eBRAP Frequently Asked Questions

Welcome to the eBRAP Help Desk questions and answers section. Please let us know if the existing questions and answers are helpful and if you found the answer to your question. To send Comments, Questions, and Suggestions for Changes, email us at Help@eBRAP.org . Please use the word FAQ in the subject line.

If you don't find the answer to your question, please call the eBRAP Help Desk at (301) 682-5507.

Please also review Commonly Made Mistakes.

My Profile

My Organization

Create a New Pre-application

"Application Information" Tab

"Application Contacts" Tab

"Collaborator/COI" Tab

Letters of Recommendation


Business Officials/Authorized Organization Representatives -AOR on Grants.gov

Regulatory Documents


Funding Status Notification

PDF Questions

My Profile

Can I update the information in my account in eBRAP or do I have to start a new account?

The "Contact Information" Tab in the "My Profile" section allows Users to edit all information in your profile, including email address. Once the information has been changed set the updated information as default (by "save default") so that the most current profile is used to pre-populate future pre-applications.

Please notify the eBRAP Help Desk (Help@eBRAP.org) of any updates to your Contact Information for previously submitted funded applications.

How do I change my User Name and Password?

This information can now be changed in the My Profile, "Account Info" tab. It is no longer required that your User Name be your full email address. Note that special characters are NOT permitted in User Names.

Note: Please contact the eBRAP Help Desk at (301) 682-5507 (Help@eBRAP.org) for questions regarding your account(s).

My Organization

If you are not registered or affiliated with your organization in eBRAP (https://eBRAP.org), follow these instructions to do so:
  1. At https://eBRAP.org, under "Register" select "Business Official" in the drop-down menu, and then Click "Start Registration."
  2. In the "Search Organizations" field, enter the name of your organization and click "Search."
  3. Find your organization in the list, and click "Choose this organization and continue."
  4. Complete all fields marked with an asterisk, and then click "Next."
  5. Verify your contact information, and click "Next" if the information is accurate. Click the "Previous" button if you need to edit information.
  6. Click the "I have read and agree with the System User Agreement" tick-box, and then click "Create User Account."
  7. An affiliation-request will automatically be sent to the organization selected in step 2. An email notification will be sent when your affiliation-request is approved. It is necessary to be affiliated with an organization in order to view the associated full applications and award management menus.
When registered and affiliated to your organization, you will have access to submit the required financial documentation using the steps below:
  1. Log into eBRAP (https://eBRAP.org) and navigate to the "My Applications" tab.
  2. Applications to which you have been assigned are identified by the Application ID in "My Applications" tab.
  3. Using the Status filter, select the "Funded" status and click the "Filter" button.
  4. To search for a specific award number, simply begin typing any portion of the number into the "Award Numbers" search field; either select the award number from the list or type in the number and click the "Filter" button.
  5. Use the carrot/arrow icon to the left of the Application ID to open the Application Summary, select the "View Award Management Information" link to proceed to the Award Management System.
  6. In the Award Management System navigate to the "Administrative and Revised Documents" tab.
  7. In the Type drop down field select "Federal Financial Report (SF-425)," enter a document description, and select the "browse" button to locate the file to upload.
  8. Select the "upload" button to save the file.
  9. Under "Uploaded Files", the most recent uploaded document will be displayed at the top of the list.

Create a New Pre-application

Do I have to submit a Pre-application to eBRAP prior to submitting my Application to Grants.gov?

Yes. Pre-application submission to eBRAP by the pre-application submission deadline is mandatory for all award mechanisms.

How do I know you received my Pre-application?

The assignment of an Application Log Number is the first step in the pre-application process. In order to complete the pre-application process, the PI is required to use the "Submit Pre-application" tab to submit the pre-application prior to the pre-application receipt deadline. Upon submission, the pre-application status will change from "Draft" to "Submitted." In addition, the PI will receive an email notification from eBRAP of pre-application submission.

My Pre-application has been submitted, but I need to make changes prior to the Pre-application deadline. Are these changes permitted?

eBRAP allows the PI to "Reset to Draft" the pre-application prior to the pre-application submission deadline. This reset button is available on the "Submit Pre-application" Tab, but can only be viewed once the pre-application has been submitted. If the pre-application is reset to DRAFT, the PI MUST resubmit the pre-application prior to the pre-application deadline.

What is the difference between a Letter of Intent and a Pre-proposal?

CDMRP has two types of Pre-Applications: 1) Letter of Intent (LOI), and (2) Pre-application.

1) The LOI Narrative should be a brief description of the project to be conducted - it is reviewed administratively to assist with the two tiers of review. No invitation is required to submit the application to Grants.gov.

2) The Pre-proposal and other required Pre-application documents should describe the proposed project using the guidelines provided in the appropriate program announcement - it is screened by the program-specific review committee. An invitation is required to submit an application to Grants.gov. Invite and not invite lists, and associated letters are posted in eBRAP in the "Summary" Tab corresponding to the Application Log Number.

Can I change the Award Mechanism on my Pre-application?

No, a change in mechanism is not permitted. If the pre-application deadline has not passed, a new pre-application must be completed for the appropriate award mechanism. Please contact the eBRAP Help Desk at Help@eBRAP.org or 301-682-5507.

"Application Information" Tab

Can I make changes to my title and research classifications in the eBRAP System after the Pre-application submission deadline?

Changes are permitted to the eBRAP data after the pre-application deadline. However; please contact the eBRAP Help Desk to allow for changes in the pre-application information. The application data submitted to Grants.gov goes forward to peer and programmatic review.

"Application Contacts" Tab

When assigning an Alternate Submitter or Business Official, do I need to fill out all three "search" fields - Last Name, Email Address, and Institution?

No, please choose only one option at a time. If you do not know your institution's primary Business Official, please contact your Sponsored Programs Office (or equivalent) before selecting a contact from the search engine.

I completed a search but the individual I wanted to assign to my pre-application was not in the database. What is my next step?

Once the search has been completed and no data found, you will see a "Send An Invitation" link on the screen. Click on this link, enter the invitee's email address and name in the appropriate data fields, and hit send. The invitee will receive an email with a link directing him/her to register in eBRAP. Once the invitee has registered, he/she will automatically be assigned to your pre-application and subsequent application.

I am trying to change my address and phone number in the "Application Contacts" Tab, but it will not accept changes.

All changes to data in the "Application Contacts" Tab must be completed in the "My Profile" tab. We recommend changing data in the "My Profile" tab in order for this data to pre-fill future pre-applications.

"Collaborators/COI" Tab

How do I invite a Partnering PI in eBRAP?

Under the "Collaborator/COI" tab please include the Partnering PI information (first name, last name, email address) in the "Add Partnering PI" section. Please refer to the specific program announcement for the number of Partners (Initiating and Partnering) allowed. Once the invitation has been submitted, an email will be sent to the Partnering PI(s) requesting that he/she register in eBRAP and confirm the invitation. This registration is mandatory for all Partnering PIs.

What is required of a Partnering PI in the Pre-application process?

A Partnering PI is required to register in eBRAP upon receipt of his/her invitation by the Initiating PI.

Can a Partnering PI be changed after the Pre-application deadline has passed?

Yes, a change in Partnering PI for an Award Mechanism that requires a Letter of Intent does not require approval but MUST be changed in the pre-application. Please contact the eBRAP Help Desk at (301) 682-5507, or via email at Help@eBRAP.org, in order to modify a Partnering PI after the pre-application deadline has passed.

A change in Partnering PI on an invited pre-application requires approval. Please contact the eBRAP Help Desk at (301) 682-5507 or via email at Help@eBRAP.org in order to modify a Partnering PI. The approval process may take 24-48 hours.

All requests must be approved and modified in eBRAP prior to the Grants.gov application deadline. Once the change has been completed, a new invitation link will be generated and sent to the new Partnering PI. Acceptance of this link by the new Partnering PI is required.

Letters of Recommendation

In sending an invitation, there was an error in the invitee's email address. How can I correct this?

We recommend deleting the first invitation and sending a new invitation.

What is the deadline for invitees to submit their Letters of Recommendation?

The deadline for Letters of Recommendation is 5:00 p.m. Eastern Time on the application receipt deadline as specified in the respective program announcement.

How can I determine if all my letters of recommendation have been received in eBRAP?

On the "Pre-application Files" Tab of the Pre-application, a PI can monitor whether and when the letters were received; however, the PI will not be able to view these confidential Letters of Recommendation.


I am having difficulty with the forms in the application package I downloaded from Grants.gov. Who should I call?

Please contact the Grants.gov Help Desk at 1-800-518-4726.

Alternatively, contact the eBRAP Help Desk with any questions on application package forms at (301) 682-5507 or by email at Help@eBRAP.org.

I am a Mac User having difficulty with the Grants.gov application package forms. Who should I call?

Please contact the Grants.gov Help Desk at 1-800-518-4726.

Alternatively, contact the eBRAP Help Desk with any questions on application package forms at (301) 682-5507 or by email at Help@eBRAP.org.

How can I correct an application submitted through Grants.gov?

You MUST resubmit the entire application package prior to the application submission deadline. On the SF-424, 1) Select Change/Corrected Application in Block 1 - Type of Submission; and 2) Enter the Grant Tracking No. of the original submission in Block 4c. Previous Grants.gov Tracking ID.

Where should I insert my Pre-application Log Number on the Grants.gov package?

Your Application Log Number acquired during the pre-application process should be placed on the cover page of the Grants.gov application package in the "Application Filing Name" field.

If a system-to-system interface with Grants.gov is used, then enter the Application Log Number into the Submission Title field.

What information should be inserted in the "Credential, e.g. agency login" field on the Research and Related Senior/Key Personnel Profile section under Project Director/PI?

Insert your User Name from the eBRAP System into the "Credential, e.g. agency login" field.

Is the PI required to submit publications with the application package?

Typically, up to 5 relevant publication URLs and/or patent abstracts are requested. Check the specific program announcement for details. If publications are not publicly available, documents must be scanned at the lowest resolution (100 to 150 DPI).

Is there a "grace period" for application submissions through Grants.gov?

No, there is no grace period for application submissions to Grants.gov. Please make sure to submit at least 48 hours prior to the submission deadline in order for Grants.gov to confirm receipt and validate the application, and to also provide ample time to review, modify, and verify the application in eBRAP.

Business Officials/Authorized Organization Representatives -AOR on Grants.gov

I am a Business Official/Authorized Organization Representative who has been assigned to a Pre-application on the eBRAP System. What is my role in the Pre-application process?

Your assignment as a Business Official to the pre-application is for information and notification purposes only.

When should I upload my institutional files for my organization?

Institutional files are required at the funding stage of the program but may be uploaded into the eBRAP System in the "Institution Files" tab under "My Profile" at any time.

Applicant Information - Block 5 of the SF-424

Block 5 of the SF-424 is intended to contain information on the Applicant Organization - not the PI. The "person to be contacted on matters involving this application" is the Business Official (BO) or Sponsored Program Office. This is not intended to be the Project Director/Principal Investigator (PD/PI).

Regulatory Documents

When and where are Regulatory Documents submitted?

Regulatory documents (as applicable) should only be submitted after a proposal is selected for funding. Please click here to view the instructional guide on how to submit documents. Do not submit with your application in Grants.gov.


When a Pre-application is submitted to eBRAP, how long does it remain accessible in eBRAP for Business Officials/AORs to access/view?

Generally, we archive application files that have not been funded after 2 years. However, the Application Information data remains accessible by the PI and Business Official/AOR in eBRAP.

Can I receive a copy of my submitted application from eBRAP?

Due to security issues of data transfers, staff will not provide the PI and/or AOR with a copy of the submitted application submitted to eBRAP via Grants.gov. These files are large and email is not a secure method of transfer. Email and/or mail transfer is not allowed. Applications may be downloaded from eBRAP, but only as individual files.

Can I view the status of my application submitted to Grants.gov in eBRAP?

eBRAP has the capability for PIs, Business Officials, and AORs to view the application status.

Why can't I view my full application in eBRAP?

In order to view full applications, organizations must be registered in eBRAP, and the organization must have affiliated you to the organization. Please contact your Business Official.

Funding Status Notification

I did not receive an email notifying me of the results of the two-tier review process. Who can I contact for this information?

Please contact the eBRAP Help Desk at (301) 682-5507; email: Help@eBRAP.org , as they can provide information on notification status.

How will I receive the summary statement from peer review of my application?

Funding Notification Letters and Summary Statements are posted in eBRAP in the "Summary" Tab corresponding to the Application Log Number. Please note that summary statements are not usually available or posted for Concept Awards.

My application has been funded and additional documents for this award have been requested. Where and how can I accomplish this?

Regulatory documents must be uploaded in eBRAP under the "Required Award Information and Required Award Documents" tabs corresponding to the Application Log Number. Other application-related documents must be uploaded under the "Administrative and Revised Documents" tab.

PDF Questions

It is recommended that Principal Investigators and Business Officials/AORs unfamiliar with the preparation of pdf software acquaint themselves with pdf files prior to the receipt deadline. The assistance of your institution's technical support personnel can be pursued in this task. However, the following are basic instructions in combining multiple pdf files, compressing a file, editing a pdf file, and checking font size and lines per inch.

It is the responsibility of the Principal Investigators and Business Officials/AORs to check their pdf file prior to uploading in eBRAP and Grants.gov to ensure that it meets the specific font, font size, margin, page limit, and all other program announcement requirements applicable to each award mechanism.

PDF Document Problems

Page Limit Requirements -- Pre-application or Project Narrative - Inserting a Page Break after the last line of the text on the last page will prevent the text from overflowing to the next page when converting to a pdf file.

Combining PDF Documents

The majority of applications are compiled as separate pdf documents and put together with the basic command of "Insert Pages" -

Open first pdf file
At top of screen on Menu Toolbar - select "Document"

Compressing a file - (recommended maximum file upload size 20MB)

Adobe Acrobat 5.0 or less
Open pdf document
Select File
Go to Print
In drop-down box for printer selection - select Adobe Distiller or Adobe PDF
Save Document As _____

Adobe 6.0
Open pdf document
Select File
"Reduce File Size"
Save Document As _____

Editing a PDF File Adobe 6.0
Go to Tools
Advanced Editing
Touch up Text Tool
Make Changes
Select Save

Font Size Check

Adobe 6.0
Advanced Editing
Touch Up Text Tool
Right-click on text with mouse
Once box appears around text - right click mouse and select "Properties"

Adobe 5.0 or less
Attach Text Tool
Right-click on text with mouse
Once box appears around text - right click mouse and select "Properties"

**Rulers and Grids to view lines per inch may be found under the "View" option in the standard toolbar. This option is not available when using the "view" in the "Pre-application Files Tab". The pdf file must be saved to your computer to view the rulers and grid.


Authorities: Section 113, Title 10, United States Code: Secretary of Defense Federal Acquisition Regulations Part 4.5.

Purposes: The information will be used in connection with the selection of qualified proposals submitted by applicants in order to make research awards. To permit authorized individuals to view their data for purpose of verifying its accuracy and to update the data when it is not current or is inaccurate. To audit user access to ensure that access is only granted to users that are authorized access to the information

Routine Uses: The information requested may be disclosed to qualified reviewers and staff assistants as part of the proposal review process, funding decisions, or the administration of research awards; or to other government agencies for comparison of funded research. eBRAP does not share information with any private organizations and does not collect information for commercial marketing.

Disclosure: Submission of the information is voluntary. Failure to provide full and complete information, however, may reduce the possibility of receiving a research award.

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