Grants FAQs
The following are frequently asked questions with responses to help you understand the process when applying for ACF funding and/or managing awards.
Implementation of 2 CFR Part 200
General questions can be submitted to ACF for review and most commonly asked questions will be posted to the ACF Grants Website. If you have a program-specific question related to the implementation of 2 CFR Part 200 please contact your assigned Grants Specialist.
What are the flexibilities that HHS adopted on 10/1/2024?
HHS adopted a set of flexibilities that the ACF award recipient community can utilize in the interim period before HHS fully adopts 2 CFR part 200 in October 2025. These include an increased micro-purchase threshold, increased de minimis indirect cost rate, increased single audit threshold, etc. See the tables in other questions.
Please review the ACF Standard Terms and Conditions for a full listing of flexibilities.
What is the Interim Final Rule (IFR) and how does it affect applicants and recipients?
With this IFR (89 FR 80055), HHS uses a phased approach to fully adopt the UAR: 2 CFR part 200, and HHS-specific modifications at 2 CFR part 300, in October of 2025. In the interim period of 10/1/24-9/30/25, new awards made on or after 10/1/24 will be provided additional flexibilities outlined within the IFR. Please note: these become applicable when the awards or award amendments issued incorporates them by reference.
2 CFR Parts 200 and 300 Implementation effective 10/1/2025: Recipients that receive an updated T&C may immediately apply in full the 2 CFR Parts on 10/1/2025 without receiving an additional Notice of Award update.
The IFR can be found on the Federal Register.
Is HHS soliciting public comments under the IFR?
Yes, but they are only soliciting comments about the implementation strategy, not on the substantive content of the regulations that have already gone through public notice and comment.
What are the HHS-specific modifications at 2 CFR part 300 that will go into effect on 10/1/2025?
The HHS-specific modifications at 2 CFR part 300 are a set of necessary modifications to 2 CFR part 200. These are modifications that used to be held at 45 CFR part 75, such as the limitation on MTDC base for foreign and training awards, the Hospital Cost Principles, prior approval requirements for research patient care costs, etc.
2 CFR Parts 200 and 300 Implementation effective 10/1/2025: Recipients that receive an updated T&C may immediately apply in full the 2 CFR Parts on 10/1/2025 without receiving an additional Notice of Award update.
Do the flexibilities that begin on 10/1/24 apply to only new awards, or also to non-competing continuations, supplements, and non-monetary actions on or after 10/1/2024?
The flexibilities will be applied to awards made on or after 10/1/24, as well as to award modifications made on or after 10/1/24. This includes supplements, competing and non-competing continuations, and non-monetary actions. Please note: these become applicable when the awards or award amendments issued incorporates them by reference.
What are the increased thresholds and flexibilities with an effective date of 10/1/2024?
HHS adopted and implemented effective October 1, 2024, certain provisions of the Uniform Guidance that allow flexibilities for the applicant and recipient community. When awards or award amendments are issued that incorporates them by reference, beginning on or after October 1, 2024, the following increased thresholds and flexibilities apply. Please note: some exceptions apply to non-discretionary awards, please see the respective Program Specific Supplemental Terms and Conditions, which aligns with 45 CFR 75.101 and 2 CFR 200.101 Applicability requirements.
Provisions (Regulations) | Before 10/1/2024 Threshold under 45 CFR Part 75 | On and After 10/1/2024 Threshold under 2 CFR Part 200 |
| Modified Total Direct Cost Definition (45 CFR §75.2 / 2 CFR §200.1) | $25,000 | $50,000 |
| Equipment (45 CFR §75.320(e) / 2 CFR §§200.1, 200.313(e), 200.439(b)(2)) | $5,000 | $10,000 |
| Unused Supplies (45 CFR §75.321(a) / 2 CFR §§200.1, 200.314(a)) | $5,000 | $10,000 |
| Micro-purchase Threshold [1] (45 CFR §75.329(a) / 2 CFR §200.320) | $10,000 | $50,000 |
| Fixed Amount Awards Subawards (45 CFR §75.353 / 2 CFR §200.333) | $250,000 | $500,000 |
| Closeout [2] (45 CFR §75.381 / 2 CFR §200.344) | 90 days | 120 days |
| De Minimis Indirect Rate [3] (45 CFR §75.414(f) / 2 CFR §200.414(f)) | 10% | 15% |
| Single Audit (45 CFR §75.501 / 2 CFR §200.501) | $750,000 | $1,000,000 |
[1] This provision was adopted on December 12, 2017 under Public Law 115-91 and OMB Memorandum 18-18.
[2] This provision was adopted on September 15, 2023 under 88 FR 63591.
[3] Note this does not apply to HHS Training or Foreign awards, for which HHS retains the de minimis cap at 8%.
What are the Uniform Guidance requirements effective 10/1/2025?
HHS will adopt and implement effective October 1, 2025, the remainder of the Uniform Guidance. Also, effective October 1, 2025, HHS will relocate key HHS-specific modifications from 45 CFR Part 75 to 2 CFR Part 300. At that time, HHS will repeal 45 CFR part 75 and update existing citations in HHS regulations under 2 CFR Part 300. This phased implementation will result in a set of Federal Financial Assistance requirements at 2 CFR part 200 and 2 CFR part 300 in October 2025.
| Modifications | Before 10/1/2025 45 CFR Part 75 | On and After 10/1/2025 2 CFR Part 300 |
| Adoption of 2 CFR Part 200 | 75.106 | 300.106 |
| Conflict of Interest | 75.112 | 300.112 |
| Special Provisions for awards to For-Profit Organizations as Recipients | 75.216 | 300.218 |
| Special Provisions for awards to Federal agencies | 75.217 | 300.219 |
| Non-discrimination language | 75.300 | 300.300 |
| Federal Payment | 75.305(a) | 300.305 |
| Revision of budget and program plans (specific to research care cost prior approval | 75.308(c)(1)(ix) | 300.308 |
| Intangible Property (patents and inventions) | 75.307(c)(2) | 300.315 |
| Indirect Cost (Training and Foreign cap and allowing rates for American U, Beirut, and WHO) | 75.414(c)(1) | 300.414 |
| Independent research and development costs | 75.476 | 300.477 |
| Shared responsibility payments | 75.477 | 300.478 |
| Cost Principles for Research & Development Grant Activities with Hospitals | Appendix IX | Appendix IX |
Application Process
Is it possible to read the application(s) of organizations that have been successfully awarded funding from an ACF program office?
Yes. Applications funded by federal programs are subject to disclosure under the Freedom of Information Act (FOIA), 5 U.S.C. § 552, and may be requested under the FOIA.
ACF has posted some examples of successful applications funded by ACF programs in its online FOIA Reading Room. Prospective applicants may want to check periodically to see what information is available there. In the meantime, you may obtain applications by filing a FOIA request.
What is the procedure for filing a Freedom of Information Act (FOIA) request to obtain a copy of a successful, awarded application?
FOIA requests may be submitted online.
Please note that there may be a charge associated with your request. The charge depends on several factors, which are discussed in HHS regulations at 45 CFR § 5.41-5.45.
For additional information regarding the FOIA process, please visit the ACF Freedom of Information Act.
Does ACF provide technical assistance (TA) in the development of applications?
ACF does not provide direct guidance or instruction in the development of an applicant’s project design or in writing their applications. Applicants should use their best judgment to determine whether they are able to meet the requirements contained in the Notice of Funding Opportunity (NOFO) and develop an application that addresses these requirements. Applications will be reviewed and evaluated by merit review panels using the criteria described in the application review section the NOFO. (See Application Process, Crosswalk for location in NOFO.) The review panels will use the NOFO as their principal guidance in the same way that it is the principal guidance for applicants.
Some program offices may provide a webinar, information session, Question and Answer (Q&A) session, or Frequently Asked Questions (FAQ) on the NOFO. Applicants should review the NOFO for further information. For questions on the NOFO, applicants may reach out to the designated program or grants official listed in the NOFO (see Q 4). These questions may be answered directly if information is available publicly, or the program office may opt to answer the question in a future FAQ or Q&A on the NOFO.
Who should I contact with questions regarding the Notice of Funding Opportunity (NOFO)?
If an applicant has a question related to the content of the NOFO they are to refer the question to the appropriate federal staff contact listed in the NOFO. Questions that are financial in nature may directed to the grants management official listed in the NOFO. Any questions related to the program may be directed to the program contact listed in the NOFO or the Synopsis on Grants.gov. Contact information for these staff can be found in Agency Contacts of the NOFO. (See Application Process, Crosswalk for location in NOFO.)
Under what circumstances can an applicant receive an exemption/waiver from electronic application submission?
To receive an exemption from required electronic application submission, applicants must submit a written request to ACF that states that the applicant qualifies for the exemption for one of the two following reasons:
- Lack of Internet access or Internet connection, or
- Limited computer capacity that prevents the uploading of large documents (files) at www.Grants.gov.
Please refer to the application requirements section of the NOFO for further instructions on how and when to submit the exemption. (See Application Process, Crosswalk for location in NOFO.)
If an applicant has issues submitting their application to Grants.gov, what should they do?
Applicant’s experiencing issues with Grants.gov must contact the Grants.gov Contact Center immediately. As noted in the application instructions of the NOFO (See Application Process, Crosswalk for location in NOFO):
Electronic Submission via www.Grants.gov
- Additional guidance on the submission of electronic applications.
- If applicants encounter any technical difficulties in using www.Grants.gov, contact the Grants.gov Contact Center at: 1-800-518-4726, or via email, to report the problem and obtain assistance. Hours of Operation: 24 hours a day, 7 days a week. The Grants.gov Contact Center is closed on federal holidays.
- Applicants should always retain Grants.gov Contact Center service ticket number(s) as they may be needed for future reference.
- Contact with the Grants.gov Contact Center prior to the listed application due date and time does not ensure acceptance of an application. If difficulties are encountered, the Grants Management Officer listed in the NOFO will determine whether the submission issues are due to Grants.gov system errors or user error
Please refer to the ACF Policy for Applicants Experience Federal Systems Issues document for complete guidance for systems issues with Grants.gov, SAM, and/or other federal systems used by ACF.
Can my Congressman/Senator submit a letter of support?
Letters of support may be required in an application. The requirement will be listed in the NOFO if applicable. If specified in the application instructions in the NOFO, all submissions should be included in the application package or by the application deadline. (See Application Process, Crosswalk for location in NOFO.) Any materials submitted separately from the application will not be read as part of the merit review. Applicants may submit letters of support from Congressional Representatives or Senators in the application.
Can you please explain the two-file requirement?
Each applicant applying electronically via www.grants.gov is required to upload only two electronic files, excluding standard forms and OMB-approved forms. ACF established this requirement to simplify and streamline the processing of applications for review. Please review the application instructions section of the NOFO carefully for the specific program requirements. (See Application Process, Crosswalk for location in NOFO.)
In processing the application for review, ACF will ensure that an application adheres to the two-file requirement. No more than two files will be accepted for the review. Additional files will be removed. Standard forms and OMB-approved forms are not considered additional files.
One file must contain the entire Project Description and Budget Justification (e.g., project summary/abstract, table of contents, project narrative, logic model, and budget); the second file must contain all documents required in the Appendices (e.g., organizational charts, third-party agreements, letters of support, resumes, and audit reports). Again, standard forms and OMB-approved forms are not considered additional files. Details on the content of each of the two files, as well as page limitations for each, are referenced in the application instructions section of the NOFO.
Some ACF NOFOs may be exempt from this requirement and others may require three files.
Application Review Process
How can I become a reviewer or panel chairperson?
In most but not all cases, the program office will solicit and collect resumes or curriculum vitae of those interested in participating. Some program offices may also request that a writing sample be submitted to demonstrate an individual’s writing ability.
Please refer to the published Notice of Funding Opportunity (NOFO) and email the program office contact listed under Agency Contacts for more information. In addition, please check the program office’s website, as some program offices have established websites to recruit individuals for application reviews. (See Application Process, Crosswalk for location in NOFO.)
What is your process for selecting reviewers or panel chairpersons?
Program offices review the resumes and/or curriculum vitae of potential individuals and make selections based on their credentials. Program offices often choose individuals that have some experience reviewing proposals and technical expertise related to the activities being proposed in the NOFO. Since most ACF program offices hold remote reviews that are done electronically and not on-site in Washington, DC, program offices have more of a choice in selecting qualified individuals.
How are reviewers and panel chairpersons trained to ensure that they are fairly reviewing the application?
Prior to each merit review, ACF provides standardized training across each program office to reviewers and panel chairpersons on the merit review process and how to assess an applicant’s response to the published NOFO. Training is mandatory for all individuals participating. Training components may include topics such as understanding the components of the NOFO and writing comments that reflect review of the evaluation criteria, as well as on confidentiality and conflict of interest.
How are applications processed for the merit review?
Applications that are received are processed by the ACF program office listed in the NOFO. As part of the application review process, the program office references disqualification factors in the NOFO to decide which applications to accept and move through the review process. (See Application Process, Crosswalk for location in NOFO.)
The ACF standard disqualifications factors include late submission, requests over the funding limit, and submitting a paper application without an approved waiver. Applications received from individuals, including sole proprietorships, and foreign entities are also disqualified from competition. A program office has the option to include additional disqualification factor(s) (e.g., eligibility) that accords with program regulations and/or policy. Applications that are disqualified from the review process are not considered for funding.
Applications that are eligible for review are then examined to ensure that they comply with formatting instructions as listed in the application instructions section of the NOFO. Any application that does not adhere to the NOFO formatting requirements will be reviewed by federal staff from the program office and the grants management office prior to the application being moved to review. In instances where the application does not adhere to formatting requirements, it will be reduced.
Why were only certain parts of my application reviewed?
Due to requirements specified in the application instructions in the NOFO there is a possibility that your application may have been reduced for the following reasons:
- Formatting requirements (i.e., line spacing, font size, font type, margins, etc.).
- Page limitations:
- Limitation on number of uploaded files allowable per application. Please see FAQ regarding two-file requirement for more information; and
- Application file(s) were inaccessible.
For detailed information on these requirements please see the application instructions in the NOFO. (See Application Process, Crosswalk for location in NOFO.)
What happens if my application did not adhere to the two-file requirement?
If an applicant does not adhere to the two-file requirement, ACF will review the multiple files and make every effort to choose the two files that contain the Project Narrative and Budget Justification. Reviewers will review the chosen two files and any standard forms and OMB-approved forms that were uploaded with the application.
Applicants not meeting the two-file requirement will be sent a letter notifying them that their application was reduced for failing to adhere to the NOFO formatting requirements.
Does a high score guarantee funding?
No. Results of the competitive merit review are taken into consideration by ACF in the selection of projects for funding; however, merit review scores and rankings are not binding, they are one element in the decision-making process. For example:
- ACF may elect not to fund applicants with management or financial problems that would indicate an inability to successfully complete the proposed project. In addition, ACF may elect to not allow a prime recipient to subaward if there is any indication that they are unable to properly monitor and manage subrecipients.
- Applications may be funded in whole or in part.
- Successful applicants may be funded at an amount lower than that requested.
- ACF reserves the right to evaluate applications in the larger context of the overall portfolio by considering geographic distribution of federal funds (e.g., ensuring coverage of states, counties, or service areas) in its pre-award decisions.
- ACF may also refuse funding for projects with what it regards as unreasonably high start-up costs for facilities or equipment, or for projects with unreasonably high operating costs.
- ACF reserves the right to consider preferences to fund organizations serving emerging, unserved, or under-served populations, including those populations located in pockets of poverty.
Please see the application review section of the NOFO for further detail. (See Application Process, Crosswalk for location in NOFO.)
Can I appeal the decision made on my application?
No. As noted in the HHS Grants Policy Statement, “the decision not to award a grant, or to award a grant at a particular funding level, is discretionary and is not subject to appeal to any [Awarding Agency] or HHS official or board.”
Due to the competitive nature of awards, ACF receives a high number of applications each year to consider for award. Not every application reviewed will be successful. Each NOFO that is published has a designated amount of funding and number of awards. Depending on the number of applications received for each NOFO, there can be a limited number of awards offered, thus making the competition highly competitive.
Applicants that believe their application was incorrectly reviewed and scored can contact the program office point of contact as noted in the NOFO. Prior to contacting the program office, ACF encourages applicants to review their Applicant Panel Summary Report to understand reviewer’s strengths and weakness comments in response to the NOFO evaluation criteria. The Applicant Panel Summary Report includes the average score and a compilation of the reviewer's strengths and weakness statements on all criteria from the reviewed NOFO. The Applicant Panel Summary Report may be helpful in clarifying how the application failed to meet the evaluation criteria as noted in the application review section of the NOFO. (See Application Process, Crosswalk for location in NOFO.)
Note: For those applicants that apply for NOFOs under the Administration for Native Americans (ANA), please reference 45 CFR § 1336.35, Appeal of ineligibility for more information.
Grants Management
What is the main difference between a contractor and a subrecipient?
A subrecipient is determined by the substance of the agreement and the characteristics specified in 45 CFR 75.351. Subrecipients do not include consultant agreements or unfunded collaborators. For additional information, view the complete Award Term and Condition on Subrecipients.
What is the difference between project period and budget period?
For multi-year awards, projects are typically programmatically approved for support over the full term (project period) but are funded in annual increments called budget periods. Most Notices of Award will indicate both the project period and budget period. Review the HHS Grants Policy Statement for additional information.
Who at my agency is authorized to draw down grant funds?
Each recipient is responsible for determining which members of their staff require access to draw down funds via the Payment Management System.
Why was my request to draw down funds from PMS delayed or denied?
A “hold” on drawdown requests from the Payment Management System (PMS) may be due to a reporting delinquency, funding authorization lapse, an expired or closed grant, or other award issues. Contact your assigned Grants Management Specialist for further assistance.
I need to draw authorized funds, but PMS says that my grant is expired, and it will not let me draw.
The message that your grant is expired will not prevent you from completing your payment request. It is noting that the grant is expired and past the liquidation period. PMS is unable to pay expired funds without awarding agency approval so, as a courtesy, your Account Liaison will email your awarding agency for approval and copy the requestor. The awarding agency may contact you for an explanation.
Who do I contact with questions about my grant award?
You will typically have two main contacts:
- A Grants Management or Financial Specialist (OGM) who oversees the business, administrative, fiscal, and policy aspects of your grant.
- A Federal Project Officer or Program Specialist (ACF - specific to funding agency) who oversees the programmatic aspects of your grant.
Contact information can be obtained from your Notice of Award (NOA). Please note, for Head Start recipients, the assigned Grants Management and Program Specialists are listed in the Head Start Enterprise System (HSES).
Where can I obtain current rates, such as FMAP Rate, Consumer Rate, etc.?
- The FMAP (Federal Medical Assistance Percentage (FMAP) is calculated annually and issued in the Federal Register.
- The Tribal FMAP Rates for Child Welfare Programs are calculated by the Children’s Bureau and can be found on their Webpage.
- The Consumer Rate used for overdue and delinquent dates can be found on the HHS Website.
Is ACF requiring prior approval and applying a significant rebudgeting threshold to budget revisions?
Yes. ACF is exercising its right to apply restrictions on the transfer of funds among direct cost categories, programs, functions and activities for a Federal award.
- Awards with the Federal share exceeding the Simplified Acquisition Threshold (SAT): Total transfers exceed or expected to exceed 10% of the last approved total budget. (45 CFR §75.308(e) (effective on or after 10/1/2025: 2 CFR §200.308(i)))
- Awards below the SAT: Total transfers exceed or expected to exceed 25% of the last approved total budget. (GPS page 22)
Grants 101 Training Resources
How do I know if I am eligible for a grant opportunity?
Checking eligibility is crucial to avoid wasting time and money on ineligible applications. First, determine if you're applying as an individual or on behalf of an organization. Then, verify if you meet the grant's eligibility criteria. For more information about grants criteria visit Grants.gov’s Eligibility page.
Do I need to be registered on SAM.gov and Grants.gov to apply for grants?
Yes, all applicants must be registered on both SAM.gov and Grants.gov to apply for grants. Registration is free and necessary to meet eligibility requirements and facilitate the application process. Complete registrations well in advance of the grant deadline. Grants.gov login creation is quick, but SAM.gov activation takes an average of 15 business days. For more information, visit the Grants.gov Applicant Registration page.
Where can I get direct assistance for issues with Grants.gov?
If you need direct assistance with Grants.gov, you can contact their public helpdesk at 1-800-518-4726 or email at support@grants.gov. For self-guided help and to submit a support ticket, visit the Grants.gov support page.
Where can I find help with SAM.gov?
For assistance with SAM.gov, you can contact the Federal Service Desk (FSD), a free technical support service. Visit FSD.gov to search FAQs, chat live with a support agent, submit a web form, or call 866-606-8220. Call and live chat hours are Monday - Friday, 8am - 8pm EST.
Where can I find resources to prepare a budget for my grant application?
Resources for preparing a budget can be found on the ACF Budget page, which includes general instructions as well as program-specific guidance provided in the Notice of Funding Opportunity (NOFO).
What is Grants.gov Workspace and how does it facilitate the grant application process?
Grants.gov Workspace is the standard application method for federal grants, allowing organizations or individuals to collaborate on and submit applications. With Workspace, grant teams can access and edit various forms simultaneously. Forms can be filled out online or offline, providing flexibility in the application process.
Additionally, Workspace allows applicants to customize their workflow approach, ensuring a streamlined and efficient application submission. For more information about on the Grants.gov Workspace-Overview page.
How can I request an example of a successful application?
You can obtain examples of successful applications through a Freedom of Information Act (FOIA) request. The FOIA is a federal statute that allows individuals to request access to federal agency records, including successful grant applications. Please note that there may be costs associated with the request. For more information, visit ACF's FOIA page.
Where can I find information about applying for an ACF grant award?
Information about applying for an ACF grant award, including details about the application process, review process, and where to find ACF grant opportunities, can be found on the Applying for an ACF Grant Award page. This page hosts resources for understanding the steps involved in applying for grants administered by ACF.
Where can I find resources on how to apply for grants on Grants.gov?
Grants.gov's How to Apply for Grants page hosts resources for learning about grant application processes, checking eligibility criteria, searching for available grants, and registering on Grants.gov. Additionally, the page provides detailed information on how to submit and track grant applications.
What are the standard forms required for applying for federal assistance grants on Grants.gov?
The standard forms required for applying for federal assistance grants on Grants.gov include the SF-424 Application for Federal Assistance, budget information, and Certification Regarding Lobbing Form
Additional resources such as 45 CFR Part 75 Subpart E - Cost Principles and information on Administrative and National Policy Requirements are also available.
For details on Intergovernmental Review State Points of Contact, which reference states participating in Executive Order 12372, applicants can refer to SF-424 question 19.
Where can I find Pre-Application Webinars?
If available, attend a pre-application teleconference to learn more about the grant and requirements. Not all programs host pre-application webinars. But if they do, pre-application webinar presentations may be found on individual ACF Program pages and on ACF’s YouTube channel.
I've received my first federal award, what systems do I need access to?
Congratulations on your first federal award! To manage your award effectively, you’ll need access to a few key systems including the Payment Management System (PMS), GrantSolutions and the Online Data Collection (OLDC). For more detailed information on these systems, please visit the ACF Grants Management Systems page.
What reports are recipients expected to generate post award?
Information about reporting on grants can be found in the Terms and Conditions of your award. These reports help monitor program performance, financial accountability, and compliance with grant requirements.
While specific reporting requirements will be laid out in the Notice of Award, examples of reports required for ACF grants can be found on the ACF Grants Website.