Picture this — you are in the final stages of polishing your proposal, only to discover a missing registration is standing between you and submission. Frustrating, right? Fear not! The expert team at GrantScout is here to help you navigate the maze of required registrations, ensuring your proposal can be successfully submitted. With the fall deadlines for major SBIR/STTR grant opportunities rapidly approaching (NSF - September 18; NIH - September 05), now is a good time to make sure that you have all the required registrations in place and up-to-date to avoid last-minute scrambling and ensure that you are able to successfully submit your proposals. Let’s break down the roadmap to registrations for these major SBIR opportunities, with some insider secrets for making this process as painless as possible.

Required Registrations for BOTH the NSF and NIH SBIR Programs:

1. Login.gov

• What it is: Login.gov is a secure sign-in service that allows users to access multiple government websites with one account and password.

• Why it’s important: Login.gov is required for accessing various federal systems, including Grants.gov, SAM.gov, and other portals used for federal funding applications and registrations.

• Tips for success:

  • Tip 1: Create and verify your Login.gov account well in advance of any deadlines to ensure you have access when needed.
  • Tip 2: Login.gov requires two-factor authentication for all sign-in attempts. If you know you will not have access to common methods of two-factor authentication (i.e., mobile authentication applications), navigate to your Login.gov profile and generate a set of backup codes that can be used instead.

2. System for Award Management (SAM)

• What it is: SAM is a government-wide portal for vendors to apply for and manage federal awards.

• Why it’s important: SAM registration is required to do business with the U.S. government. Critically, registration with SAM provides your company with a Unique Entity Identifier (UEI) number (previously a Data Universal Numbering System [DUNS] number), that will be required alongside an active SAM registration to successfully complete other registrations.

• Tips for success:

  • Tip 1: Ensure all your business details are accurate and up-to-date. This registration can take several weeks, so start early!
  • Tip 2: If you intend to pursue federal contracts, you will need to indicate this intent during the registration process in order to receive a Commercial and Government Entity (CAGE) code. If you do not intend to pursue contracts, you do not need a CAGE code, which can expedite the SAM registration process.
    • PRO TIP: If you are in a time crunch for receiving SAM registration before a grant deadline, choose to SKIP receiving a CAGE code to maximize your chances of receiving the registration prior to the deadline. You can always go back later and get a CAGE code when you are no longer under a time crunch!

3. SBIR.gov

• What it is: SBIR.gov is the official website for the Small Business Innovation Research (SBIR) and Small Business Technology Transfer (STTR) programs. It serves as a central hub for information and resources related to these federal funding opportunities.

• Why it’s important: Registration with SBIR.gov provides your company with a Small Business Concern (SBC) Control ID, which is needed for submissions at all participating agencies in the SBIR or STTR programs.

NSF-Specific Registrations

1. Research.gov

• What it is: Research.gov is an online portal for managing National Science Foundation (NSF) proposals and awards. It integrates with other NSF systems to provide a streamlined interface for proposal submission and award management.

• Why it’s important: Research.gov is used for submitting NSF proposals, managing awards, and tracking the status of your submissions.

• Tips for success:

  • Tip 1: Leverage online resources for successfully creating a Research.gov account for your organization. The NSF SBIR program website has a useful step-by-step guide for successfully completing this crucial registration.

NIH-Specific Registrations

1. Grants.gov

• What it is: Grants.gov is the central portal for finding and applying for federal grant opportunities across all government agencies.

• Why it’s important: Numerous grant opportunities are submitted through Grants.gov. NIH SBIR proposals can be submitted through Grants.gov, though the NIH has deployed the Application Submission System & Interface for Submission Tracking (ASSIST) accessed through eRA Commons (see below) to simplify the application process. However, submission through ASSIST still requires your organization to have a Grants.gov account for your organization’s Authorized Organizational Representative (AOR; i.e., the signing official).

• Tips for success:

  • Tip 1: When creating the Grants.gov account for your organization’s AOR, ensure that you use the same contact email to register for Grants.gov that you listed as the Electronic Business Point of Contact (E-BIZ POC) during your SAM registration. This will ensure that Grants.gov is able to successfully (and automatically) assign that particular account/individual the role of AOR for your organization within Grants.gov, which is needed to successfully submit proposals.
    • PRO TIP: The Grants.gov username and password for your organization’s AOR that you will use as credentials for submitting your NIH SBIR proposal through ASSIST are different from the Login.gov username and password that you use to access Grants.gov. This ‘hidden’ Grants.gov password expires every 60 days. We recommend updating this password 2 weeks prior to a deadline to avoid last-minute scrambling when submitting your proposal.
  • Tip 2: Successful account creation and successful account affiliation with your entity’s SAM registration can take several weeks, so start early!

2. eRA Commons

• What it is: eRA Commons is an electronic system used by NIH to track and manage grant applications and awards. It provides a platform for applicants, grantees, and federal staff to interact throughout the grant life cycle.

• Why it’s important: eRA Commons is essential for submitting, tracking, and managing NIH proposals and awards. It allows you to access important information about your application status, receive feedback, and manage post-award reporting requirements.

• Tips for success:

• Tip 1: You will require separate eRA Commons accounts for the Principal Investigator (PI) and the AOR (with both accounts affiliated with the small business) when submitting your NIH SBIR proposal. However, these can be the same individual if that is appropriate for your organization.

  • PRO TIP: If you plan to create both the PI and AOR eRA Commons accounts for the same individual, name the associated eRA Commons UserIDs in such a way that you can readily distinguish the AOR account from the PI account (i.e., use JaneSmithAOR and JaneSmithPI).

Pro Tips for a Smooth Registration Process

Start Early: Registrations can take several weeks to process. Starting early ensures you have ample time to address any issues that may arise.

Double-Check Details: Small errors in your registrations can lead to significant delays. Double-check all entries for accuracy.

Maintain Documentation: Keep thorough records of your registration confirmations and updates. This documentation will be invaluable if any issues need to be resolved quickly.

Leverage Available Help: The above websites each have available help desks that can be contacted to resolve any issues that arise during the registration process. For example, the Federal Service Desk (FSD) should be contacted to resolve any issues encountered during the SAM registration process.

Conclusion

Registration requirements can vary based on the agency, and even the specific mechanism to which you are applying. Always be sure to carefully check the solicitation early to ensure all necessary registrations are in place. Navigating the maze of registrations for SBIR grants might seem daunting, but with the right guidance and a proactive approach, you can ensure this crucial step is successfully completed. By following this guide, you’re one step closer to securing the funding you need to advance your innovation!

For more expert tips and personalized assistance, visit our website or contact us directly. At GrantScout, we’re committed to helping you secure the funding you need to drive your projects forward. Ready to get registered and get funded? We’ve got you covered!