PI or a
Signing Official track their application?
In Grants.gov, the Authorized Organizational Representative can use their user name and log in to the system to track their grant application. The AOR also gets an email confirmation both when Grants.gov receives the application and when it passes to HHS/CDC. After the application is processed by eRA Commons, the PI or SO can log in to the eRA Commons and view the status of their application. eRA Commons sends email notifications to both the AOR/SO and PI at different stages of processing. Note: It is the applicants' responsibility to track their application through Grants.gov and HHS eRA Commons.
- I submitted my application to Grants.gov but
cannot see any status regarding the application within the eRA Commons.
If you cannot see the status of your application, it may be due to one of these two reasons:
The application did not contain a valid Project Director/Principal Investigator (PD/PI) eRA Commons user ID. This field is not marked as required on the government-wide form, but it is required by HHS/CDC.
Action: Check the 'Credential, e.g., agency login:' field in the 'Profile - Project Director/Principal Investigator' section of the Senior/Key Person Profile(s) component of your application to ensure a valid PD/PI eRA Commons user ID was included and entered in all capital letters. It is important to include the PD/PI user ID and not the Signing Official (SO) user ID in this field. You will need to submit the corrected application through Grants.gov in order to view application status in the eRA Commons.
Be sure to check the Changed/Corrected application box in the Type of Submission field of the SF 424 (R&R) cover component. Once that box is checked you will notice that Grants.gov will require data in the Federal Identifier field. If you are submitting a new project application (including corrected submissions for new applications) simply enter "N/A" in this field. For a continuation, revision, or renewal application, enter the assigned Federal Identifier number or award number (e.g., 1 R01 CA 123456-01).
HHS has not yet processed the application.
Action: If the AOR has not yet received an email notification from Grants.gov that the grantor agency has retrieved the application, the AOR should work with Grants.gov to check on application status. Otherwise, continue to periodically check the eRA Commons for application status. Although applications are typically processed in a matter of hours, Grants.gov and eRA Commons each may take up to two business days to process an application.
Will applicant organizations have a chance to take a look at the data once HHS/CDC has received it?
Yes. After HHS/CDC receives an error-free application package, it assembles the final application the way a reviewer would see it. The PI and SO have two full business days to view the application after which the submission process is complete and the application moves forward to HHS/CDC Receipt and Referral.
What kind of email notifications are sent to applicants by Grants.gov and by eRA Commons during the submission process?
For a detailed listing of the email notifications sent by both Grants.gov and eRA Commons, visit the Submit Application page, where you will find the Chart of Email Notifications.
I am an AOR/SO and I have received my email notification from Grants.gov but have not received any notifications from eRA Commons indicating the application has been processed. What do I do?
Since email can be unreliable, it is the applicant's responsibility to periodically check the eRA Commons for the status of these applications. If you do not receive any notifications from eRA Commons and do not see the application status in eRA Commons after two days, contact the eRA Commons Helpdesk.
When submitting a changed/corrected application, do we need to write a new cover letter? Do we also need to change the Federal Identifier field to the previous Grants.gov tracking number?
Any application submitted after the submission date (even if within the one-week correction window that HHS/CDC is allowing as we transition) must include a cover letter. The cover letter is not saved from one application submission attempt to the next, so the cover letter submitted with the final assembled application should include ALL the information that you want to convey to HHS/CDC. For electronic submissions, the cover letter is an attachment (in PDF format) to the PHS 398 Cover Letter File component found in the Optional Documents section of the application package.
When the changed/corrected application box is checked for a New application, the Federal Identifier field becomes mandatory. You can enter the previous Grants.gov tracking number or NA or N/A in the Federal Identifier field. For a continuation, revision, or renewal application, enter the assigned Federal Identifier number or award number (e.g., CA123456) in the Federal Identifier field.
An applicant often finds incorrect information after signoff. How does the applicant submit a corrected application?
The submission of corrected information after the application has been received will not change. In the rare case that corrected information needs to be submitted after the application has been verified, the applicant should work directly with the Scientific Review Administrator (SRA).
If the original application comes in on the PHS398, how does a resubmission come in?
A resubmission, after HHS/CDC has flipped the switch on the transition of that mechanism, will have to come in using the new SF424 (R&R) form.
If applicant receives an error message because a certain section of application is missing (say Vertebrate animals), does the applicant need to submit again just that section or the entire application?
The applicant has to submit the entire corrected application through Grants.gov.