Substance Abuse and Mental Health Services 

Administration (SAMHSA)

Notice of Funding Opportunity (NOFO)

Applicant Webinar

1
Contents

 Contents: 

 Registration – slide 3

 Creating a PD account – slide 28

 Applying to NOFOs – slide 48

 Accessing in-progress applications in ASSIST– slide 56

 Filling out applications in ASSIST – slide 62

 Validating your application and updating statuses in ASSIST – slide 75

 Submitting applications in ASSIST – slide 83

 Post-submission steps – slide 88

 Supplementary information not covered during webinar – slide 96

 Managing access to applications in ASSIST – slide 97

 Adding and removing forms in ASSIST – slide 106

2
Four (4) Required Registrations

3
Applicants MUST Complete Four Registrations

There are four (4) separate registrations that MUST be 

completed for all applicants to apply to a SAMHSA 

grant.

1) Dun and Bradstreet Number (DUNS)

2) System for Award Management (SAM)

3) Grants.gov

4) eRA Commons
DUNS and SAM Registrations

1. Dun and Bradstreet Universal Numbering System (DUNS) 

 http://www.dnb.com or call 1-866-705-5711

2. System for Award Management (SAM)

 https://www.sam.gov

 New registration procedures explained on website

 Must be updated every 12 months and remain active 

during project period if awarded a grant
Grants.gov Registration

3. Grants.gov 

 Must complete DUNS and SAM registrations prior to 

starting process of registering in grants.gov

 http://www.grants.gov/web/grants/register.html. 

 The person submitting your application must be properly 

registered with grants.gov as the Authorized Organization 

Representative (AOR) for the specific DUNS number cited 

on the SF-424 (first page).
eRA Commons Registration

4. eRA Commons

The organization MUST register in eRA Commons to submit a 

grant application.

 https://era.nih.gov/reg_accounts/register_commons.cfm

 It is strongly recommended that you start the eRA 

Commons registration process at least six (6) weeks prior 

to the application due date. 
eRA Commons Accounts

 Once your accounts are created they will receive an eRA Commons 

ID and can access eRA Commons. Accounts with the SO role can 

access the electronic application once submitted, receive 

notifications on application status, and other relevant 

application/grant information in eRA.

 SO accounts will be able to access information about ALL applications from 

their organization.

 PD accounts with the PI role will be able to access the electronic 

application submission, receive notifications on application status, 

and other relevant information ONLY FOR APPLICATIONS IN WHICH 

THEY ARE LISTED AS THE PROJECT DIRECTOR.
Two (2) eRA Commons Roles Required to Submit Applications

9

SO = 

SAMHSA 

Business 

Official (BO)

One account with the SO role is created as part of your organization 

registration. The person with this role may create other accounts for the 

organization. There can be more than one SO account for your 

organization. Additional SO accounts can only be created by another SO.

If you are submitting your application through eRA ASSIST, the BO listed 

on the SF424 section 21. AUTHORIZED REPRESENTATIVE must have 

the SO role in Commons.

PI = 

SAMHSA 

Project 

Director (PD)

There must be at least one PD account for the application. More than 

one PD/PI account may be affiliated with the organization. Creating PD 

accounts is covered in more detail later in the presentation.

The SAMHSA Project Director listed on the application must have an 

account with the PD/PI role in eRA Commons.

The eRA Commons Username of your SAMHSA Project Director is 

entered in #4 Applicant Identifier on the SF424.
Registering an Organization in 

eRA Commons

10
eRA Commons Registration Process Overview

 The SO registering the organization MUST regularly check their email 

during this process and take action as noted in the emails. 

 Check your SPAM folder if you do not receive the emails.

11

SO completes 

Registration Form.

*SO will receive an 

email confirming the 

registration. SO must 

click on the 

confirmation link in the 

email within 48 hours.

NIH verifies the 

registration request and 

sends an email with the 

result either approved 

or rejected.

If rejected, SO will be 

required to restart the 

process. Be sure to 

correct the issues 

noted in the rejected 

email.

If approved, SO clicks the 

link provided in the 

email within 48 hours to 

confirm the information.

Once confirmed, SO is sent 

2 separate emails. One 

email will have their account 

information and the other 

email will have their 

temporary password. 

Password expires after 48 

hours.

SO logs into Commons 

with the account 

information and 

temporary password. 

They are required to 

change their temporary 

password.

SO reviews and 

“Accepts” the 

registration. 
Accessing the eRA Registration Form

12
Accessing the eRA Registration Form

13
eRA Registration Form part 1 of 2

14

You must 

verify your 

DUNS 

number 

before 

entering 

institution 

information
eRA Registration Form part 2 of 2

15

Entering an 

Accounts 

Administrator 

is optional

Click Save which will generate 

a confirmation email that will 

be sent to the Signing Official 

email address
eRA Registration Confirmation Email

16
Email Verification Message

17
Email with Registration Status (Rejected)

18
Email with Registration Status (Approved)

19
Confirm Registration Information

20
User Account Information Emails (1 of 2)

21
User Account Information Emails (2 of 2)

22

Your temporary password is only 

valid for 48 hours. If you have 

issues with the temporary 

password, contact the service desk.
Log In With Temporary Password

23
Change Your Password

24
Access Commons

25
Complete Registration

26
Next Steps

After “Accepting” your registration, the organization 

registration process with eRA Commons is complete.

You may now make other accounts for your organization.

You MUST create/affiliate your Project Director’s (PD) 

Commons account (PI role) in order to apply to NOFOs. 

27
Creating a PD/PI Account in 

eRA Commons

28
Key Information for Creating a PD Account

A Project Director may already have an account. If they do, you 

should give them roles with your organization instead of 

creating a duplicate account.

PD accounts need to have the PI role in eRA Commons.

You will not be able to create a new account unless you first 

search for existing accounts.

29
SO: Log into the eRA Commons 

 Navigate to eRA Commons at https://public.era.nih.gov/commons 
SO: Navigate to Account Management

31

2) Select Accounts

3) Select Account 

Management

1) Select Account 

Management
SO: Search for the PD

32
SO: Review Search Results

33
SO: Review Active Account 

34
SO: Review Active Account (continued)

35
SO: Determine the Appropriate Scenario

36

Scenario 1 Scenario 2 Scenario 3

PD already has an 

account that is 

affiliated to the SO’s 

organization

PD already has an 

account with the PI 

role that is NOT 

affiliated to the SO’s 

organization

PD does NOT have 

an account

Next Steps:

No action required

Next Steps:

Affiliate existing 

account

Next Steps:

Create a new 

account
Scenario 2 – Affiliating an Existing Account 

With The PI Role To Your Organization

37
SO: Affiliate Account to Organization

38

Scenario 2

Click 

Manage
SO: Affiliate Account to Organization

39

Scenario 2
SO: Select PI Role

40

Scenario 2

Select PI –

Principal 

Investigator 

from the 

dropdown menu

Select 

Add 

Role(s)
SO: View and Save

41

Scenario 2
Scenario 3 – Creating a New PD Account

42
SO: Create new account

43

Scenario 3
SO: Complete Fields and Add Roles 

44

Scenario 3
SO: Select PI Role

45

Scenario 3
SO: View and Create

46

Scenario 3
Next Steps

 The PD will receive 2 separate emails. One email will have their account 

information and the other email will have their temporary password. 

Password expires after 48 hours. 

 The PD will need to log into Commons with the account information and 

temporary password. They are required to change their temporary 

password.

 If you have completed your registration with eRA Commons and 

Grants.gov and your PD has an account in eRA Commons with the PI role 

and affiliated with your organization, you can begin applying to NOFOs.

47
Applying to NOFOs

48
Do not wait until the last minute to fill out 

and submit your application – allow for 

plenty of time to address submission errors 

that arise (At Least 72 hours prior to the 

application deadline).

Key Information
Key Information

 You can apply using eRA ASSIST, Grants.gov Workspace, or another 

system-to-system provider.

 Successfully submitted applications are sent to eRA Commons where they 

go through data validation checks

 Your application is only considered submitted once all validations are 

passed from both Grants.gov AND eRA Commons. Applications must 

be error-free on or before the due date.

 If using eRA ASSIST, any member with an eRA Commons role within your 

organization may start an application or may be given access to an 

application to work on it. You do not need an SO or PD role to start the 

application process.

50
Accessing ASSIST

51
Initiating an Application in ASSIST

52
NOFO Information (1 of 2)

53

Example@samhsa.hhs.gov

Example EOG

(Example only)

(Example only)

(Example only)

(Example only)
NOFO Information (2 of 2)

54
Application Summary Page

55
Accessing In-Progress Applications in 

ASSIST

56
Key Information

As noted, each application is assigned a unique 

Application Identifier.

You can search for applications using this Application 

Identifier, or if you do not know it, use other search 

criteria.

57
Accessing the Search Page in ASSIST

58
Search Page in ASSIST

59

If you don’t have the 

Application Identifier, 

enter other search 

criteria like your Project 

Title, Organization, 

Agency, and the 

Submission Status
Search Results (1 of 2)

60
Search Results (2 of 2)

61
Filling out Applications in ASSIST

62
Required and Optional Forms on Grants.gov

63

Example@samhsa.hhs.gov
Grants.gov Workspace vs ASSIST Form Names

 ASSIST and Grants.gov Workspace require the same forms although the label names may be different

 * indicates an optional form

64

Grants.gov Workspace Form Name ASSIST Form Name

Application for Federal Assistance (SF-424) SF424 Cover

Budget Information for Non-Construction Programs 

(SF-424A)

Budget – Non-Construct.

Project/Performance Site Location(s) Sites

Project Abstract Summary Project Abstract Summary

Project Narrative Attachment Form Project Narrative

Budget Narrative Attachment Form Budget Narrative

Assurances for Non-Construction Programs (SF424B)NonConstruct. Assurances

Other Attachments Form Other Narrative Attachments

Disclosure of Lobbying Activities (SF-LLL)* Lobbying Disclosure*
Completing Forms - Key Information

 At a minimum, all required fields on all required forms need to be filled out. If 

applicable, fill out optional forms as well.

 The Lobbying Disclosure form should be added and filled out if any individuals working on and receiving 

funding from the grant are part of any lobbying activities or associated with any lobbying.

 Each time you edit the form, the system automatically locks that form. This 

means that only the person that locked the form will be able to edit it.

 You can remove locks by selecting an option at the bottom of a form that 

includes Release Lock

 When you have filled out all required components of the application, you may 

run validations on it. This will check to make sure your application is error-free.

65
Avoid Common Errors on the SF424 

 Use the Commons ID of your PD as the Applicant Identifier on the SF424, 

item field #4.

 The account ID provided must have the PI role and be affiliated with your organization.

 On the SF424 Cover, Section 17, Proposed Project Start Date and End 

Date should match up with years.

 E.g. 09/30/18 - 09/29/19 is one year. 09/30/18 – 09/30/19 is one year and one day.

66
Avoid Common Formatting Errors

 Incomplete Zip Code

 All ZIP Codes must be in ZIP + 4 format (e.g. 208171852 instead of 20817)

 To locate your full zip code, you can visit https://tools.usps.com/zip-codelookup.htm?byaddress

 Invalid Congressional District

 To look up the Congressional Districts, you can visit http://www.house.gov.

 Enter them in the form 2 digit state abbreviation – 3 digit number, or for example 

“MD-008” for Maryland’s 8th district.

 Project Duration

 On the Project Abstract Summary form - enter the project duration in months

(e.g. a 2-year program project duration is 24 months)

67
Avoid Common Issues with the Budget – Non-Construct. Form

 The Federal Total for 1st year, in Section D- Forecasted Needs, MUST equal Section A, New or 

Revised Budget Federal Totals (e-5) amount. 

 The Non-Federal Total for 1st year MUST equal the sum of Estimated Unobligated Funds Non-Federal 

Totals (d-5) and New or Revised Budget Non-Federal Totals (f-5). 

 The SECTION B - Budget Categories: k. TOTALS Total (5) MUST equal SECTION A - Budget Summary: 

5.Totals Total (g). 

 The SECTION D - Forecasted Cash Needs: 15. TOTAL MUST equal SECTION A - Budget Summary: 

5.Totals Total (g). 

 You MUST input the correct number of years for the project (e.g. Project Period) on the SF 424 block 17. 

Ensure that the budget periods address the full project period by entering data in the SF 424 A. Enter 

data for the first budget period in Section D and enter future budget periods in Section E. Please refer 

to the Notice of Funding Opportunity (NOFO) for additional guidance. 

68

The following two slides contain a sample budget prepared by SAMHSA to illustrate the fields that 

must match on the SF424A.
Sample SF424 A Budget: Match Not Required Federal NOFO
n E is for the 

 budget period 

(year 2)

Federal funds 

needed for 2nd

budget period 

Sectio

future

(Example only)

Sample SF424 A Budget: Match Not Required Federal NOFO

Cost Sharing/Match Required?: No

Section C is not 

applicable

(match not required)

All totals in the circles 

should match

(sections A, B, D)*

Section D is for 

the 1st federal 

year of funding 

only 

(match 

not required).

Show funds 

allocation 

per quarter.

Section F is optional

* Section D – Forecasted Cash Needs, Federal (line 13) amount must equal Section A Budget Summary and Section B Budget Categories 

federal funding. Ensure that Section D “TOTAL” amount = Section A and Section B TOTALS.

(Example only)
Sample SF424 A Budget: Match Required 

71

On row 1 input:

NOFO# - Federal

(e.g. SM-18-005 – Federal)

Enter the CFDA 

# from the 1st

page of the 

NOFO

On row 2 input:

NOFO# - Non-Federal

(e.g. SM-18-005 – Non-Federal)
72

Sample SF424 A Budget: Match Required 
Uploading Files

 Upload supporting documentation to the Other Narrative Attachments form.

 Per the NOFO, this includes but is not limited to the SMA 170 form, HHS 690 form, Biographical Sketches and Job Descriptions,

Confidentiality and SAMHSA Participant Protection/Human Subjects form.

 Do not combine Other Narrative Attachments form into one document. Please upload them separately.

 File uploads 

 All attachments MUST be provided to the agency in PDF format with a .pdf extension (e.g. .pdf).

 The PDFs cannot be empty . 

 Your file upload for the Budget Narrative form should be named “BNF”. Your full filename including file type would then be “BNF.PDF”

 Save the fillable form to your computer with a new name and open to make sure the information you enter into the fields is saved and 

visible when you reopen the form before uploading.

 Do not use the same file name for more than one file.

 Do not use any attachment functions in other programs, such as the Acrobat Attach File feature, only 

attach files with the ASSIST functionality.

73
Uploading Files to Other Narrative Attachments

74

1. Add a PDF document 

using the “Add 

Attachment” button 

labelled 1. Delete it or 

view it later using the 

buttons next to “Add 

Attachment”.

2. Add additional PDF 

documents beyond the 

1

2

3 3

first using the “Add 

Attachment” button 

labelled 2.

3. Replace or view 

additional PDF 

documents using the 

buttons labelled 3. To 

remove an additional 

document check the 

“Delete on Save” box 

(circled) and save the 

Other Narrative 

Attachments form. 
Validating Applications and Updating 

Statuses in ASSIST

75
Validating Your Application

 Once you are finished filling out your application, validate it to check 

that all business and system validations pass and you will be able to 

submit your application. 

76

Click Validate 

Application
Application Validations: Warnings and Errors

77

Errors 

MUST be 

corrected 

in order 

to submit

You may 

submit 

with 

Warnings 

if needed

(Example only)
All Validations Passed

 If all validations pass, your application is ready to be submitted.

78

(Example only)
Update Submission Status (1 of 2)

 To allow your application to be submitted, you must change the status 

to “Ready for Submission.” Validations will run automatically before the 

status is updated.

79
Update Submission Status (2 of 2)

80

Select Ready 

for Submission

Enter a comment and click Add 

comment to update the status if 

validations pass
Ready for Submission: PD view

81

If all validations 

pass, your status 

will be changed to 

Ready for 

Submission

The Submit Application button 

will remain inactive for PD 

users. ONLY an SO with access 

to Grants.gov AOR credentials 

may submit.
Ready for Submission: SO view

82
Submitting Applications in ASSIST

83
Do not wait until the last minute to fill out 

and submit your application – allow for 

plenty of time to address submission errors 

that arise (At Least 72 hours prior to the 

application deadline).

Key Information
Submitting Applications (1 of 2)

85

Click the Submit Application 

button. You must be a 

Signing Official in ASSIST and 

you will need to enter 

Grants.gov AOR credentials 

in order to submit.
Submitting Applications (2 of 2)

86
Submission Confirmation

87
Post-Submission Steps

88
Key Information

 Grants.gov may send status emails to the AOR submitting the application.

 You will receive status updates via email from eRA Commons.

 Emails from eRA Commons will go to two (2) email addresses:

 The email address linked to the PD commons account listed on the SF424 Cover in section 4. 

Applicant Identifier.

 The email address of the Business Official listed in the Authorized Representative section of the 

SF424.

 You MUST monitor your application status in case of any issues AND take action if 

necessary (e.g. correct validation errors).

 You can check on your application status in eRA Commons or in ASSIST. ASSIST and 

Commons status may update before you receive any system-generated email(s).

89
Checking Application Status in ASSIST (1 of 2)

90
Checking Application Status in ASSIST (2 of 2) SO view

91

(Example only)
If Errors are Encountered

92

 If your application has errors, is not successfully submitted, or you make 

revisions you may resubmit a changed/corrected application before the 

application deadline. 

 When updating/correcting/revising the application you need to select 

“Changed/Corrected Application” on the SF-424 Cover.
ASSIST or eRA Commons Contact Information 

93

ASSIST or eRA Commons questions:

If you are using ASSIST or encounter issues in eRA Commons and 

need assistance, contact the eRA Service Desk at the numbers 

below:

Toll-free: 1-866-504-9552 (Press 6 for the SAMHSA queue)

Phone: 301-402-7469 (Press 6 for the SAMHSA queue)

Hours: Mon-Fri, 7 a.m. to 8 p.m. Eastern Time (closed on federal 

holidays)

https://grants.nih.gov/support/index.html
Grants.gov Contact Information

Grants.gov Applicant Support questions:

If you are using Grants.gov Workspace or encounter issues in 

Grant.gov and need assistance, contact the Grants.gov Applicant 

Support listed below:

Toll-free: 1-800-518-4726

Email: support@grants.gov

94
SAMHSA NOFO Contact Information

SAMHSA NOFO Contact Information

If you have questions about either program issues, or 

grants management or budget issues, you can contact the 

agency staff listed in the NOFO. You may find the agency 

contacts in Section VII. of the full NOFO or on the 

SAMHSA webpage for the NOFO.

95
This concludes this video

Thank you for your attention.

96
Supplementary Information 

97
Managing Access to Applications

98
Key Information

 SO users may manage access to applications including determining who can:

 Edit, view, or have no access to parts of the application or the entire application

 Update the application statuses

 Manage other users’ access to the application

 The SO role is the only role that may submit applications. This access cannot be 

granted to PDs.

 By default, SOs of your organization will have full access to applications. 

 By default, the initiator of the application and the Project Director entered on 

the NOFO information pages will have access to edit the application but not 

update the access of other users.

 Users that cannot access ASSIST directly from eRA Commons can visit 

public.era.nih.gov/assist to access ASSIST.

99
PD and SO Role Differences in ASSIST

Signing Official (SO) Project Director (using the PI role in Commons)

Can initiate applications Can initiate applications

Can fill out applications Can fill out applications they are listed on or initiated 

unless access is revoked

Can manage access to applications including 

adding or revoking privileges to PD users

Can manage access to applications if provided 

permission by an SO user

Can update application statuses Can only update the status of applications they 

initiate, unless access is revoked

Can submit applications in ‘Ready for Submission’ 

status with Grants.gov Authorized Organization 

Representative (AOR) credentials

Can NOT submit applications

100
Managing Access to Applications

101
User Access Summary

 If the PD initiates an application, there will only be one default row listed. 

 SOs have full access even if not listed, or listed with less access. Here the SO user (JHSTAGESO) 

does not have Access Maintainer access, but is still able to manage access for other users.

102

Default access for PD 

entered when initiating 

application

Default access for initiator of 

application
Editing Existing Users (1 of 2)

103
Editing Existing Users (2 of 2)

104

Manage access by 

adjusting each 

column and then 

click Save

Access Maintainer 

lets the user 

manage access 

for others

Status 

Maintainer lets 

the user update 

the application 

status, or mark it 

Ready for 

Submission
Adding New Users

105
Adding New Users

106

Look up an 

account by the 

username

Manage access 

using the columns
Adding and Removing Forms in ASSIST

107
Adding and Removing Forms

 You can add and remove Optional forms as needed in ASSIST. Once you add a form 

you will need to fill it out.

 The application displays all required forms as listed below:

 SF424 Cover

 Budget – Non-Construct.

 Sites

 Project Abstract Summary

 Project Narrative

 Budget Narrative

 NonConstruct. Assurances

 Other Narrative Attachments

 The optional Lobbying Disclosure form should be added and filled out if any 

individuals working on and receiving funding from the grant are part of any 

lobbying activities or associated with any lobbying.

108
Adding a Form in ASSIST (1 of 2)

109
Selecting a Form

110
Adding a Form in ASSIST (2 of 2)

111
Removing Forms in ASSIST (1 of 2)

 You can remove forms if they are accidentally added

 Note: Some required forms, such as the SF424 Cover, may not be removed.

112

Click to add text
Removing Forms in ASSIST (2 of 2)

113

Scroll to the bottom of 

the form and click 

Remove Form