A Short Summary of Federal Grants

A Short Summary of Federal Grants

What is a grant? A grant is a way the government funds your ideas and projects to provide public services and stimulate the economy. Grants support critical recovery initiatives, innovative research, and many other programs listed in the Catalog of Federal Domestic Assistance (CFDA).

A grant is one of many different forms of federal financial assistance. Federal financial assistance is a broad term to refer to the various ways the U.S. government redistributes resources to eligible recipients. On Grants.gov you will find grant and cooperative agreement opportunities from federal agencies that award grants.

The Grant Lifecycle

The grant process follows a linear lifecycle that includes creating the funding opportunity, applying, making award decisions, and successfully implementing the award. Check out the Grant Lifecycle page to find out what the applicant and the grant-making agency do in the lifecycle.

The specific actions along the lifecycle are grouped into three main phases. Each of the three phases has its own page that provides a more detailed look at the process:

1. Pre-Award Phase – Funding Opportunities and Application Review
2. Award Phase – Award Decisions and Notifications
3. Post Award – Implementation, Reporting, and Closeout

re-Award Phase

The pre-award phase represents the beginning of the grant lifecycle, which includes announcing opportunities, submitting applications, and reviewing applications. Below are explanations of what generally occurs during the pre-award phase.

• Funding Opportunity Announcement
• Application Review Process

Funding Opportunity Announcement

Both the grant-making agencies and prospective applicants conduct their planning processes. The awarding agencies prepare and publish Funding Opportunity Announcements (FOA) based on the related legislation and their budget.

An FOA includes all the pertinent information and requirements for an applicant to assess their eligibility, competency, and interest in the funding opportunity. How do you find these opportunities? That’s where Grants.gov comes in.

You, a prospective applicant, can use the Search Grants function to navigate through opportunities and settle on the right FOA for you. Once you select on a funding opportunity to apply for, there are two high-level steps, in addition to your own application development processes, to work on before submitting your application in Grants.gov:

1. Register to apply for grants
2. Complete your application

Registering to Apply

Registering to apply for grants on Grants.gov includes several steps and types of registration, including DUNS, SAM.gov, and Grants.gov accounts. We have pages dedicated to walking you through the Applicant Registration processes under the Applicants tab. It’s not a highly complex process, but it can take 1 to 3 weeks to complete, so please register as early as you can. Do not allow yourself to miss the application deadline because you waited until the last week to try to register.

Completing Your Application

Before jumping into the process of filling out the application, you (i.e., an organization or individual) should spend time analyzing your own capabilities as compared to the specific eligibility and technical requirements detailed in the application instructions. The application planning process is lengthy, but it is critical when considering the importance of carrying out government-related work and the competition you may face for funding. While the specific steps vary widely depending on the type of grant you are applying for, major components of the planning process includes developing your ideas, conducting research, writing your proposal, and completing the application in Grants.gov.

If you are interested in more specific information or training on the development of an effective proposal, there are a number of options out there. First, we recommend perusing the awarding agencies website. Often, the awarding agency provides specific information on pre-award processes pertaining to their types of funding opportunities. Next, we also recommend looking at the Grants.gov Community Blog for additional information and upcoming grant events from across the grants world.

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Application Review Process

Once the application submission deadline passes, the awarding agencies get to work reviewing the applications. The specific process for reviewing an application varies based on the type of grant you applied for. The generally applicable steps are as follows:

• Initial screening to ensure application is complete
• Programmatic review and assessment of the substance of the applications
• Financial review of proposed budgets
• Award decision and announcement

Initial Screening of Application

In the initial screening, sometimes called a basic minimum requirements review, the agencies will check each proposal to ensure it includes all the required elements to qualify for the grant. What the specific requirements are will vary for each grant, but common elements are eligibility, program narrative, and budget attachment. The key for the initial screening is that the agencies are looking for the presence of the required element, not the quality of the element. If your application does not meet all of these basic requirements, then your application is likely to be rejected.

Programmatic Review and Assessment of Applications

The remaining applications undergo a thorough review and assessment for their technical and programmatic quality and competency. Again, this varies depending on the type of grant you applied for. For discretionary grants, the review is conducted by independent experts who assess the applications using the uniform rating or scoring system established by each awarding agency.

A common format is a peer review panel of at least three people, who assess and score each application independently. Then, the peer review panel will convene to discuss the merits of the applications. A series of policies and assurances are in place to maintain a fair, objective process based on material facts in the applications and without conflicts of interest (COI) for the peer reviewers. The federal agency staff monitor and participate in this review process.

Financial Review

While an application may have technical and programmatic quality, your budget also needs to be well-documented and reflect the requirements of the grant program. The federal agencies conduct a cost analysis, reviewing each line item and the overall proposed budget to ensure compliance with statutory and financial regulations. Additionally, the financial review also factors in the total budget for the grant program in relation to how much money each application requests.

Award Phase

Once the Federal agency completes the application review process, the Award Phase begins. The final award decisions rest solely in the hands of the federal agency staff with fiduciary responsibility and legal authority to enter binding agreements. Federal staff review and make award recommendations based on the programmatic and financial reviews of the applications. These recommendations are reviewed by a series of levels in the agencies to ensure high-quality, fair, and unbiased decisions.

Notice of Award

Once the final award decisions are made, the awarding agency sends a Notice of Award (NOA) to the entities selected for funding. The NOA is the official, legally binding issuance of the award. When you or your organization accepts the grant (i.e., by signing the grant agreement or by drawing down funds) you become legally obligated to carry out the full terms and conditions of the grant.

As an award recipient, you are also subject to federal statutory and regulatory requirements and policies. Not sure what some of these policies are? Check out the Grant Policies section.

Post Award Phase

The post award phase comprises a significant amount of work over the duration of the award dates, which includes implementing the grant, reporting progress, and completing the closeout requirements. The federal agency that makes the award to you is also there to assist and ensure you or your organization complies with the grant terms and conditions. Your job is to faithfully and diligently carry out the grant program.

Reporting

The agency monitors your progress and expenditures through various programmatic and financial reporting procedures, as well as using performance metrics per the grant agreement. While the majority of award recipients carry out the grants ethically and efficiently, these monitoring procedures are necessary to maintain transparency and to prevent fraud and abuse.

The awarding agency typically has a grants management officer and program officer designated to each grant, both of which you will work with throughout the life of the grant. They are the ones who will review reports and conduct site visits, so we recommend you build an effective line of communication with these staff members. It is better to prevent issues by talking to your grant and program officers to clarify grant terms or expectations than it is to submit a report and wait for problems to be identified and recourse initiated.

The specific reporting requirements, schedules, and systems can vary for each grant, so please review the grant terms and conditions carefully for this information. Check out the Grant Systems section to learn more about the systems you may have to use and where to find more information about them.

Auditing

Federal grant-making agencies and grant recipients are audited. The Government Accountability Office (GAO), Office of Inspector General (OIG), and various departments within each Federal agency monitor and analyze policies, expenditures, and more activities within each grant-making agency. These same entities, as well as others, also monitor and analyze the performance of grant recipients.

Single Audits

The Federal awarding agency ensures non-Federal entities have a single audit conducted and submit a single audit reporting package to the Federal Audit Clearinghouse (FAC) in a timely manner. The Federal awarding agency also performs follow-up on audit findings to ensure the non-Federal entity takes appropriate and timely corrective action. As part of this process, the Federal awarding agency issues a management decision, within six months of FAC acceptance of the audit report, for audit findings that relate to Federal awards it makes to non-Federal entities.

A non-Federal entity that expends $750,000 or more in Federal awards during its fiscal year may be required to have a single audit conducted for that year. This audit is in lieu of any financial audit of Federal awards, which a non-Federal entity is required to undergo under any other Federal statute or regulation. After completion of the audit, the non-Federal entity submits the audit reporting package to the FAC within nine months after the end of the audit period. The non-Federal entity also performs follow-up and corrective action on all audit findings.

Closeout

The closeout step is where the grant process ends. In order to complete a closeout, you, the award recipient, must submit the final financial and programmatic reports. According to the OMB Uniform Grants Guidance §200.343, the receipt must submit all financial, performance, and other reports required under the grant within 90 days after the grant award expires or is terminated. The awarding agency will review these reports to ensure compliance will all the grant terms and conditions as well as to make sure you spent all the funds appropriately.

How do I know when a grant is officially over? The Federal awarding agency has to confirm that the recipient has completed all of the required grant work and all the applicable administrative tasks. Until the awarding agency confirms this, you are still responsible for fulfilling all the terms of the grant. The closeout process can take several months if there are financial concerns or questions to reconcile. Also, if you or your organization acquired any property using grant funding, the closeout step is when you must make sure to handle this property exactly as the grant stipulates, which includes completing the appropriate reports on this property. Lastly, you are typically required to retain your grant records for at least three years from the date of the final expenditure report.

Getting Started Checklist

The grant process encompasses a lot of steps that are completed by different groups. Below is a checklist of the main steps in this process with links to more detailed information on each one.

• □ Familiarize yourself with the overall Grants Lifecycle
• □ Determine your eligibility for funding opportunities on Grants.gov
• □ Identify the right types of funding opportunities for you
• □ Learn about the reporting requirements you will need to comply with if awarded funding
• □ Search for the specific grant you will apply for
• □ Confirm that you are eligible to apply for that grant
• □ Register with Grants.gov
• □ Apply for the grant

• A Short History of Federal Grant Policy

  Billions of dollars in Federal grants are awarded each year for programs and projects that benefit the public. This assistance is rooted in the Constitution and its call to « promote the general Welfare. »

  It wasn’t until the 1970’s, however, that Federal grant policy began to evolve into what it is today. In the 70’s, Congressional lawmakers responded to reports that Federal agencies were using assistance awards, or grants, to pay for services. In doing so, they could side-step competition and procurement rules normally associated with government contracting.

  The Federal Grant and Cooperative Agreement Act, passed in 1977, set out to guide government agencies in their use of Federal funds – particularly by defining the roles of contracts, cooperative agreements, and grants. Contracts, the law states, should be awarded when a Federal agency is acquiring something – an improved computer network, for example. Grants and cooperative agreements, meanwhile, should be awarded when a Federal agency is providing assistance, such as funding for a lower-income housing program in an at-risk urban community.

  To help with the implementation of the law, the Office of Management and Budget (OMB) published guidance in 1978 directing agencies to ensure that grants funds be used only for assistance-based programs and projects.

   

  Policy Formation

  Since the 1970’s, subsequent grant-related legislation has helped to further develop Federal grant policy. It works much like it did in 1977 and 1978: Congress creates the grant-related laws and regulations.

  The Executive Office of the President – of which OMB is part – helps to implement the laws through Executive Orders and Guidance that define administrative rules.

  Finally, the grant-making agencies create internal and external policies and procedures based on the OMB guidance. (See chart.) These agency-specific policies for award recipients do not carry the weight of law, though they may be required of award recipients if they are listed in the Notice of Award.

   

  How Grant Policies Are Made

  When a new law is added to the books, that is only the beginning.

  Legal Hierarchy	Key Roles	Example
  STAGE 1 Statutes Regulations	Congress appropriates funds to Federal agencies and passes other grant-related legislation	2014: Congress passes DATA Act, which directs that all Federal award data be accessible to the public on a single website
  STAGE 2 Executive Orders Memoranda Circulars	Executive Office of the President issues guidance for implementing the legislation	2015: Executive Office of the President creates task force and launches pilot program to determine how DATA Act will be implemented
  STAGE 3 Administrative Policies & Procedures	Grant-making agencies develop administrative policies based on guidance	2017: Agencies adjust their  internal and external  policies to the final  guidance issued by the Executive Office of the President

   

  Key Legislation

  Other legislation has addressed everything from lobbying efforts to auditing requirements, to reporting procedures, to transparency and cross-agency data-sharing.

  The OMB – along with other bodies – has continued to play an important role in interpreting and implementing the laws among the Federal government’s awarding agencies. Today’s current grant policies have been largely shaped by a range of statutes, regulations, Executive Orders and guidance.

  To learn more about current grant policies, click below for summaries of the laws and their intended impact, beginning with the most recent:

  • Office of Management and Budget Uniform Guidance (2014)
  • DATA Act (2014)
  • Executive Order 13576 (2011)
  • American Recovery and Reinvestment Act (2009)
  • Federal Funding Accountability and Transparency Act (2006)
  • Public Law 106-107 (1999)
  • Single Audit Act Amendments of 1996
  • Lobbying Disclosure Act (1995)
  • Federal Grant and Cooperative Agreement Act (1977)

  • Who is Eligible?

    Determining whether you are eligible to apply for and receive a federal grant is very important. If you are not legally eligible for a specific funding opportunity, you would waste a lot of time and money completing the application process when you cannot actually receive the grant.

    When considering eligibility, the first step is to know what type of organization you represent (or whether you are applying as an individual). If you already know whether you will apply on behalf of your organization or as an individual, then you are ready to check your eligibility.

    There are many types of organizations generally eligible to apply for funding opportunities on Grants.gov. Each type of organization listed in the categories below is a specific search criterion in Search Grants. Individual applicants are welcome too!

    Government Organizations

    • State governments
    • County governments
    • City or township governments
    • Special district governments
    • Native American tribal governments (federally recognized)
    • Native American tribal governments (other than federally recognized)

    Education Organizations

    • Independent school districts
    • Public and state controlled institutions of higher education
    • Private institutions of higher education

    Public Housing Organizations

    • Public housing authorities
    • Indian housing authorities

    Nonprofit Organizations

    • Nonprofits having a 501(c)(3) status with the Internal Revenue Service (IRS), other than institutions of higher education
    • Nonprofits that do not have a 501(c)(3) status with the IRS, other than institutions of higher education

    For-Profit Organizations

    • Organizations other than small businesses

    Small Businesses

    Small business grants may be awarded to companies meeting the size standards established by the U.S. Small Business Administration (SBA) for most industries in the economy.

    Individuals

    Individual people may submit applications for a funding opportunity on their own behalf (i.e., not on behalf of a company, organization, institution, or government). If you are registered with only an individual applicant profile, you are only allowed to apply to funding opportunities that are open to individuals.

    Most of the funding opportunities on Grants.gov are for organizations, not individuals. If you are looking for personal financial assistance or other types of funding, check out the Grant Programs section to learn about how to find other forms of funding from the government.

    Foreign Applicants

    The authorizing legislation and agency policies will determine whether a foreign individual or organization may apply for the grant. Foreign applicants need to complete the same registration process as domestic applicants, but there are additional steps to this registration process.

    Depending on the intended usage of the grant you are applying for, you may need to file a U.S. tax return which requires a Taxpayer Identification Number (TIN), also referred to as an employer Identification Number (EIN). If a non-resident alien is awarded funding to perform activities outside the United States, then this likely does not constitute U.S. source income and a TIN/EIN is not necessary. Examples of such funding include scholarships, fellowship grants, targeted grants, and achievement awards.

    Before applying, foreign applicants should thoroughly review the IRS website and search for their most recent guidance for Aliens and International Taxpayers.

  • Grant Terminology

    The grants community is diverse, and so is the terminology we use to talk about roles and aspects of the grants lifecycle. Here is a glossary of grant terms based on the Grant Policies and Grants.gov functionality.

    A  B  C  D  E  F  G  H  I  J  K  L  M  N  O  P  Q  R  S  T  U  V  W  X  Y  Z

    A

    Agency Specific Data Sets

    Data that an agency collects in addition to data on any of the SF-424 series forms.

    Applicant

    Any user registered with an applicant account type. See also Individual Applicant and Organization Applicant

    Application

    The specific set of forms, documents, and attachments that comprise an applicant’s submission to a federal grant opportunity.

    Application Package Template

    One or more forms and documents which can be reused for multiple opportunity-specific application packages.

    Authorized Organization Representative (AOR)

    See Standard AOR and Expanded AOR.

    Award

    Financial assistance that provides support or stimulation to accomplish a public purpose. Awards include grants and other agreements in the form of money or property in lieu of money, by the federal government to an eligible recipient. The term does not include: technical assistance, which provides services instead of money; other assistance in the form of loans, loan guarantees, interest subsidies, or insurance; direct payments of any kind to individuals; and contracts which are required to be entered into and administered under federal procurement laws and regulations.

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    B

    Budget

    The financial plan for the project or program that the Federal awarding agency or pass-through entity approves during the Federal award process or in subsequent amendments to the Federal award. It may include the Federal and non-Federal share or only the Federal share, as determined by the Federal awarding agency or pass-through entity.

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    C

    Cage Code

    A five-character code which identifies companies doing, or planning to do business with the federal government and is assigned through SAM.

    Catalog of Federal Domestic Assistance (CFDA) number

    The number assigned to a Federal program in the CFDA.

    CFDA program title

    The title of the program under which the Federal award was funded in the CFDA.

    Close Date

    The deadline designated by the grant-making agency designated for submission of a particular grant application. Also see Grace Period

    Closeout

    The process by which the Federal awarding agency or pass-through entity determines that all applicable administrative actions and all required work of the Federal award have been completed and takes actions as described in § 200.343 Closeout of the OMB Uniform Grants Guidance.

    Competition ID

    A grantor selected ID that allows further distinction of the funding opportunity number which allows applications with the same funding opportunity number to be assigned unique identifiers.

    Congressional District

    One of a fixed number of districts into which a state is divided, each district electing one member to the national House of Representatives. Review the How to Find Your Congressional District for the SF-424 Form blog post for more information.

    Continuation Grant

    An extension or renewal of existing program funding for one or more additional budget period(s) that would otherwise expire. Continuation grants are typically available to existing recipients of discretionary, multi-year projects; however, new applicants may be considered.

    Receipt of a continuation grant is usually based on availability of funds, project performance, and compliance with progress and financial reporting requirements. Applications for continuation may compete with other continuation requests submitted to the awarding agency.

    Contract

    A legal instrument by which a non-Federal entity purchases property or services needed to carry out the project or program under a Federal award. The term as used in the OMB Uniform Grants Guidance does not include a legal instrument, even if the non-Federal entity considers it a contract, when the substance of the transaction meets the definition of a Federal award or subaward (see § 200.92 Subaward of the OMB Uniform Grant Guidance).

    Contractor

    An entity that receives a contract as defined in § 200.22 Contract of the OMB Uniform Grant Guidance.

    Cooperative Agreement

    A legal instrument of financial assistance between a Federal awarding agency or pass-through entity and a non-Federal entity that, consistent with 31 U.S.C. 6302–6305:

    1. Is used to enter into a relationship the principal purpose of which is to transfer anything of value from the Federal awarding agency or pass-through entity to the non-Federal entity to carry out a public purpose authorized by a law of the United States (see 31 U.S.C. 6101(3)); and not to acquire property or services for the Federal government or pass-through entity’s direct benefit or use;
    2. Is distinguished from a grant in that it provides for substantial involvement between the Federal awarding agency or pass-through entity and the non-Federal entity in carrying out the activity contemplated by the Federal award.
    3. The term does not include: (1) A cooperative research and development agreement as defined in 15 U.S.C. 3710a; or (2) An agreement that provides only: (i) Direct United States Government cash assistance to an individual; (ii) A subsidy; (iii) A loan; (iv) A loan guarantee; or (v) Insurance.

    Cost Sharing or Matching

    The portion of project costs not paid by Federal funds (unless otherwise authorized by Federal statute). See also §200.306 Cost sharing or matching of the OMB Uniform Grant Guidance.

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    D

    Data Universal Numbering System (DUNS) Number

    The nine-digit number established and assigned by Dun and Bradstreet, Inc. (D&B) to uniquely identify entities. A non-Federal entity is required to have a DUNS number in order to apply for, receive, and report on a Federal award. A DUNS number may be obtained from D&B by telephone (currently 866–705–5711) or the Internet (currently at http://fedgov.dnb.com/webform ).

    Date of Completion

    The date on which all work under an award is completed or the date on the award document, or any supplement or amendment thereto, on which awarding agency sponsorship ends.

    Discretionary Grant

    A grant (or cooperative agreement) for which the federal awarding agency generally may select the recipient from among all eligible recipients, may decide to make or not make an award based on the programmatic, technical, or scientific content of an application, and can decide the amount of funding to be awarded. Review the What Is a Discretionary Grant? blog post for more information.

    Download

    Transferring data (usually a file) from another computer to the computer you are using.

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    E

    E-Business Point of Contact (EBiz POC)

    A user registered as an organization applicant who is responsible for the administration and management of grant activities for his or her organization. The EBiz POC is likely to be an organization’s chief financial officer or authorizing official. The EBiz POC authorizes representatives of their organization to apply on behalf of the organization (see Standard AOR and Expanded AOR). There can only be one EBiz POC per DUNS Number.

    Earmark

    Earmarks are grants that are appropriated by Congress prior to a peer review. The term « earmark » is a reference to the Congressional Record where the awards are written into legislation specifically with the grant applicant’s name, activity, and dollar amounts.

    Expanded Authorized Organization Representative (AOR)

    An AOR is a member of your organization authorized by the EBiz POC to submit applications in Grants.gov on behalf of the organization. An applicant user with the Expanded AOR role is authorized to submit any applications on behalf of the organization and has privileges that allow the user to modify organization-level settings in Grants.gov.

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    F

    Federal Agency

    Federal agency means an ‘‘agency » as defined at 5 U.S.C. 551(1) and further clarified by 5 U.S.C. 552(f).

    Federal Award

    Federal award has two definitions, which depend on the context of its use. Paragraphs (a) and (b) explain the context and define the term appropriately.

    1. (1) The Federal financial assistance that a non-Federal entity receives directly from a Federal awarding agency or indirectly from a pass-through entity, as described in § 200.101 Applicability of the OMB Uniform Grant Guidance; or (2) The cost-reimbursement contract under the Federal Acquisition Regulations that a non-Federal entity receives directly from a Federal awarding agency or indirectly from a pass-through entity, as described in § 200.101 Applicability of the OMB Uniform Grant Guidance.
    2. The instrument setting forth the terms and conditions. The instrument is the grant agreement, cooperative agreement, other agreement for assistance covered in paragraph (b) of § 200.40 Federal financial assistance of the OMB Uniform Grant Guidance, or the cost-reimbursement contract awarded under the Federal Acquisition Regulations. (c) Federal award does not include other contracts that a Federal agency uses to buy goods or services from a contractor or a contract to operate Federal government owned, contractor operated facilities (GOCOs). (d) See also definitions of Federal financial assistance, grant agreement, and cooperative agreement.

    Federal Award Date

    The date when the Federal award is signed by the authorized official of the Federal awarding agency.

    Federal Award Identification Number (FAIN)

    The unique ID within the Federal agency for each financial assistance award.

    Federal Awarding Agency

    The Federal agency that provides a Federal award directly to a non-Federal entity. Alternative term: Grant-Making Agency

    Federal Financial Assistance

    1. For grants and cooperative agreements, Federal financial assistance means assistance that non-Federal entities receive or administer in the form of:
       1. Grants
       2. Cooperative agreements
       3. Non-cash contributions or donations of property (including donated surplus property)
       4. Direct appropriations
       5. Food commodities
       6. Other financial assistance (except assistance listed in paragraph (b) of this section).
    2. For Subpart F—Audit Requirements of the OMB Uniform Grant Guidance, Federal financial assistance also includes assistance that non-Federal entities receive or administer in the form of:
       1. Loan
       2. Loan Guarantees
       3. Interest subsidies
       4. Insurance
    3. Federal financial assistance does not include amounts received as reimbursement for services rendered to individuals as described in § 200.502 Basis for determining Federal awards expended, paragraph (h) and (i) of the OMB Uniform Grant Guidance.

    Federal Program

    1. All Federal awards which are assigned a single number in the CFDA.
    2. When no CFDA number is assigned, all Federal awards to non-Federal entities from the same agency made for the same purpose should be combined and considered one program.
    3. Notwithstanding paragraphs (a) and (b) of this definition, a cluster of programs. The types of clusters of programs are: Research and development (R&D) Student financial aid (SFA) « Other clusters » as described in the definition of Cluster of Programs.

    Federal Share

    The portion of the total project costs that are paid by Federal funds.

    Formula Grant

    Allocations of federal funding to states, territories, or local units of government determined by distribution formulas in the authorizing legislation and regulations. To receive a formula grant, the entity must meet all the eligibility criteria for the program, which are pre-determined and not open to discretionary funding decisions.

    Formula grants typically fund activities of a continuing nature and may not be confined to a specific project. Common elements in formulas include population, proportion of population below the poverty line, and other demographic information.

    Funding Opportunity Announcement (FOA)

    A publicly available document by which a federal agency makes known its intentions to award discretionary grants or cooperative agreements, usually as a result of competition for funds. Funding opportunity announcements may be known as program announcements, notices of funding availability, solicitations, or other names depending on the agency and type of program. Funding opportunity announcements can be found at Grants.gov in the Search Grants tab and on the funding agency’s or program’s website.

    Funding Opportunity Number (FON)

    The number that a federal agency assigns to its grant announcement.

    Funding Period

    The period of time when federal funding is available for obligation by the recipient.

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    G

    Grace Period

    A grace period may be created at the grant-making agency’s discretion to extend the application submission period. This period reflects the number of days after the closing date that Grants.gov will continue to accept applications for a grant opportunity, for example, an agency might include a grace period to accept revised applications. It also represents the day (Closing Date + Grace Period) that applicants will no longer be able to download the application package. This value is entered by an agency when creating a grant opportunity and is not visible to grant applicants.

    Grant Agreement

    A legal instrument of financial assistance between a Federal awarding agency or pass-through entity and a non-Federal entity that, consistent with 31 U.S.C. 6302, 6304:

    1. Is used to enter into a relationship the principal purpose of which is to transfer anything of value from the Federal awarding agency or pass-through entity to the non-Federal entity to carry out a public purpose authorized by a law of the United States (see 31 U.S.C. 6101(3)); and not to acquire property or services for the Federal awarding agency or pass-through entity’s direct benefit or use.
    2. Is distinguished from a cooperative agreement in that it does not provide for substantial involvement between the Federal awarding agency or pass-through entity and the non-Federal entity in carrying out the activity contemplated by the Federal award.
    3. Does not include an agreement that provides only: (1) Direct United States Government cash assistance to an individual; (2) A subsidy; (3) A loan; (4) A loan guarantee; or (5) Insurance.

    Grantor

    A user registered on behalf of their federal grant-making agency to post funding opportunities or manage submissions to these funding opportunities.

    Grants.gov Tracking Number

    A number set used by Grants.gov which is used to identify each application it receives.

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    I

    Indian Tribe (or federally recognized Indian tribe)

    Any Indian tribe, band, nation, or other organized group or community, including any Alaska Native village or regional or village corporation as defined in or established pursuant to the Alaska Native Claims Settlement Act (43 U.S.C. Chapter 33), which is recognized as eligible for the special programs and services provided by the United States to Indians because of their status as Indians (25 U.S.C. 450b(e)). See annually published Bureau of Indian Affairs list of Indian Entities Recognized and Eligible to Receive Services.

    Individual Applicant

    A registered applicant user who submits applications on their own behalf. Individuals sign the grant application and its associated certifications and assurances that are necessary to fulfill the requirements of the application process.

    Institutions of Higher Education (IHEs)

    IHE is defined at 20 U.S.C. 1001, which states, « an educational institution in any State that—

    1. admits as regular students only persons having a certificate of graduation from a school providing secondary education, or the recognized equivalent of such a certificate, or persons who meet the requirements of section 1091(d) of this title;
    2. is legally authorized within such State to provide a program of education beyond secondary education;
    3. provides an educational program for which the institution awards a bachelor’s degree or provides not less than a 2-year program that is acceptable for full credit toward such a degree, or awards a degree that is acceptable for admission to a graduate or professional degree program, subject to review and approval by the Secretary;
    4. is a public or other nonprofit institution; and
    5. is accredited by a nationally recognized accrediting agency or association, or if not so accredited, is an institution that has been granted preaccreditation status by such an agency or association that has been recognized by the Secretary for the granting of preaccreditation status, and the Secretary has determined that there is satisfactory assurance that the institution will meet the accreditation standards of such an agency or association within a reasonable time. »

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    L

    Local Government

    Any unit of government within a state, including a: (a) County; (b) Borough; (c) Municipality; (d) City; (e) Town; (f) Township; (g) Parish; (h) Local public authority, including any public housing agency under the United States Housing Act of 1937; (i) Special district; (j) School district; (k) Intrastate district; (l) Council of governments, whether or not incorporated as a nonprofit corporation under state law; and (m) Any other agency or instrumentality of a multi-, regional, or intra-state or local government.

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    M

    Mandatory Form

    The forms that are required for the application. Please note that a mandatory form must be completed before the system will allow the applicant to submit the application package.

    Mandatory Grant

    A grant (or cooperative agreement) awarded under a program where the authorizing statute requires the head of the agency or designee to make an award to each eligible entity under the conditions and in the amount (or based on the formula) specified in the statute.

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    N

    Non-Federal Entities

    A state, local government, Indian tribe, institution of higher education (IHE), or nonprofit organization that carries out a Federal award as a recipient or subrecipient.

    Nonprofit Organization

    Any corporation, trust, association, cooperative, or other organization, not including IHEs, that: (a) Is operated primarily for scientific, educational, service, charitable, or similar purposes in the public interest; (b) Is not organized primarily for profit; and (c) Uses net proceeds to maintain, improve, or expand the operations of the organization.

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    O

    Obligations

    When used in connection with a non-Federal entity’s utilization of funds under a Federal award, obligations means orders placed for property and services, contracts and subawards made, and similar transactions during a given period that require payment by the non-Federal entity during the same or a future period.

    Opportunity Category

    A field located on the Grant Opportunity Properties screen within Grants.gov. The Opportunity Category field values include Discretionary, Mandatory, Earmark, and Continuation. The Opportunity Category field was added to the site to assist Grants.gov with aggregating opportunities and application packages for public and private displays on the site. For example, there are links which show grant opportunities and packages recently posted to the site. Those opportunities and packages with a category type of Earmarked or Continuation will not show up on these public listings.

    Opportunity Package

    Synonymous with “Application”—the specific set of forms, documents, and attachments that comprise an applicant’s submission to a federal grant opportunity.

    Optional Forms

    The forms that can be used to provide additional support for an application, but are not required to complete the application package.

    Organization Applicant

    A registered grant applicant user who is working on or submitting applications on behalf of an organization, such as a state government, nonprofit organization, private business, or any other type of institution.

    Oversight Agency for Audit

    The Federal awarding agency that provides the predominant amount of funding directly to a non-Federal entity not assigned a cognizant agency for audit. When there is no direct funding, the Federal awarding agency which is the predominant source of pass-through funding must assume the oversight responsibilities. The duties of the oversight agency for audit and the process for any reassignments are described in § 200.513 Responsibilities, paragraph (b) of the OMB Uniform Grants Guidance.

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    P

    Pass-Through Entity

    Pass-through entity means a non-Federal entity that provides a subaward to a subrecipient to carry out part of a Federal program.

    Pass-Through Funding

    Funds issued by a federal agency to a state agency or institution that are then transferred to other state agencies, units of local government, or other eligible groups per the award eligibility terms. The state agency or institution is referred to as the « prime recipient » of the pass-through funds. The secondary recipients are referred to as « subrecipients. » The prime recipient issues the subawards as competitive or noncompetitive as dictated by the prime award terms and authorizing legislation. Read the What Is a Government Grant and Pass-Through Funding? blog post for more information.

    Personally Identifiable Information (PII)

    Information that can be used to distinguish or trace an individual’s identity, either alone or when combined with other personal or identifying information that is linked or linkable to a specific individual. Some information that is considered to be PII is available in public sources such as telephone books, public Web sites, and university listings. This type of information is considered to be Public PII and includes, for example, first and last name, address, work telephone number, email address, home telephone number, and general educational credentials. The definition of PII is not anchored to any single category of information or technology. Rather, it requires a case-by-case assessment of the specific risk that an individual can be identified. Non-PII can become PII whenever additional information is made publicly available, in any medium and from any source, that, when combined with other available information, could be used to identify an individual.

    Posted Date

    The date the grant-making agency published the funding opportunity on Grants.gov.

    Profile

    Applicant information stored in the Grants.gov system for the purpose of identifying a user. Read the Add Profile to a Grants.gov Account page for more information.

    Program Income

    Program income means gross income earned by the non-Federal entity that is directly generated by a supported activity or earned as a result of the Federal award during the period of performance. (See §200.77 Period of performance.) Program income includes but is not limited to income from fees for services performed, the use or rental or real or personal property acquired under Federal awards, the sale of commodities or items fabricated under a Federal award, license fees and royalties on patents and copyrights, and principal and interest on loans made with Federal award funds. Interest earned on advances of Federal funds is not program income. Except as otherwise provided in Federal statutes, regulations, or the terms and conditions of the Federal award, program income does not include rebates, credits, discounts, and interest earned on any of them. See also §200.407 Prior written approval (prior approval). See also 35 U.S.C. 200-212 « Disposition of Rights in Educational Awards » applies to inventions made under Federal awards.

    Project Cost

    Total allowable costs incurred under a Federal award and all required cost sharing and voluntary committed cost sharing, including third-party contributions.

    Project Period

    The period established in the award document during which awarding agency sponsorship begins and ends.

    Protected Personally Identifiable Information (Protected PII)

    An individual’s first name or first initial and last name in combination with any one or more of types of information, including, but not limited to, social security number, passport number, credit card numbers, clearances, bank numbers, biometrics, date and place of birth, mother’s maiden name, criminal, medical and financial records, educational transcripts. This does not include PII that is required by law to be disclosed. (See also § 200.79 Personally Identifiable Information (PII) in the OMB Uniform Grants Guidance).

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    R

    Recipient

    A non-Federal entity that receives a Federal award directly from a Federal awarding agency to carry out an activity under a Federal program. The term recipient does not include subrecipients. See also § 200.69 Non-Federal entity in the OMB Uniform Grants Guidance.

    Research and Development (R&D)

    All research activities, both basic and applied, and all development activities that are performed by non-Federal entities. The term research also includes activities involving the training of individuals in research techniques where such activities utilize the same facilities as other research and development activities and where such activities are not included in the instruction function. ‘‘Research » is defined as a systematic study directed toward fuller scientific knowledge or understanding of the subject studied. ‘‘Development » is the systematic use of knowledge and understanding gained from research directed toward the production of useful materials, devices, systems, or methods, including design and development of prototypes and processes.

    Role

    This Grants.gov term refers to the specific set of functions assigned to a grantor or organization applicant. Each role provides a user with specific rights, responsibilities, and levels of access to functionality within the Grants.gov system. For more information about applicant roles, review the Manage Roles for Applicant help article. For more information about grantor roles, review the Manage Roles for Grantor help article.

    Role Manager

    The grantor user listed as the Point of Contact for a specific grant-making agency or subagency. This person will receive any email notifications about application submissions or agency creations, depending on the option selected in the agency’s profile.

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    S

    Standard Authorized Organization Representative (AOR)

    An AOR is a member of your organization authorized by the EBiz POC to submit applications in Grants.gov on behalf of the organization. An applicant user with the Standard AOR role can only submit applications when they are a Participant of that workspace.

    State

    Any state of the United States, the District of Columbia, the Commonwealth of Puerto Rico, the Virgin Islands, Guam, American Samoa, the Commonwealth of the Northern Mariana Islands, and any agency or instrumentality thereof exclusive of local governments.

    Student Financial Aid (SFA)

    Federal awards under those programs of general student assistance, such as those authorized by Title IV of the Higher Education Act of 1965, as amended, (20 U.S.C. 1070–1099d), which are administered by the U.S. Department of Education, and similar programs provided by other Federal agencies. It does not include Federal awards under programs that provide fellowships or similar Federal awards to students on a competitive basis, or for specified studies or research.

    Subaward

    An award provided by a pass-through entity to a subrecipient for the subrecipient to carry out part of a Federal award received by the pass-through entity. It does not include payments to a contractor or payments to an individual that is a beneficiary of a Federal program. A subaward may be provided through any form of legal agreement, including an agreement that the pass-through entity considers a contract.

    Subrecipient

    A non-Federal entity that receives a subaward from a pass-through entity to carry out part of a Federal program; but does not include an individual that is a beneficiary of such program. A subrecipient may also be a recipient of other Federal awards directly from a Federal awarding agency.

    Synopsis of Funding Opportunity

    Summary information extracted from or based on the funding opportunity announcement that is displayed in FOAs found within the Search Grants tab of Grants.gov. The posting in Grants.gov includes a direct link to the funding opportunity announcement or includes a downloadable copy of the funding opportunity announcement.

    System for Award Management (SAM)

    SAM validates applicant information and electronically shares the secure and encrypted data with the federal agencies’ finance offices to facilitate paperless payments through Electronic Funds Transfer (EFT). SAM stores your organizational information, allowing Grants.gov to verify your identity and to pre-fill organizational information on your grant applications. For more information, review the Register with SAM page.

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    T

    Termination

    The ending of a Federal award, in whole or in part at any time prior to the planned end of period of performance.

    Third-Part In-Kind Contributions

    Third-party in-kind contributions means the value of non-cash contributions (i.e., property or services) that- (a) Benefit a federally assisted project or program; and (b) Are contributed by non-Federal third parties, without charge, to a non-Federal entity under a Federal award.

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    U

    User

    Any person navigating the Grants.gov website.

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    W

    Workspace Manager role

    An applicant user with the Workspace Manager role is authorized to create new workspaces. Review the Workspace Roles page for more detailed information.

    Workspace Owner

    Registered applicant user with the responsibility to manage user access to a workspace. There is only one Workspace Owner per workspace, which is initially granted to the user with the Workspace Manager role who created the workspace. After initial creation of a workspace, the Workspace Owner access can be reassigned to any participant with the Workspace Manager role.

    Workspace Participant

    A registered applicant user with access to at least one workspace, allowing the user the ability to perform an action on any form within the specific workspace(s) in which they are added. Participants may have any combination of roles. For more information, review the Workspace Roles page.

    What Federal Agencies Award Grants?

    The convenient e-Government initiative of Grants.gov provides access to information about federal grant-making agencies. If you would like to learn more about grant programs specific to these agencies, please click on the agency name below:

    U.S. Agency for International Development (USAID)

    The Agency for International Development is an independent federal government agency that provides economic and humanitarian assistance in more than 100 countries to ensure a better future for us all. (https://www.usaid.gov)

    Corporation for National and Community Service (CNCS)

    The Corporation for National and Community Service is the nation’s largest grant-maker supporting service and volunteering. Through Senior Corps, AmeriCorps and the Learn and Serve America programs, the Corporation is a catalyst for change and offers every American a chance to contribute through service and volunteering. (https://www.nationalservice.gov)

    U.S. Department of Agriculture (USDA)

    Established in 1862, the Department of Agriculture serves all Americans through anti-hunger efforts, through stewardship of nearly 200 million acres of national forest and rangelands, and through product safety and conservation efforts. The USDA opens markets for American farmers and ranchers and provides food for needy people around the world. (https://www.usda.gov)

    U.S. Department of Commerce (DOC)

    The Department of Commerce fosters and promotes the nation’s economic development and technological advancement through vigilance in international trade policy, domestic business policy and growth, and promoting economic progress at all levels. (https://www.commerce.gov)

    U.S. Department of Defense (DOD)

    The Department of Defense provides the military forces needed to deter war and protect the security of the United States through five major areas: peacekeeping and war-fighting efforts, Homeland Security, evacuation and humanitarian causes. (http://www.dod.gov)

    U.S. Department of Education (ED)

    The Department of Education ensures equal access to education and promotes educational excellence through coordination, management, and accountability in federal education programs. The Department works to supplement and complement educational efforts on all levels, encouraging increased involvement by the public, parents and students. (https://www.ed.gov)

    U.S. Department of Energy (DOE)

    The Department of Energy’s goal is to advance national, economic, and energy security in the U.S.; to promote scientific and technological innovation in support of that goal; and to ensure environmental cleanup of the national nuclear weapons complex. (http://www.energy.gov)

    U.S. Department of Health and Human Services (HHS)

    The Department of Health and Human Services is the federal government’s principal agency for protecting the health of all Americans and providing essential human services, especially to those who are least able to help themselves. (https://www.hhs.gov)

    U.S. Department of Homeland Security (DHS)

    The Department of Homeland Security has three primary missions: Prevent terrorist attacks within the United States, reduce America’s vulnerability to terrorism and minimize the damage from potential attacks and natural disasters. (https://www.dhs.gov)

    U.S. Department of Housing and Urban Development (HUD)

    The Department of Housing and Urban Development’s mission is to increase homeownership, support community development and increase access to affordable housing free from discrimination. HUD fulfills this mission through high ethical standards, management, and accountability, and by forming partnerships with community organizations. (http://www.hud.gov)

    U.S. Department of the Interior (DOI)

    The Department of the Interior protects and provides access to the nation’s natural and cultural heritage, including responsibilities to Indian tribes and island communities. Departmental goals include resource protection and usage, overseeing recreational opportunities, serving communities, and excellence in management. (https://www.doi.gov)

    U.S. Department of Justice (DOJ)

    The Department of Justice enforces the law and defends the interest of the United States, ensuring public safety against threats foreign and domestic; providing federal leadership in preventing and controlling crime; seeking just punishment for those guilty of unlawful pursuits; and ensuring fair and impartial administration of justice for all Americans. (https://www.usdoj.gov)

    U.S. Department of Labor (DOL)

    The Department of Labor fosters and promotes the welfare of job seekers, wage earners and retirees by improving their working conditions, advancing their opportunities, protecting their retirement and health benefits, and generally protecting worker rights and monitoring national economic measures. (https://www.dol.gov)

    U.S. Department of State (DOS)

    The Department of State strives to create a more secure, democratic and prosperous world for the benefit of the American people and the international community. (https://www.state.gov)

    U.S. Department of Transportation (DOT)

    The Department of Transportation’s mission is to ensure fast, safe, efficient, accessible, and convenient transportation that meets vital national interests and enhances the quality of life of the American people, today and into the future. (https://www.dot.gov)

    U.S. Department of the Treasury (TREAS)

    The Department of Treasury is a steward of United States economic and financial systems, promotes conditions for prosperity and stability in the U.S., and encourages prosperity and stability in the rest of the world. (https://www.treasury.gov)

    U.S. Department of Veterans Affairs (VA)

    The Department of Veterans Affairs strives for excellence in patient care and veteran’s benefits for its constituents through high-quality, prompt, and seamless service to United States veterans. (https://www.va.gov)

    Environmental Protection Agency (EPA)

    The mission of the Environmental Protection Agency is to protect human health and the environment. Since 1970, the EPA has been working for a cleaner, healthier environment for the American people. (https://www.epa.gov)

    Institute of Museum and Library Services (IMLS)

    The Institute of Museum and Library Services is the primary source of federal support for the nation’s 122,000 libraries and 17,500 museums. The Institute serves as a leader in providing services to enhance learning, sustain cultural heritage, and increase civic participation. (https://www.imls.gov)

    National Aeronautics and Space Administration (NASA)

    The National Aeronautics and Space Administration serves as the nation’s forefront of such exploration and continues to pioneer in aeronautics, exploration systems, science, and space operations. (https://www.nasa.gov)

    National Archives and Records Administration (NARA)

    The National Archives and Records Administration enables people to inspect the record of what the federal government has done, enables officials and agencies to review their actions, and helps citizens hold them accountable. (https://www.archives.gov)

    National Endowment for the Arts (NEA)

    The National Endowment for the Arts is a public agency dedicated to supporting excellence in the arts, bringing the arts to all Americans, and providing leadership in arts education. The Endowment is the largest national source of funds for the arts. (http://www.nea.gov)

    National Endowment for the Humanities (NEH)

    The National Endowment for the Humanities is an independent grant-making agency of the United States government dedicated to supporting research, education, preservation, and public programs in the humanities. (https://www.neh.gov)

    National Science Foundation (NSF)

    The National Science Foundation is an independent federal agency created to promote the progress of science, to advance the national health, prosperity, and welfare, and to secure the national defense. The NSF annually funds approximately 20 percent of basic, federally-supported college and university research. (https://www.nsf.gov)

    Small Business Administration (SBA)

    The Small Business Administration maintains and strengthens the nation’s economy by aiding, counseling, assisting, and protecting the interests of small businesses, and by helping families and businesses recover from national disasters. (https://www.sba.gov)

    Social Security Administration (SSA)

    The Social Security Administration advances the economic security of the nation’s people through compassionate and vigilant leadership in shaping and managing America’s Social Security programs. (https://www.ssa.gov)

    Systems and Tools Supporting Federal Awards

    The following systems and tools are involved in the registration, application, and reporting processes connected to federal awards. (Note: This is not an exhaustive list. Please email [email protected] to request that another federal system or tool be added.)

    Automated Standard Application for Payments (ASAP) – TREAS

    ASAP, or the Automated Standard Application for Payments, is a platform through which award recipients and federal agencies may process grant payment requests and handle disbursement reporting activities.

    Commercial and Government Entity (CAGE) Code – DLA

    The Defense Logistics Agency (DLA) CAGE Code website provides a standalone solution to search for foreign and domestic entities’ CAGE information.

    DisasterAssistance.gov – DHS

    DisasterAssistance.gov is a resource for citizens impacted by a disaster. The website provides information about support and services, and it is also a channel through which entities may apply for financial assistance.

    Dun & Bradstreet

    The Dun & Bradstreet Government iUpdate tool allows applicants to look-up or request a unique DUNS number, which is required when registering on Grants.gov.

    electronic Research Administration (eRA) – NIH

    The National Institute of Health’s (NIH) electronic Research Administration systems support grant processing for applicants, award recipients, and federal staff.

    Federal Procurement Data System (FPDS) – GSA-IAE

    The Federal Procurement Data System is a searchable repository of data related to government procurement and contracts. Some federal agencies also publish financial assistance data to the system.

    Grant Solutions – HHS

    The grants management solutions developed by The Grants Center of Excellence (COE) serve both grant-making agencies as well as applicants and award recipients.

    Interagency Edison (iEdison) – HHS, NIH

    Interagency Edison is a portal through which grant recipients and contractors report to their funding agency about inventions created with government funds.

    Internet Data Entry System (IDES) & Federal Audit Clearinghouse (FAC) – DOC, Census

    The Internet Data Entry System is the channel through which federal award recipients submit their single audit reporting packages to the Federal Audit Clearinghouse.

    North Atlantic Treaty Organization (NATO) Commercial and Government Entity (NCAGE) Code – NSPA

    The CAGE Code is assigned to organizations (e.g., manufacturers, distributors, etc.) to facilitate the supply chain. The NATO Codification System (NCS) differentiates between the U.S. and NATO systems, so CAGE was referred to as NCAGE in the NCS community.

    Payment Management System (PMS) – HHS

    The Payment Management System, like ASAP, is a platform that handles the grant payment requests and disbursement reporting activities of grant recipients and grant-making agencies.

    Research.gov – NSF

    Research.gov serves the research community by providing access to important information, thus streamlining business processes among partner agencies.

    System for Awards Management (SAM)

    The System for Awards Management is a free platform through which entities applying to receive awards from the U.S. Federal Government must register.

    beta.SAM.gov – GSA

    This will be the official U.S. government website for people who make, receive, and manage federal awards. Includes descriptions of federal assistance listings, each of which is associated with a Catalog of Federal Domestic Assistance (CFDA) number.

    Tracking Accountability in Government Grants System (TAGGS) – HHS

    The Tracking Accountability in Government Grants System warehouses over 20 years of HHS grant-award program data, and it is designed to facilitate the public and private sector constituent’s understanding of the work, availability, benefits, and trends in HHS-facilitated public investment.

    USAspending.gov – TREAS

    USASpending.gov is a single, searchable website accessible to the public listing information about every Federal award, as required by the Federal Funding Accountability and Transparency Act (FFATA) of 2006.

    Finding Grant Programs

    If you are just entering the realm of grants and government funding, it can feel overwhelming trying to find the right program for you or your organization. When considering grants, these programs can be broadly categorized as those awarded by the federal government and those awarded by non-federal entities. Within these two categories are a variety of funding sources and program types.

    Federal Grants, Funding & Benefit Programs

    To sort through the federal grant programs, the authoritative source is the Catalog of Federal Domestic Assistance (CFDA). This catalog lists all of the available funding programs to all levels of government, nonprofit organizations, for-profit businesses, and other eligible entities. Search Grants within Grants.gov allows you to search, filter, and apply for specific opportunities to receive funding from one of these programs.

    Non-Federal Grant Programs

    There are a large number of nonprofit organizations and for-profit businesses that also provide grants or other types of funding assistance.

    Note: The information below is not exhaustive, and Grants.gov is not affiliated with, nor endorsing, any of these resources. They are provided as a convenience to prospective grant applicants.

    The Foundation Center  maintains a comprehensive database on U.S. and global grant-makers and their funding opportunities. It also operates research, education, and training programs designed to advance knowledge of philanthropy at every level.

    The Funding Information Network  facilitates access to grant resources and publications to under-resourced entities and populations.

    State and regional directories can also be found with some research. Try using the Community Foundation Locator  to find a grant-making foundation in your region. You may also use your preferred web search engine to find your state’s grant or foundation directory. Local libraries may have access to subscription-based search engines or the Foundation Center Cooperating Collections, so visit your library to work with them for assistance.

    Overview

     

    The Office of Personnel Management (OPM) defines federal grants management as work that « involves implementing and managing federal grants and cooperative agreements and providing grants-related assistance and services. »

    To prepare employees and prospective employees for grant-related career paths, the federal government has developed a range of tools and assets. If you are considering a career in federal grants management, or if you are hoping to add related skillsets to your resume, we encourage you to consult the following resources after familiarizing yourself with the Grants 101 section of the Grants Learning Center:

    Grants Management

    OPM’s position flysheet for grants management contains example tasks, including administering grants, designing grant policy, and serving as liaison between the government and external parties.

    LEARN MORE >

    Financial Management

    The Chief Financial Officers (CFO) Council identified functional competencies that are standard performance requirements for individuals working in federal financial assistance management.

    LEARN MORE >

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    Additional Resources to Help Your Grant Career

    Grants Management Online Training Course: The CFO Council has developed an online course for government employees and grant professionals hoping to work in federal financial assistance management.

    • Module 1 – Laws, Regulations, and Guidance
    • Module 2 – Financial Assistance Mechanisms
    • Module 3 – Uniform Guidance Administrative Requirements
    • Module 4 – Cost Principles
    • Module 5 – Risk Management and Single Audit

    Financial Assistance Management Career Roadmap: This interactive resource from the CFO Council supports the grants management workforce to identify and learn about key competencies to continue their professional development.

    Federal Financial Management Career Roadmap: This interactive resource was developed by the CFO Council to support the professional development of federal financial management professionals.

    Understanding the Reporting and Oversight Process

    In 2006, the Federal Funding Accountability and Transparency Act (FFATA) set in motion a government-wide reporting procedure that has continued to evolve.

    The law requires that information about entities and organizations receiving federal funds be disclosed to the public via a central website, USAspending.gov. This information currently includes the entity’s name, amount of the grant, funding agency, and location – among other requirements – and is published by the grant-making agency on USASpending.gov.

    The federal award recipient – called the « prime awardee » by FFATA – files progress reports via the FFATA Sub-award Reporting System (FSRS).

    Sub-recipients – those entities receiving sub-grants – submit data to the prime awardee. (Those sub-recipients with awards of $25,000 or more must have their data shared by the prime awardee through FSRS.)

    The following chart lays out this process in a linear format: Sub-awardees give their reporting data to prime awardees; prime awardees submit all required data via FSRS; and federal grant-making agencies publish program data on USASpending.gov.

    Making Sense of the Grant Reporting Process
    Sub-awardees give their reporting data to prime awardees.	→	Prime awardees submit all required data via FSRS.	→	Federal grant-making agencies publish program data on USASpending.gov.

    Types of Oversight

    What kinds of data are federal award recipients expected to include in their reporting?
    The information falls into one of three categories: financial data, such as expenses paid for with federal funds; compliance information to ensure the recipient is following federal regulations; and project data highlighting progress and/or community impact.
    Grant-making agencies use this information, in part, to gauge the success of their own programs and initiatives.

    The required information may be collected through several different channels, including regular progress reports, site visits, and audits (see table below).

    Progress Reports	Site Visits & Technical Assistance	Audits
    Grant recipients submit regular reports (called « Performance Progress Reports » or « Research Performance Progress Reports ») documenting a project throughout its lifespan.These reports may include both expense-related data and quantitative information about the project’s impact.	Grant recipients may receive site visits from the federal grantor agency. Such visits provide an opportunity for two-way communication between the grantor and the award recipient.Technical assistance provided by the grantor is also a means for ensuring that the grant recipient is complying with the award agreement.	The Single Audit Act (amended in 1996) states that grant recipients may be subject to an audit once a year.The audit aims to ensure compliance with government regulations and evaluate financial information, including expenses paid for with federal award funds.

    Standard Grants Reporting Forms

    • SF-270, Request for Advance or Reimbursement
    • SF-271, Outlay Report and Request for Reimbursement for Construction Programs
    • SF-425, Federal Financial Report
    • SF-425A, Federal Financial Report Attachment
    • SF-428, Tangible Personal Property
    • SF-429, Real Property Status Report
    • Research Performance Progress Report (RPPR)
    • SF-LLL, Disclosure of Lobbying Activities — as revised in 1996
    • SF-SAC, Data Collection Form for Single Audits

    Sources: FSRS.gov, Office of Management and Budget, Introduction to Grants and Cooperative Agreements for Federal Personnel  , Department of Transportation, Corner Alliance  , Third Sector Today 

    You Can Help Fight Fraudulent Activity

    Every year, hundreds of billions of dollars are distributed in the form of federal grants to universities, local governments, organizations and individuals.

    The vast majority of these funds are spent as intended, but misuse, deceit and abuse are nonetheless present. As a result, hundreds of thousand dollars go to waste.

    Fraudulent behavior can take the form of embezzlement, theft, bribery or false claims and statements. Such violations of federal law are difficult to flag without the help of individuals inside the grant community.

    Learn how you can help to stop fraudulent behavior and, thus, strengthen the integrity of the federal grant system and increase the overall efficiency of the government.

    What is grant fraud?

    Grant fraud typically occurs when award recipients attempt to deceive the government about their spending of award money. Such behavior amounts to « lying, cheating and stealing, » according to the Department of Justice.

    • Learn more about the responsibilities of entities that receive federal grant funds.

    What is a grant scam?

    The allure of so-called « free money » from the federal government has enabled scam artists to prey on people’s hopes by promising access to grants – often for a fee. In reality, federal grants are rarely awarded to individuals seeking personal benefits, and applying for a grant is completely free.

    • Learn how to sniff out a grant-related scam.
    • Read some grant scam alerts.

    What are the costs of grant fraud?

    Besides triggering lost efficiency and waste in the government, grant fraud can also have a significant impact on entities found to have carried it out. The Department of Justice Office of the Inspector General warns that consequences can include « debarment from receiving future funding, administrative recoveries of funds, civil law suits and criminal prosecution. »

    Who is responsible for monitoring fraudulent behavior?

    Federal Inspectors General (IG) within each government agency have been established as  independent and objective units tasked with combating waste, fraud, and abuse in their respective programs.

    • To report a suspected instance of grant fraud, contact the IG within the appropriate agency.

    How can grant fraud be stopped?

    Only with your help! The front line of defense against fraudulent behavior in the grant community includes accountants, auditors and other award recipient personnel.

    • Access a range of resources designed to help identify and prevent grant scams and fraud.