Before I recommend an organization pursue a federal grant, I work through a version of these questions with the executive director. Most of the time, at least two or three items reveal a gap that would either disqualify the application or create a compliance problem post-award. Finding those gaps six months before a deadline is a solvable problem. Finding them the week before is not.
Run through this checklist honestly. Every item marked “no” or “unsure” is a task that belongs on someone’s list before the next NOFA drops.
What’s inside
- Your registration is either current or it isn't.
- Federal auditors will look at your financials before the program officer does.
- Indirect cost recovery is money you are either claiming or leaving behind.
- Every federal program that requires match is testing whether you planned ahead.
- Federal funders are buying program outcomes, not program activity.
- Timing decides more federal grant outcomes than proposals do.
The full checklist — every item, with the notes that explain why each one matters — is in the PDF. Use Save as PDF above to download it and work through it with your team.
Your registration is either current or it isn't.
SAM.gov registration active
Required for all federal awards. Registration expires annually. A lapsed SAM.gov registration has delayed or disqualified applications at submission — check the expiration date now, not the week before deadline.
Unique Entity Identifier (UEI) confirmed
The UEI replaced the DUNS number in April 2022. If your organization still references a DUNS number in internal docs, update them. The UEI is issued through SAM.gov.
501(c)(3) determination letter on file and accessible
Most federal programs require proof of tax-exempt status. Know where your IRS determination letter is. If it was issued before 2000, you may need a current affirmation letter.
State and local compliance current
Many federal programs flow through state agencies. State registration requirements vary. Confirm your organization is in good standing in every state where it operates programs.
Federal auditors will look at your financials before the program officer does.
Audited financial statements current (within 18 months)
Organizations expending $1,000,000 or more in federal funds in a fiscal year require a Single Audit under 2 CFR Part 200 — the threshold rose from $750K for fiscal years beginning on or after October 1, 2024. If you are approaching it, plan for the audit now — not after the award.
Grant accounting is segregated from operating funds
Each federal award must be tracked in a separate cost center or project code. Co-mingling grant funds with general operating revenue is a compliance finding. If your accounting system cannot do this, fix it before pursuing federal funding.
Accounts payable and receivable are current
Federal program officers review organizational financial health during pre-award screening. Significant outstanding payables or cash-flow gaps signal operational risk.
Board has reviewed and approved most recent financial statements
Board financial oversight is a governance requirement under most federal programs. Document the approval in board minutes.
Indirect cost recovery is money you are either claiming or leaving behind.
Indirect cost rate status known
Options: (a) negotiated NICRA with your cognizant federal agency, (b) 15% de minimis rate for organizations that have never had a negotiated rate (raised from 10% in 2024), or (c) no indirect recovery. Know which applies to you.
If no NICRA exists, decision made on whether to pursue one
Negotiating a NICRA takes 3–6 months for a new applicant. The financial upside is significant for organizations receiving multi-year federal awards. If you are not currently funded, begin the process before your first application.
Indirect costs are being tracked even if not currently recovered
If you plan to negotiate a rate, you will need 2–3 years of documented indirect cost data. Start tracking now even if you elect the de minimis rate today.
Every federal program that requires match is testing whether you planned ahead.
Match requirement for target program identified
Federal match requirements typically range from 10% to 50% of the award amount. Some programs count in-kind contributions; others require cash. Read the NOFO carefully.
Match sources identified and committed
Verbal commitments are not match. You need letters of commitment from each match source before submission. Secured foundation grants, board commitments, and documented in-kind can qualify — depending on program rules.
Match documentation protocol in place
Post-award, you will report match contributions in detail. Know now how you will document and value non-cash contributions (volunteer hours, donated space, etc.) to the standard the program requires.
Federal funders are buying program outcomes, not program activity.
Program logic model exists and is current
A logic model maps inputs → activities → outputs → outcomes. It is the foundation of every competitive federal application narrative. If your logic model is more than two years old, it likely reflects a program that has evolved.
Outcome data from current programming is being collected
Federal applications require demonstrated outcomes, not projected ones. If you cannot point to actual outcome data from your current programs, your application will be outcompeted by organizations that can.
Evaluation capacity exists or is budgeted
Many federal programs require independent or third-party evaluation. Budget for it in the grant request. Evaluator costs are typically allowable and should not come out of program delivery funds.
Timing decides more federal grant outcomes than proposals do.
Target program funding cycle identified
Most federal grant programs operate on predictable annual or biennial cycles. SAMHSA, HRSA, HUD, and DOE programs post NOFAs on grants.gov months in advance. Track the cycle, not just the deadline.
Relationship with program officer has been initiated
Federal program officers can answer technical questions before applications are submitted. Most will. An organization that has introduced itself before the NOFO drops has an informational advantage over one that reads the announcement cold.
What to do with the results.
If every item is checked: your organization is prepared to pursue a competitive federal application. The next question is which program, at what timing, and with what positioning — that is strategy, not compliance.
If three to five items are unchecked: you have a six-month readiness plan in front of you. Prioritize by the length of the lead time — SAM.gov registration and NICRA negotiation take the longest and should start first.
If more than five items are unchecked: a federal grant application is not the right next step. The right next step is a readiness plan. Applying before you are ready wastes the program officer’s time, damages your relationship with the agency, and diverts staff capacity from programs that are already running. Those costs are real even when the grant goes to someone else.
