Published: April 9, 2019

Transportation and Marketing

Grants Division

Grants.gov Application Guide

CONTENTS

How to Register to Apply through Grants.gov ....................................................................................................................... 1

How to Submit an Application to AMS via Grants.gov........................................................................................................... 1

Timely Receipt Requirements and Proof of Timely Submission ............................................................................................. 2

Tips for Applicants................................................................................................................................................................. 3

PURPOSE

This document provides information on the U.S. Department of Agriculture’s (USDA) Agricultural Marketing Service’s (AMS) guidance 

related to the submission of applications through Grants.gov.
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HOW TO REGISTER TO APPLY THROUGH GRANTS.GOV

The registration process can take up to four weeks to complete. Therefore, complete your registration allowing 

sufficient time to ensure it does not impact your ability to meet required application submission deadlines.

If individual applicants are eligible to apply for this grant funding opportunity, refer to:

https://www.grants.gov/web/grants/applicants/individual-registration.html

Organization applicants can find complete instructions here:

https://www.grants.gov/web/grants/applicants/organization-registration.html

1) Obtain a DUNS Number: All entities applying for funding, including renewal funding, must have a Data 

Universal Numbering System (DUNS) number from Dun & Bradstreet (D&B). Applicants must enter the 

DUNS number in the data entry field labeled "Organizational DUNS" on the SF-424 form.

2) Register with SAM: In addition to having a DUNS number, organizations applying online through 

Grants.gov must register with the System for Award Management (SAM). All organizations must register 

with SAM to apply online. Failure to register with SAM will prevent your organization from applying 

through Grants.gov. SAM.gov accounts must be updated annually, and your organization must have an 

active SAM.gov account to submit your application to Grants.gov.

3) Create a Grants.gov Account: The next step in the registration process is to create an account with 

Grants.gov. Applicants must know their organization's DUNS number to complete this process. 

Completing this process automatically triggers an email request for applicant roles to the organization's EBusiness Point of Contact (EBiz POC) for review. The EBiz POC is a representative from your organization 

who is the contact listed for SAM. To apply for grants on behalf of your organization, you will need the 

Authorized Organization Role.

4) Authorize Grants.gov Roles: After creating an account on Grants.gov, the EBiz POC receives an email 

notifying him or her of your registration and request for roles. The EBiz POC will then log in to Grants.gov 

and authorize the appropriate roles, which may include the AOR role, thereby giving you permission to 

complete and submit applications on behalf of the organization. You will be able to submit your 

application online anytime after you have been approved as an AOR.

5) Track Role Status: After registering with Grants.gov and authorizing the applicant AOR, Grants.gov allows 

you to track your status. 

b. Electronic Signature: When applications are submitted through Grants.gov, the name of the organization's AOR 

that submitted the application is inserted into the signature line of the application, serving as the electronic 

signature. The EBiz POC must authorize individuals who are able to make legally binding commitments on behalf of 

the organization to act as an AOR; this step is often missed and it is crucial for valid and timely submissions.

HOW TO SUBMIT AN APPLICATION TO AMS VIA GRANTS.GOV

On December 31, 2017, Grants.gov officially retired the legacy PDF application package as a method to apply for a 

federal grant. Applicants can now apply only by using Grants.gov Workspace. Workspace is a shared, online 

environment where members of a grant team may simultaneously access and edit different webforms within an 

application. For each funding opportunity announcement, you can create individual instances of a workspace. 

1) Create a Workspace: This allows you to complete your Workspace online and route it through your 

organization for review before submitting.
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2) Complete a Workspace: Add participants to the workspace, complete all the required forms, and check for 

errors before submission.

a. Adobe Reader: If you decide not to apply by filling out webforms you can download individual 

PDF forms in Workspace so that they will appear similar to other Standard or AMS forms. The 

individual PDF forms can be downloaded and saved to your local device storage, network 

drive(s), or external drives, then accessed through Adobe Reader.

NOTE: You may need to visit the Adobe Software Compatibility page on Grants.gov to download 

the appropriate version of the software.

b. Mandatory Fields in Forms: Fields marked with an asterisk and a different background color are 

mandatory fields you must complete to successfully submit your application.

c. Complete SF-424 Fields First: The forms are designed to fill in common required fields across 

other forms, such as the applicant name, address, and DUNS number. To trigger this feature, an 

applicant must complete the SF-424 information first. Once it is completed, the information will 

transfer to the other forms.

3) Submit a Workspace: Submit your application through Workspace by clicking the Sign and Submit button 

on the Manage Workspace page, under the Forms tab. Grants.gov recommends submitting your 

application package at least 24-48 hours prior to the close date to provide you with time to correct any 

potential technical issues that may disrupt the application submission.

SPECIAL NOTE: Grants.gov does not check for AMS required attachments. It is the applicant’s 

responsibility to ensure that all required attachments listed in the Request for Applications (RFA) are 

included.

4) Track a Workspace: After successfully submitting a workspace package, Grants.gov automatically assigns a 

Tracking Number (GRANTXXXXXXXX) to the package, which will be listed on the Confirmation page 

generated after submission.

Applicant Support: Grants.gov provides additional training resources, including video tutorials. Applicants may also 

call the 24/7 toll-free support number 1-800-518-4726, or email support@grants.gov. Grants.gov will issue a ticket 

number to which you and Grants.gov can refer to if the issue is not resolved.

TIMELY RECEIPT REQUIREMENTS AND PROOF OF TIMELY SUBMISSION

All applications must be received by the due date. Proof of timely submission is automatically recorded by 

Grants.gov using an electronic date/time stamp generated when the application is successfully received by 

Grants.gov. The applicant AOR will then receive an acknowledgement of receipt and a tracking number 

(GRANTXXXXXXXX) from Grants.gov. Applicant AORs will also receive the official date/time stamp and Grants.gov 

tracking number in an email serving as proof of their timely submission.

When AMS successfully retrieves the application from Grants.gov, and acknowledges the download of 

submissions, Grants.gov will electronically acknowledge receipt of the application to the applicant AOR’s email 

address. Again, proof of timely submission shall be the official date and time that Grants.gov receives your 

application. 
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AMS will not accept applications packages by fax, email or postal mail. Applications received by Grants.gov after 

the established due date for the program will be considered late and will not be considered for funding by AMS. 

See AMS’ Policy on Late Applications.

Special Note for Applicants with Slow Internet Connections. Applicants using slow internet, such as dial-up 

connections, may experience significantly longer transmission times when submitting your application Grants.gov, 

especially if there are large attachments contained in the upload. Again, Grants.gov will provide either an error

message or a successfully received transmission notification via email to the applicant AOR.

TIPS FOR APPLICANTS

• Register and submit applications early. DO NOT WAIT UNTIL THE DAY OF THE APPLICATION DEADLINE.

• Thoroughly read this RFA and follow all of the instructions provided by AMS.

• Apply for the correct grant program.

• Make sure you have the most recent copy of Adobe Reader installed on your computer and that it is 

compatible with Grants.gov software. Grants.gov supports Adobe Reader version 9.0.0 and higher.

• Limit Application File Size/ File Name Characters (50 or less).

• When uploading attachments, click the “Add Attachments” button (do NOT use the “paperclip” icon in 

Adobe Reader)

• Do not password-protect your documents and make sure all tracked-changes are “accepted”.

• Avoid Special Characters in File Names ($, %, &, *, Spanish "ñ", etc.).

• Input the correct DUNS number on the SF-424 cover page.

Review the Grants.gov Applicant User and Registration Guides: 

http://www.grants.gov/web/grants/applicants/applicant-tools-and-tips.html and FAQs: 

http://www.grants.gov/web/grants/applicants/applicant-faqs.html

https://www.grants.gov/web/grants/applicants/workspace-overview.html