Rules governing submission

Steps for submitting an application

Word document with detailed Submit Application steps including screen shots

  1. Complete all mandatory and any appropriate optional application components. Be sure to carefully follow all application guide and opportunity announcement instructions. Before you can submit the application, you must check the application package for errors by clicking the "Check Package for Errors" button at the top of the PureEdge screen. Once all identified Errors are corrected, the Submit button will become active.

    Although this button will verify that all mandatory documents and fields specified on the federal-wide forms are completed, it does not check for any agency-specific requirements (e.g. agency-specific required fields). Therefore, additional Errors/Warnings may be identified later in the submission process.

    Don't forget to Save your work to your local machine before submitting.

  2. Click on the Submit button. The application will automatically connect through the Internet to Grants.gov.

  3. Enter your Grants.gov username and password. You must be fully registered to successfully submit.

    IMPORTANT: Only an Authorized Organization Representative (AOR) can submit applications to Grants.gov on behalf of an organization.

  4. After submission you will be presented with a Grants.gov confirmation screen. On the bottom of the confirmation screen you will find your Grants.gov tracking number. You also will see your official receipt timestamp. Print this page or record this information for future reference.

  5. Within 48 hours, the submitting AOR should receive a receipt of confirmation and either a validation confirmation or a rejection email message from Grants.gov. If accepted by Grants.gov, the AOR also will receive a notice that the application has been retrieved by the grantor agency (e.g., CDC). At that point, the application is picked up by eRA Commons for further processing. A second level of error checking is done on the application to confirm that all agency-specific guidelines have been followed. The results of that check are found in the eRA Commons. The AOR and PI also will receive a series of notifications from eRA Commons indicating the status of the application.

Email notifications from Grants.gov

Subject Line of Email Sent Sent to the following person(s) Content of email

Grants.gov Submission Receipt GRANT00012345

When application has been received by Grants.gov and is being validated

Authorized Organizational Representative (AOR)

Submission receipt example

Grants.gov Rejection Notice for Application GRANT00012345

When the application is not validated because of errors (e.g., the application was sent after the closing date)

AOR

Rejection notice example

Grants.gov Submission Validation Receipt for Application GRANT00012345

When Grants.gov has validated the application and is preparing it for retrieval by the Grantor agency.

AOR

Submission validation receipt example

Grants.gov Grantor Agency Retrieval Receipt For Application GRANT00012345

When the application has been retrieved by the Grantor agency.

AOR

Agency retrieval receipt example

Grants.gov Agency Tracking Number Assignment For Application

When the application has been reviewed by the Grantor agency and assigned an Agency Tracking Number

AOR

Tracking number assignment example

Email notifications from HHS

Subject Line of Email Sent Sent to the following person(s) Content of email

Validations Complete/Check Assembled Application, Grants.Gov Tracking Number <tracking number>, PI <PI name>

After successful processing of a Grants.gov submission with no warnings or errors

SO* & PI, with cc: to the Person to be Contacted**.

Notification for PI to view application

Notification for SO to view application

Validations Complete/Check Assembled Application, Grants.Gov Tracking Number <tracking number>, PI <PI name> - Warnings Only

After successful processing of a Grants.gov submission with at least one warning but no errors.

SO* & PI, with cc: to the Person to be Contacted**.

Notification to view warnings

ACTION REQUIRED TO CONTINUE HHS GRANT APPLICATION SUBMISSION, Grants.gov tracking number <tracking number>, PI <PI name> - Errors and/or Warnings

After processing of a Grants.gov submission through the Exchange, if at least one error has been generated.

SO* & PI, with cc: to the Person to be Contacted**.

Notification to view errors and warnings associated with a grants.gov submission

ACTION REQUIRED TO CONTINUE HHS GRANT APPLICATION SUBMISSION, Grants.gov tracking number <tracking number>, PI <PI name> - Missing or Invalid eRA Commons Username

After processing of a Grants.gov submission through the Exchange if the Commons account was missing or invalid.

SO* & PI, with cc: to the Person to be Contacted**.

Notification of invalid Commons account

ACTION REQUIRED TO CONTINUE HHS GRANT APPLICATION SUBMISSION, Grants.gov tracking number <tracking number>, PI <PI name> - System Error

After HHS receives the application but system errors prevent HHS processing

SO* & PI, with cc: to the Person to be Contacted**.

Notification of system error

eRA Commons: SO has refused electronic application - PI: [PI Last Name, First Name]

If the SO rejects the application.

PI on the application; SO who refused application

eSubmission Rejection Notification

eRA Commons: HHS has auto verified electronic application AN # [Accession num]; PI: [PI Last Name, PI First Name]; Title: [Project Title]

Two business days after an error-free application is assembled in eRA Commons

PI on the application;
SO at email address that was received on the eSubmission data stream

eSubmission auto-verification notifications


Note:
* using the email address that has been provided for "Authorized Representative," in block 19 of the 424 (R&R) form.
** using the email address that has been provided for the "Person to be contacted on matters involving this application," in block 5 of the SF424 (R&R) form.

Submit Application FAQs