This guide explains the grant tracking process in full, from submission to obtaining an agency assigned tracking number. Grantees who are in the process of submitting their grant application package may find this information helpful.
This document explains what will occur after the submission of a grant application package. When you submit a grant application package to Grants.gov, you will receive a confirmation screen as well as up to four emails from Grants.gov:
1. Submission Receipt
2. Submission Validation (or Rejection with Errors)
3. Agency Retrieval
4. Agency Specific Tracking Number Assignment (only if grantor agency assigns tracking number)
In addition the grantor may issue a tracking number (Agency Specific Tracking Number) to use while tracking your submitted application package in their external system. If your application package is assigned an agency specific tracking number, you will receive an additional email notification directly from the grantor. All email notifications will occur over a period of two business days.
1. SUBMISSION CONFIRMATION & NOTIFICATIONS
CONFIRMATION: Submission Confirmation Screen
After you submit your grant application package, a confirmation screen will appear on your computer screen. This screen confirms that you have submitted an application to Grants.gov. Over the next two business days you will receive three to four emails from Grants.gov to inform you of your application processing status.
NOTIFICATION 1: Submission Receipt Email
Within two business days after your application package has been received by the Grants.gov system, you will receive a submission receipt email which indicates that your submission has entered the Grants.gov system and is ready for validation.
NOTIFICATION 2: Submission Validation Receipt Email
After you receive the submission receipt email, the next email you will receive will be a message validating or rejecting your submitted application package with errors. The Grants.gov system is designed to check for technical errors within the submitted application package. Grants.gov does not review application content for award determination.
NOTIFICATION 3: Grantor Agency Retrieval Email
Once your application package has passed validation it is delivered to the grantor for award determination and further approval. After the grantor has confirmed receipt of your application, you will be sent a third and final email from Grants.gov. The grantor may also assign your application package an agency specific tracking number for use within their internal system.
Example Grantor Agency Retrieval Email TR
NOTIFICATION 4: Agency Assigned Tracking Number
If a grantor agency specific tracking number is assigned to your application package, you will receive an email from Grants.gov indicating that an agency specific tracking number has been assigned to your application package. The agency specific tracking number is not included in this email. The grantor agency will send you an email containing their tracking number. This tracking number can only be used to track your application package within the grantor agency’s system.
Please note: To track your application within the Grants.gov system you must use the tracking number assigned to you by Grants.gov (the Grants.gov tracking number is sent in the submission receipt email).
Topic: Fiscal Management
Audience:Directors and Managers
Last Updated: March 21, 2018