What was the Catalog of Federal Domestic Assistance (CFDA)?
– Short definition: The CFDA was a government-maintained directory of federal domestic assistance programs in the United States. It listed grants, loans, scholarships, insurance, counseling, property transfers, and other forms of federal help available to individuals, businesses, nonprofits, local governments, and other entities.
– Purpose: To consolidate program descriptions and contact information so users could find and compare federal assistance and understand which agency ran each program.
– History in brief: The U.S. General Services Administration (GSA) began compiling these listings in 1984. In May 2018 the CFDA database was folded into a single, consolidated portal to reduce duplication and simplify how entities access federal award information.
Key facts and definitions
– Assistance Listing (formerly CFDA number): Each program was assigned a five-digit identifier presented as ##.###. The first two digits identify the federal agency and the last three identify the specific program. Example: Assistance Listing 12.345 would mean agency 12, program 345.
– SAM.gov: The System for Award Management (SAM) — managed within GSA’s Integrated Award Environment (IAE) — now hosts the Assistance Listings. SAM.gov itself does not award grants; it provides program details and links to application portals such as Grants.gov.
– Unique Entity ID: A numeric/alpha identifier assigned to entities that do business with the federal government. You can obtain a Unique Entity ID alone or complete full SAM registration if you will bid or apply for awards.
– Scope note: CFDA/Assistance Listings covered domestic federal programs only; foreign aid was not included.
Who used the CFDA (and now uses SAM.gov)
– Potential applicants: individuals, nonprofits, businesses, tribal governments, state and local governments, and U.S. territories.
– Federal and state program managers and researchers who need program metadata and contact information.
– Journalists and transparency researchers tracking federal funding.
Why the CFDA was retired
– Consolidation: CFDA data were merged with other government systems to create a single portal (SAM.gov) to streamline registration and reduce the need to visit multiple websites.
– Goal: Improve efficiency for users who want to find programs and apply for federal awards.
How to get started on SAM.gov — step-by-step
1. Decide your objective:
– If you only need to be identified in government systems (e.g., to receive payments or to appear on award records), you may request a Unique Entity ID.
– If you intend to bid for contracts or apply for federal grants/awards, complete a full SAM registration.
2. Create an account on SAM.gov and follow the registration workflow.
3. Obtain or confirm your Unique Entity ID.
4. Search Assistance Listings on SAM.gov to find programs by keyword, agency, or Assistance Listing number.
5. For grant opportunities, follow links from the Assistance Listing to Grants.gov or to the agency contact listed.
6. Maintain your registration: renew SAM.gov registration every 365 days to keep it active, and update details whenever organizational information changes.
7. Use the Federal Service Desk and SAM.gov help resources if you meet technical problems.
Checklist — practical quick reference
– [ ] Confirm the program appears in the Assistance Listings on SAM.gov (official source).
– [ ] Note the Assistance Listing number and agency contact information.
– [ ] Decide whether you need only a Unique Entity ID or full SAM registration.
– [ ] Complete SAM.gov registration (or request Unique Entity ID).
– [ ] Track application links (Grants.gov or agency-specific portal) and follow the stated application process.
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– [ ] Confirm the exact application deadline and time zone shown in the program notice; late submissions are usually rejected automatically.
– [ ] Identify required standard federal forms (e.g., SF‑424 — Application for Federal Assistance) and any agency-specific forms. (SF‑424: a standard cover form used across many federal grant programs.)
– [ ] Draft a budget and budget justification that maps each cost to program activities and to budget categories allowed under the agency notice. Follow 2 CFR Part 200 (Uniform Guidance) cost principles if the award is federal financial assistance. (Uniform Guidance: federal rules on allowability, allocability, and reasonableness of costs.)
– [ ] Decide on indirect (overhead) treatment: confirm your negotiated indirect cost rate, or document eligibility to use the 10% de minimis indirect rate if you don’t have a rate. (Indirect cost rate: percentage applied to direct costs to recover shared administrative/support costs; de minimis: simplified default of 10% where allowed.)
– [ ] Gather supporting attachments: project narrative/work plan, timelines, resumes/key personnel, letters of commitment from partners, institutional approvals, and any eligibility documents (e.g., nonprofit 501(c)(3) determination).
– [ ] Obtain institutional signatory approval and any board resolutions or authorized official signatures required for submission.
– [ ] Register on Grants.gov if the solicitation uses Grants.gov for application intake; register early (it can take several days). Keep system usernames/passwords and save confirmation emails.
– [ ] Submit the application before the deadline and save the submission receipt and tracking number. If the portal provides a validation report, resolve all errors flagged before the deadline.
– [ ] Monitor the application status and the agency email/portal for requests for clarification or required revisions; respond promptly and keep an audit trail of communications.
– [ ] Prepare for post‑award responsibilities: establish a grant project code in your accounting system, set up tracking for program income and cost‑share (if any), and calendar recurring reporting deadlines (financial and performance reports).
– [ ] Maintain program records and financial documentation — invoices, payroll records, procurement documents, and timekeeping — for the retention period stated in the award (commonly three years after the final report under Uniform Guidance, but confirm the award terms).
– [ ] Plan for audits and compliance checks: document internal controls, segregation of duties, and a process for reconciling grant expenditures to ledger entries.
– [ ] Keep version‑controlled copies of every submitted document and proof of submission; retain original signed documents as required by the award.
– [ ] Contact the agency program officer early with clarifying questions about scope or eligibility; early engagement can reduce the risk of a nonresponsive application.
– [ ] After award, read the award terms and conditions carefully (especially special conditions) and note any pre‑award costs, allowable start dates, or suspension/closeout procedures.
Quick numeric checklist example (timeline for a typical grant with a 60‑day lead time):
1) Day 0–7: Confirm Assistance Listing, register in SAM.gov or obtain Unique Entity ID.
2) Day 8–21: Draft narrative and budget; obtain internal approvals.
3) Day 22–40: Assemble attachments, secure signatures, register Grants.gov.
4) Day 41–58: Internal review and validations; correct portal errors.
5) Day 59: Submit and save receipt.
6) Day 60+: Monitor status and prepare for possible agency follow‑up.
Common pitfalls to avoid
– Waiting to register in SAM.gov or Grants.gov until close to the deadline.
– Submitting budgets that don’t reconcile with the narrative or
or the program narrative. – Missing required signatures or attachments (letters of support, assurances, indirect cost rate agreements). – Assuming indirect costs are automatically allowed; confirm the applicant’s negotiated indirect cost rate or elected de minimis rate. – Failing to document matching or cost-share commitments. – Ignoring eligibility restrictions in the Assistance Listing (formerly “CFDA”); some awards exclude for‑profit entities, lobbying activities, or foreign transactions. – Poorly defined deliverables and metrics that make performance reporting and closeout difficult.
Post‑submission and award‑stage checklist
1) Save confirmations: retain Grants.gov or portal submission receipt, tracking number, and screenshots of confirmation pages. 2) Monitor inbox and portal daily for agency requests or system error notices. 3) If awarded, read the award document line‑by‑line: note special conditions, start/end dates, budget ceilings, and reporting schedules. 4) Accept or decline award within the portal per agency instructions; record the acceptance date. 5) Set up a separate project code in accounting and assign a grants manager, timekeepers, and program officer contact. 6) Create a compliance calendar with interim and final report due dates, procurement milestones, and equipment inventory checks.
Audit and record‑keeping essentials (practical numbers and rules)
– Retention period: follow the Uniform Guidance (2 CFR 200.333) — retain financial records, supporting documents, statistical records, and all other records for three years from the date of submission of the final expenditure report. Example: final report filed 3/1/2025 → retain records until 3/1/2028, extended if litigation, audit, or unresolved issues. Source: 2 CFR 200.333. – Single Audit threshold: if your organization spends $750,000 or more in federal funds during its fiscal year, a Single Audit is required (2 CFR Part 200, Subpart F). Example: an entity with fiscal year spending of $800,000 in federal awards must arrange an independent Single Audit for that fiscal year. – Allowable costs: use 2 CFR Subpart E (cost principles) to classify costs as direct, indirect, allocable, and reasonable. Always document the basis for allocations and any cost-sharing contributions.
Quick accounting setup checklist (first 30 days after award)
– Create a project code/ORG number for the grant. – Establish a separate bank account only if the award or agency requires one. – Enter the award budget line items into your accounting system and lock baseline budgets. – Communicate allowable cost categories and timekeeping rules to staff. – Implement procurement procedures that comply with federal procurement standards (competitive bidding, documented vendor selection).
Responding to audit findings or agency questions (stepwise)
1) Acknowledge receipt within the timeframe specified. 2) Gather the requested documentation, organized by date and by budget line. 3) Prepare a clear narrative that explains the item, cites the policy or agreement term, and lists corrective actions taken. 4) If a questioned cost is minor and clearly allowable, propose repayment or corrective entry and document approval. 5) Track corrective action completion and update your internal controls to prevent recurrence.
Where to look up programs, spending, and rules (recommended official sources)
– Grants.gov — Apply for federal grants; search opportunities: https://www.grants.gov/ – SAM.gov Assistance Listing (formerly CFDA numbers) — authoritative program descriptions: https://sam.gov/content/assistance-listings – USAspending.gov — federal spending by program, award, or recipient: https://www.usaspending.gov/ – Electronic Code of Federal Regulations (2 CFR Part 200 — Uniform Guidance) — rules on cost principles, administrative requirements, and audits: https://www.ecfr.gov/current/title-2/subtitle-A/chapter-II/part-200 – Investopedia — overview of the Catalog of Federal Domestic Assistance (background and context): https://www.investopedia.com/terms/c/catalog-of-federal-domestic-assistance-cfda.asp
Final practical tips (one‑page summary)
– Register early: Unique Entity ID in SAM.gov and Grants.gov accounts can take weeks. – Reconcile budget to narrative: each dollar line should map to an activity or deliverable. – Document everything: approvals, timecards, travel receipts, procurement files. – Keep communications: email threads with agency program officers often resolve ambiguities quickly. – Plan for audits: assume documentation will be reviewed — better systems reduce risk and rework.
Educational disclaimer
This information is educational and general in nature and does not constitute individualized legal, tax, or investment advice. Always consult the awarding agency’s terms, your legal counsel, or a qualified grants accountant for decisions about a specific grant application or award.