Advancement · Grants & Funding

Registered, renewed
and able to submit.

Federal applications fail on registration more often than on writing. Track each organization through SAM.gov, Grants.gov and the agency’s own system, with the renewal date counted down and the person who can press submit named.

Check a registrationWhat you get
$5one-time · every device you sign in on
Buy · $5

Included with Caveat Classroom and Whole-school licenses. Or get it in the Grant writer’s desk, $49 for 32 items.

Organizations

The worked example is two made-up organizations: a nonprofit whose registration lapses in 39 days with no AOR approved yet, and a charter school whose registration has already expired. Records save on this device only.

Loading the organization form. If nothing appears, turn on JavaScript.

What you get

Advancement · Grants & Funding$5 · included with Classroom and Whole-school licenses

What you finish with
A record per applicant with the legal name, kind, UEI, EIN last four, SAM.gov expiration, next deadline and program; seven SAM.gov steps; five Grants.gov and agency steps; the people with portal roles and their status; flags for an expired or expiring registration, a lapse before the deadline, a close deadline without an active registration, no approved AOR and a malformed UEI.
Who it is for
Grant writers, grants managers, business officers and development staff at schools, districts and nonprofits that apply for federal funds directly.
Format
Browser checklist with a saved record per organization. Prints a record, all organizations or a blank form; downloads a spreadsheet (.csv); exports and imports a file.
Access
$5 one-time, yours on every device you sign in on; the tool opens once you are signed in with it. Included with Caveat Classroom and Whole-school licenses. Also in the Grant writer’s desk ($49) and the Advancement Suite pass ($99), and 1 more bundle. Everything you type stays in this browser; nothing is sent to Caveat.
Where it lives
The Grants & Funding space in Caveat Advancement.
Support
Questions about access, an order or a correction: team@caveatacademic.com.

How to use it

  1. Add the organization with its legal name exactly as the IRS has it.
  2. Copy the UEI and expiration date from the entity’s SAM.gov record.
  3. Work through the SAM.gov steps, then Grants.gov and the agency’s system.
  4. List everyone with a portal role and make sure at least one AOR is approved.
  5. Put the renewal date on the office calendar two months ahead.

Check a registration

Why registration comes first

The order the portals depend onLogin.govtwo-step sign-inSAM.govUEI, active statusGrants.govE-Biz POC, AOR roleSubmitAOR in a workspacerenew every 365 daysThe order the portals depend onLogin.govtwo-step sign-inSAM.govUEI, active statusGrants.govE-Biz POC, AOR roleSubmitAOR in a workspacerenewyearly
Each portal reads from the one before it. A lapsed SAM.gov registration stops everything after it, which is why the renewal date matters more than any other field.

What the rule says

Federal rules on financial assistance (2 CFR part 25) require an applicant to be registered in SAM.gov before it applies, to give its UEI in the application, and to keep the registration active while an application is under review and for the life of the award. Pass-through funds that come through a state agency usually need a UEI too.

Who can do what

In Grants.gov the E-Business Point of Contact named in SAM.gov approves roles; only someone with the Authorized Organization Representative role can submit. Have two people with that role so one absence does not cost you a deadline.

Sources

  1. Code of Federal Regulations, 2 CFR part 25, Universal Identifier and System for Award Management (ecfr.gov), especially 25.200.
  2. U.S. General Services Administration. SAM.gov entity registration and the Federal Service Desk knowledge base (sam.gov, fsd.gov).
  3. Grants.gov. Applicant registration: organization registration, E-Business Point of Contact and AOR roles (grants.gov/applicants).
  4. U.S. General Services Administration. Unique Entity Identifier update: the UEI replaced the DUNS number on April 4, 2022.

The worked example is made up, including its UEIs. Portal screens and steps change; the portal’s own help pages come first. Nothing you type is sent to Caveat or to any portal. Support: team@caveatacademic.com.