Avoiding Grants Submission Problems in 2015

Posted on: March 5th, 2015 by Norm

You’ve probably seen the following text on various HRSA guidelines:

HRSA WarningFor example, this warning appears on the recently posted Health Infrastructure Investment Program Grant. If you’re planning on submitting an application for this grant, now is the time to make sure these items are up-to-date. In fact, this goes for any grant application submission via Grants.gov that might be offered by HRSA or any other federal agency.

The excuse that you didn’t see this text on the guidelines simply won’t work. So to avoid problems down the road, we suggest that you take the following steps to ensure that the only thing you have to worry about when it comes time to submit an application to HRSA is the application itself:

1. Ensure that your organization’s SAM Registration is up-to-date.

Any organization submitting a grant through Grants.gov must be registered with the System for Award Management (SAM). Therefore, every 330 grantee should be registered with SAM. Each year, your organization should receive an email letting you know that your SAM Registration is soon to expire. To update your registration, simply follow these steps:

  1. Go to SAM.gov and login with your username and password.
  2. Click “Register/Update Entity” and then “Complete Registrations”.
  3. In the Entity List panel, select the Entity you want to update/renew.
  4. Click the Update Entity button in the “Registration Details” Panel.
  5. Complete Purpose of Registration.
  6. Validate/Update “Core Data”. (Validate/Update “Assertions,” “Representations and Certifications,” and “Points of Contact” – these sections are not required to be eligible for Grants only.)
  7. Validate/Update “Points of Contact”, including optional POCs. (If the optional POCs are no longer needed, delete all data in these fields.)
  8. If you qualify as a small business, validate/update your information in SBA’s Dynamic Small Business Search (DSBS) or apply for a small business certification on the “SBA Supplemental” page.
  9. Click Submit.

If you’re unsure of your organization’s SAM Registration status, you can check it using the SAM Status Tracker.

2. Ensure that your organization has an AOR in Grants.gov.

The Authorized Organization Representative (AOR) submits grants on behalf of the organization. To check your AOR Status, you’ll need to do the following:

  1. Go to the Grants.gov homepage
  2. Click on “Applicant Login” on the right side of the screen (right-hand navigation)
  3. Enter your username and password and click “Login”(If you are able to login, you have successfully completed the Grants.gov Registration process)
  4. You should receive an email from Grants.gov after your E-Biz POC authorizes your AOR status
  5. Click on “Manage Applicant Profile” and your profile will be displayed
  6. The AOR status on profile will state “Approved” or “AOR Request Sent”

3. Ensure that your DUNS number is consistent.

Check to make sure that your DUNS number is consistent across SAM.gov, any grant application you submit, and on your notice of grant award, in the EHB.


No doubt, you have many other things to worry about besides updating your SAM registration and Grants.gov AOR and checking your DUNS number. However, you certainly don’t want to work hard on crafting a great application only to discover that you can’t submit it. Taking a little bit of time to handle these irksome administrative tasks right now can save you a whole lot of heartache down the line.

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