You’ve done the hard work. Your agency, city, or county team has completed the application for federal funding—polished, submitted, and aligned with strategic priorities. But once you click submit, there’s still a road ahead.
The federal grant lifecycle doesn’t end with submission. In fact, what you do after you submit it can be just as important as the application itself. From tracking and communication to award setup and compliance, this guide is designed to help public sector professionals manage the post-submission process with clarity and confidence so you can give your self the best chance of winning grants.
Step 1: Confirm Submission and Monitor Status
After you submit, the system will generate:
- A confirmation email or receipt
- A tracking number or unique application ID
- An initial system check for file integrity and required fields
Assign someone on your team to monitor the portal daily until the application shows a status of “Received,” “Validated,” or “Under Review.”
Tip for departments: Don’t assume “submitted” means “accepted.” System rejections for formatting issues or missing attachments are common when submitting with federal agencies.
Step 2: Understand the Federal Review Process
The review process varies by agency, but typically includes:
- Eligibility screening: Ensures your application meet all Notice of Funding Opportunity (NOFO) requirements
- Merit review: Evaluates your proposal’s value, alignment, and impact
- Budget and compliance review: Ensures all costs are allowable and properly documented
Reviews by government agencies can take several weeks to a few months, depending on the grant program. Build this wait time into your planning and resource allocation so you’re not caught off-guard.
Step 3: Respond Promptly to Clarification Requests
Agencies may reach out with:
- Questions about your scope, timeline, or budget narrative
- Requests for revised documents or additional data
- Follow-up on letters of support or partnership commitments
Prompt communication shows your team is organized and professional to grantors, so it’s important to respond as quickly as possible to these queries—usually within 24-48 hours.
Step 4: Review Your Award or Rejection Notice
If awarded, your team will receive a Notice of Award (NOA) that outlines:
- The funding amount and project period
- Conditions of award and allowable costs
- Performance reporting and financial oversight requirements
If not selected, you can request a debriefing or reviewer feedback. Understanding scoring criteria and reviewer comments can improve your next application—especially for recurring grant programs—and give you a better chance next time.
Tip for leadership: Communicate outcomes to elected officials or executive teams early, especially for high-visibility or multi-year funding opportunities.
Step 5: Register for Federal Funds Disbursement
Before receiving funds, your agency must:
- Enroll in the designated payment system
- Submit required certifications and banking information
- Designate individuals responsible for programmatic and fiscal oversight
Failure to complete this step promptly can delay project start dates—and jeopardize compliance with grant timelines.
Step 6: Begin Grant Execution and Maintain Compliance
Once your grant account is active and funds are accessible:
- Schedule a project kickoff with key internal stakeholders
- Set up a reporting calendar aligned with grantor deadlines
- Track spending by budget category and maintain detailed documentation
- Monitor for potential audits or federal site visits, especially on multi-year or high-dollar grants
Compliance matters: Clear documentation and timely reporting are essential for avoiding clawbacks or audit findings. Digital grants management systems can streamline these tasks for you, making it far easier to stay compliant and breathe easy.
Wrapping It Up: Strong Follow-Through Sets the Tone
For public sector organizations, winning federal grants is a major achievement—but sustaining that success depends on disciplined follow-through. Whether you’re involved in the management of a public education grant, infrastructure funds, or technology modernization dollars, the real work with grants begins after submission.
Clear roles, consistent communication, and proactive compliance are what turn funding into impact, so make sure you follow these steps to set yourself and your team up for success.
Euna Solutions, a leader in government technology, designs, builds, delivers, and supports trusted procurement, payments, grants management, and budgeting software for the public sector.