Entity Identifier
Unique Entity ID (SAM.gov UEI) or predecessor identifiers; used to link recipients across federal systems and avoid duplicate records.
Accurate completion ensures compliance with federal transparency obligations, supports federal auditability, and prevents reporting discrepancies that can trigger agency follow-up, corrective actions, or funding delays. It helps meet public disclosure and contractor/subaward tracking requirements under federal grants management rules and agency reporting policies.
The form is generally prepared by grant or contract administrators and reviewed by finance or compliance staff before agency submission.
A grant administrator gathers award and subaward data, validates entity identifiers and award amounts, and prepares the form for review. They coordinate with program leads to ensure the award purpose and recipient descriptions are accurate and match internal records.
An authorized official—often a CFO or director—reviews and certifies the submission, attests to the data's accuracy, and accepts accountability for public reporting and audit responses on behalf of the organization.
Unique Entity ID (SAM.gov UEI) or predecessor identifiers; used to link recipients across federal systems and avoid duplicate records.
Total federal award value and relevant subaward amounts presented in consistent currency and rounding per agency instructions.
Clear plain-language description of the program, goods, or services funded to support public understanding and searchable disclosure.
Legal name, address, DUNS/UEI, and taxpayer identification used to verify identity and reconcile payments.
Information about subrecipients, including names, locations, and amounts, when subawards exceed agency reporting thresholds.
Authorized official signature block or electronic equivalent attesting to the form's accuracy and completeness.
| Field | Configuration |
|---|---|
| Document upload | PDF or DOCX accepted; convert to PDF/A for archival when required |
| Field mapping | Map form fields to agency data elements for automated export |
| Signer authentication | Email plus SMS code or SSO for authorized officials |
| Audit retention | Retain audit trail for required federal retention period |
Ensure the signing and submission platform supports secure file formats, audit trails, and authentication compatible with agency rules.
Submit according to agency reporting schedule or at award issuance
Allow 3–10 business days for validation and authorized certification
Agency may take several days to validate and publish records
Update records promptly when award terms or amounts change
Maintain records to meet audit requests and retention rules
Assemble award documents and subaward details for entry.
Confirm UEI, EIN, amounts, and place-of-performance fields.
Authorized official signs and submits the form to the agency.
Store records according to federal and agency retention schedules.
| signNow | DocuSign | Adobe Sign | PandaDoc | HelloSign | |
|---|---|---|---|---|---|
| Starting Price | $8/user/mo | $15/user/mo | $14/user/mo | $19/user/mo | $15/user/mo |
| Free Trial | 7-day free trial | Varies by vendor | Varies by vendor | Varies by vendor | Varies by vendor |
| Bulk Send | Yes | Yes | Yes | Yes | No |
| Audit Trail | Yes | Yes | Yes | Yes | Yes |
| HIPAA Compliant | Yes | Yes | Yes | No | No |