How to Apply for CMS Grants
Discretionary, or "competitive," grants allow CMS to exercise discretion in selecting the projects to be funded and determining the amount of the award. Discretionary grants, once awarded, provide recipients with significant flexibility and control over how grant objectives are achieved (within the scope of the approved application). If the nature of the grant requires substantial CMS involvement, CMS will administer the grant as a cooperative agreement, which affords CMS a role in grant decision making.
CMS’ goal is to attract top-notch applications from a wide range of applicants by providing clear, easy-to-find information about the application process and managing grants.
This section of the website contains information on how to apply for a competitive grant. CMS grant opportunities are posted on www.grants.gov. If your organization is interested in submitting an application, please review the following steps and tips.
Register and Get Ready
Register and get ready at least one month before funding opportunity opens.
Every applicant organization and sub-recipient organization must have the following five registrations in place to submit a grant application:
- Employer Identification Number (EIN), otherwise known as a Taxpayer Identification Number (TIN)
- Unique Entity Identifier (UEI) registration;
- System for Award Management (SAM.gov) registration;
- Login.gov account; and
- Grants.gov registration
All five registrations are free, but the process can take one month or longer. If you plan to apply for a CMS grant, do not delay. Get registered today!
If you have already completed registrations for SAM and Grants.gov, ensure that your accounts are still active.
Employer Identification Number (EIN)
You must have an Employer Identification Number (EIN), otherwise known as a Taxpayer Identification Number (TIN), to apply. Begin the process of obtaining an EIN/TIN as soon as possible to ensure this information is received in advance of application deadlines. The process to obtain an EIN typically takes up to 5 weeks.
Unique Entity Identifier (UEI)
All applicants must have a unique entity identifier (UEI) at the time of application submission. A Unique Entity Identifier (UEI) is a number that identifies your entity registration in SAM.gov. This identifier is assigned by SAM.gov. The Office of Management and Budget (OMB) requires the Unique Entity ID to be used across federal systems, governmentwide, for federal award purposes. Additional information is available on SAM.gov.
System for Award Management (SAM)
Initial registration on SAM.gov can take between three days and two weeks. Note that SAM.gov registrations must be updated every year, which can take five days. View user guides, frequently asked questions, and other support tools in the HELP section of the SAM website.
You must register in the System for Award Management (SAM) database before you apply to Grants.gov. UEI and EIN/TIN numbers are required to complete the registration process. To register one or more domestic entities and appoint an entity administrator, you must send a notarized letter to SAM.
Begin the SAM registration process as soon as possible to ensure that it does not impair your ability to meet required submission deadlines. The process to register in SAM typically takes up to 2 weeks following receipt of the notarized letter (additional 5 weeks if an EIN must be established first).
After you register with SAM, you must update the information there every 12 months for your account to remain active. Grants.gov rejects electronic submissions from applicants with expired registrations. If your SAM account expires, the renewal process requires the same validation as required for a new account.
Primary awardees must maintain a current registration with the SAM database and may make subawards only to entities that have UEI numbers.
Grants.gov
Grants.gov is an online portal for submitting federal award applications. It requires a one-time registration to submit applications. All competitive Notice of Funding Opportunities must be submitted electronically through Grants.gov.
Search for the CMS application package in by entering the Federal Assistance Listings number. This number is shown on the Federal Assistance Listings website at SAM.gov and the cover page of the Notice of Funding Opportunity (NOFO).
For assistance with this process contact Grants.gov Support or 1-800-518-4726. Below is an overview of the instructions from the Grants.gov website. Applicants can access the site directly for more detailed information.
How to Register to Apply through Grants
- Register to obtain a Grants.gov username and password.
- Click the Register link and complete the on-screen instructions.
- The person submitting your application must be registered with Grants.gov as the Authorized Organizational Representative (AOR) for the specific UEI number cited on the SF-424 (first page). See the Applicant Training page for details.
- Link your Grants.gov account to a Login.gov account.
- Add a Profile to the Account:
- The profile corresponds to a single applicant organization the user represents (i.e., an applicant) or an individual applicant. If you work for or consult with multiple organizations and have a profile for each, you may log in to one Grants.gov account to access all your grant applications. To add an organizational profile, enter the UEI (Unique Entity Identifier) for the organization in the field while adding a profile. For more detailed instructions about creating a profile click here.
- Establish EBiz POC Authorized Profile Roles:
- EBiz POCs will no longer use their UEI or DUNS Number during login. EBiz POCs will use an applicant account associated with their email address and UEI (Unique Entity Identifier) by using an existing applicant account or registering a new one.
- EBiz POCs will login using multi-factor authentication through Login.gov. The Expanded AOR (Authorized Organizational Representative) role will be automatically assigned to the EBiz POC. Users with the Expanded AOR can control organization preferences, user access, and apply for grants with the same account. To be recognized as EBiz POC in Grants.gov, users will need to use an applicant account with an email address that matches the SAM.gov account email address for their organization.
- Click here for more details.
- Track Your Application Status:
- Electronic Signature:
- The name of the organization applicant with the AOR role that submitted the application is inserted into the signature line of the application, serves as the electronic signature. The EBiz POC must authorize people who are able to make legally binding commitments on behalf of the organization as a user with the AOR role; this step is often missed and it is crucial for valid and timely submissions.
Getting Started in Workspace:
Workspace is the standard way for organizations to apply for federal grants in Grants.gov. Workspace allows a grant team to simultaneously access and edit different forms within an application.
Mandatory Fields in Forms: In the forms, you will note fields marked with an asterisk and a different background color. These fields are mandatory fields that must be completed to successfully submit your application.
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 UEI Number. Once it is completed, the information will transfer to the other forms.
Submit a Workspace: An application may be submitted 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.
Track a Workspace Submission: After successfully submitting a workspace application, a Grants.gov Tracking Number (GRANTXXXXXXXX) is automatically assigned to the application. The number will be listed on the Confirmation page that is generated after submission. Using the tracking number, access the Track My Application page.
Completing the Standard Forms
You must complete the five standard forms identified below in the CMS Application kit on Grants.gov. You can also view them and see their instructions at Grants.gov Forms.
Project Abstract Summary
Write a one-page summary of the proposed project including the purpose and outcomes. Do not include any proprietary or confidential information. CMS will use this document for information sharing and public information requests if you get an award. Be succinct and use plain language. Include:
Goals of the project
Total budget
Description of how funds will be used.
Extra Instructions for SF-424: Official Application for Federal Assistance
You must complete all sections of the SF-424. Special instructions include:
In Item Number 15 “Descriptive Title of Applicant’s Project,”:
HHS awarding agencies must establish detailed and accurate award descriptions at the time they make a federal financial assistance award. Award descriptions are:
Critical to ensuring accountability and transparency and
A primary means to inform the public of the purpose of the federal funding that is distinct from the programmatic level information in the Assistance Listings.
Elements of a Strong Award Description
Robust award descriptions provide an understanding of the award’s purpose and include a description of award-specific activities and purpose. A strong award description will have all the following elements:
Specifics about the award purpose
Activities to be performed
Expected deliverables and outcomes
Intended beneficiary(ies) or recipients
Subrecipient activities, (if known)
Characteristics of a Strong Award Descriptions
A strong award description will have the following characteristics:
Uses plain language an average reader can fully understand
Is brief and succinct
Is unique on USA Spending
Does not use or limits abbreviations or acronyms
Examples of Strong Award Descriptions:
The Council of Inspectors General on Integrity and Efficiency’s Pandemic Response Accountability Committee (PRAC) shared the following examples of effective award descriptions. These, or other agency-specific examples, can be shared with applicants to assist them in developing their award descriptions.
Example One: Construction of pedestrian & bicycle facilities on the Broadway corridor. Broadway @ St. James St- Foxhall Ave. Streetscape improvements & enhancements include sidewalks, curbing, bike lanes, ped bump-outs, and lighting.
Example Two: Levittown Beauty Academy, LLC is creating distance education for students affected by Covid-19. Schools cannot use physical location and students are now doing their schoolwork online.
- Check “No” to item 19c. as review by State Executive Order 12372 does not apply.
The Authorized Organizational Representative (AOR) completes and electronically signs the SF-424.
Note: The signature of the individual that submits the application to Grants.gov populates throughout the application. The signature must match the name of the AOR. Other signatures will not be accepted.
The Authorized Organization Representative (AOR), is the applicant’s designated representative, who can make legally binding commitments for your organization. When the AOR authorizes an application, they agree that the organization will assume all award obligations.
SF-424A: Budget Information Non-Construction
See How to Prepare your Budget and Budget Narrative
SF-LLL: Disclosure of Lobbying Activities
You must submit the SF-LLL form. If you do not engage in lobbying, please insert “Non-Applicable” on the form and include the required AOR name, contact information, and signature.
Please note that the application kit available online on the Grants.gov website is used for many programs and therefore Grants.gov may designate this form as optional to allow for flexibility amongst programs. However, this form is required as part of the application package and must be submitted for the application to be considered eligible for review.
Project/Performance Site Location(s) Form
This form is required as part of the application package and must be submitted for the application to be considered eligible for review. Please note that the application kit available online in Grants.gov is used for many programs and therefore Grants.gov may designate this form as optional to allow for flexibility amongst programs.
Business assessment of applicant organization (maximum 12 pages)
CMS evaluates the risk posed by an applicant before they receive an award. This analysis of risk includes your organization’s financial stability, quality of management systems, internal controls, and the ability to meet the management standards prescribed in 45 CFR Part 75. Click here (PDF).
Application Completion & Proof of Timely Submission
All grant and cooperative agreement applications must be submitted electronically and received through Grants.gov by 11:59 p.m. Eastern Standard or Daylight Time (Baltimore, MD) by the applicable deadline date noted in the NOFO.
Proof of timely submission is automatically recorded and an electronic date/time stamp is generated within the system when the application is successfully received by Grants.gov. The AOR who submitted the application will receive an acknowledgement of receipt and a tracking number (GRANTXXXXXXXX) with the successful transmission of their application. The AOR will also receive the official date/time stamp and Grants.gov Tracking number in an email serving as proof of their timely submission.
Please note, you may incur a time delay before you receive acknowledgement that the application has been accepted by the Grants.gov system. Applicants should not wait until the application deadline to apply. Notification by Grants.gov that the application is incomplete may not be received until close to or after the application deadline. Consequently, you may not be able to correct errors and resubmit the application. Applications submitted after the deadline, because of errors on the part of the applicant, will not be reviewed.
Once CMS successfully downloads the application from Grants.gov, the AOR will receive an electronic acknowledgment of receipt of the application. Proof of timely submission will be the official date and time that Grants.gov receives your application. Applications received after the established due date for the program will be considered late and may not be considered for funding by CMS.
Applicants using slow internet, such as dial-up connections, should be aware that transmission can take some time before your application is received. The Support Center reports that some applicants end the transmission because they think that nothing is occurring during the transmission process. Please be patient and give the system time to process the application.
Grants.gov complies with Section 508 of the Rehabilitation Act of 1973. If an individual uses assistive technology and is unable to access any material on the site, including forms contained within an application package, the individual can e-mail the contact the Grants.gov Support Center at support@grants.gov or call 1-800-518-4726.