Submission Steps for Grants.gov

1. In order to use Grants.gov, PIs will first need to download and install the free PureEdge Viewer software which is required by Grants.gov. The software should be installed by anyone who might be working on a proposal submission. The PureEdge software, which was written for Microsoft Windows, can be found on the Grants.gov website. This software allows the user to assemble an entire application package on their computer. The completed file is the entire application, as opposed to systems such as FastLane, where forms are completed on-line.
2. Each application package is specific to a particular program and cannot be used to apply to another opportunity or program. The “Find” feature in Grants.gov is used to search and identify a particular program to which an application will be submitted. By clicking the “Apply for Grant Electronically”, the application package is downloaded from Grants.gov.
3. The application package provides specific instructions and guidance on how to complete the application package. It is very important to follow the instructions so that an application is accepted by Grants.gov. There are certain important steps to follows:
   • Complete all of the fields that are yellow. If a yellow field contains a question that does not apply, enter either a zero (for numeric fields) or N/A (for text fields).
   • For the SF424(R&R) forms, the Applicant is Oregon State University, 312 Kerr Administration Building, 97331.
   • The EIN is 48-1278540
   • OSU’s DUNS number is 053599908.
   • OSU’s Authorized Organizational Representative is Patricia A. Hawk, Interim Director, Office of Sponsored Programs.
   • Contact Information is Patricia A. Hawk, Interim Director, Office of Sponsored Programs.  The  e-mail address to be used is sponsored.programs@oregonstate.edu, phone number is 541-737-4933, fax number is 541-737-3093.
   • OSU’s Congressional District is the 5 th District.
   • OSU does not participate in the Intergovernmental Review process, so for the question “Is application subject to review by State Executive Order #12372 Process?” select the “Has not been selected for review” option.

Be sure to complete all of the forms in the mandatory box. Once the mandatory forms are completed, they can be moved to the “Completed Documents for Submission” box. If there are optional forms, complete the forms, and move to the “Optional Completed Documents for Submission” box.

Click the “Verify Package” button and make sure no errors are returned. Correct all errors until a “no error” message is received. The “Save” button saves the final copy of the proposal, and the “Submit” button should now be active. If the application is revised, these steps must be repeated.

4. Submit a printed copy of the application package along with a completed Proposal Transmittal Form. As with paper proposals, OSP should receive three working days to review the application. If corrections are needed, the PI can make those corrections.
5. After OSP has approved the proposal in hard copy, the PI can send the final electronic copy via the Grants.gov Proposal Upload.
6. OSP will submit the proposal through Grants.gov. This will generate a series of e-mails containing the Grants.gov tracking number and other important information.  These e-mails will confirm that: (a) the application was received by Grants.gov and assigned a tracking number, (b) the application was validated by Grants.gov, (c) the application was retrieved by the grantor agency, and (d) the application was reviewed by the grantor agency and assigned an agency tracking number.  These e-mails will be forwarded to the PI (or designated contact) in one email once they are all received.  It is important to note that all of these e-mails from both Grants.gov and the grantor agency may take up to 24 hours to receive.  If OSP does not receive the first e-mail confirmation from Grants.gov within 1 hour of submission, the Grants.gov Customer Support Office will be contacted.  In addition, if OSP receives e-mail confirmation from Grants.gov, but no correspondence from the grantor agency within 24 hours of submission, OSP will contact the grantor agency to find out what has happened to the application package.
7. Once the proposal has been accepted by the agency, the proposal no longer resides in Grants.gov. Agency-specific systems such as FastLane for NSF proposals and NIH Commons for NIH proposals can be queried for proposal status.