Assign Agency Tracking Numbers and Agency Notes

Assigning agency tracking numbers allows you to assign a unique identifier to a submitted application that your agency can use internally for application identification. Agencies can also assign notes to the submissions that the applicant may view. These agency notes can be added and updated to application submissions that are in “Received by Agency” state or “Agency Tracking Number Assigned” state.

How to Assign Agency Tracking Numbers and Agency Notes

1. To view the submitted applications that need a tracking number or agency notes assigned, click on the Assign Agency Tracking Number and/or Agency Notes link on the Grantor Center page or the Grantor tab drop-down menu. You will be directed to the Agency Tracking Number/Notes Assigner page.

2. Filter search results using the Search By and Sort By dropdown menus.

   • Items in the Search By dropdown menu include All, CFDA, Opportunity Number, Competition ID, Grants.gov Number, Date/Time Received and Submission Method (Workspace, PDF, S2S and Third Party S2S).

   • Items in the Sort By dropdown menu include Grants.gov Number, CFDA number, Opportunity Number, Competition ID, Date/Time Received, and Submission Method.

3. Click the Search button. Search results include the following information about submitted applications: CFDA number, Opportunity Number, Competition ID, Grants.gov Number, Date/Time Received, Agency Tracking Number and Notes, and Submission Method.

4. To assign both Agency Tracking Number and/or Agency Notes, click the AssignTrackingNumberAndNotes link within the Agency Tracking # and Notes field for the specific submission.

5. A pop-up window will contain the fields to enter the Agency Tracking Number and Notes. Both fields are optional; you may assign Notes without assigning an Agency Tracking Number and you may assign an Agency Tracking Number without assigning Notes.

6. Click the Submit button or click the X icon in the right-hand corner to cancel.

7. You can view the entry and update the Agency Notes by clicking the link in the AssignTracking#AndNotes column. Grantors can only assign Agency Tracking Numbers one time; there is no limit to the number of times Agency Notes can be assigned or edited.

Note: Every time notes are added or edited, the applicant will receive an email notification advising them of the notes added/edited to the submission.