Grant Readiness Checklist

IRS determination letter confirming tax-exempt status. Required for virtually all federal and foundation grants.

System for Award Management registration must be active and renewed annually. Applications are rejected if SAM.gov status is inactive.

Issued through SAM.gov. Replaced DUNS in April 2022. Required on all federal applications.

Statewide Vendor Number required for state-funded awards through HCA, DSHS, DOH, and Commerce.

Some older state systems and foundations still reference DUNS. Maintain records even though UEI has replaced it federally.

Active, functioning board with meeting minutes. Many funders require specific board composition (e.g., 51% consumer majority for FQHCs).

Written, board-adopted policy covering staff and board members. Required under 2 CFR 200 for federal awards.

Bylaws should be reviewed and updated within the past 3-5 years. Funders may request a copy during review.

Organizations spending $750K+ in federal awards require a single audit. Below that threshold, an independent financial review is strongly recommended.

Negotiated rate from your cognizant agency, or use the 10% de minimis rate under 2 CFR 200.414(f). Without a rate, you leave money on the table.

Must be able to track expenses by grant/fund separately. General ledger fund accounting or project-based tracking required.

Many funders require proof of a dedicated bank account or the ability to segregate funds.

Required under 2 CFR 200 Subpart F when an organization expends $750,000 or more in federal awards in a fiscal year.

Check SAM.gov exclusions. Any active debarment or suspension disqualifies an organization from federal awards.

Three consecutive years of missing 990 filings results in automatic revocation of tax-exempt status.

General liability and directors & officers (D&O) insurance. Many funders specify minimum coverage amounts.

Project director, fiscal officer, and other key staff should be identified before applying. Many NOFOs require biographical sketches.

Current, accurate job descriptions for positions funded by the grant. Required in most federal applications.

Ability to collect and report program data (patient counts, service delivery metrics, outcomes). EHR or program management software.

Internal or contracted evaluation capacity. Larger grants often require formal evaluation plans.

All prior federal reports submitted on time. Delinquent reports in any federal system can block new awards.

Unresolved findings from prior audits are red flags. Demonstrate corrective action if findings exist.

Program officers from prior funders who can speak to your performance. Valuable for competitive applications.