DOE: eXCHANGE: FAQs
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Frequently Asked Questions

Select an Announcement to view questions and answers for the specific funding opportunity. Alternatively select "Non-Announcement related items" to view system FAQ items.

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Question 1: Where can I find user guides for eXCHANGE?
Answer 1: You can access User Guides from the Landing page or from the left-hand navigation on the Funding Opportunities page.
Question 2: How do I know if I was successful in submitting my application (Letter of Intent, Concept Paper, or Full Application)?
Answer 2: After successfully submitting an application (e.g., Letter of Intent, Concept Paper, or Full Application), the person who submitted the application and users with shared access will receive an automated confirmation of receipt from DOE. Retain this confirmation for your records.
Question 3: How do I submit a concept paper or full application?
Answer 3:
If required per the announcement, applicants must submit their Concept Paper and Full Application through DOE's eXCHANGE system.

To create and submit a Concept Paper or Full Application when Concept Papers are not applicable:

1. Log in to eXCHANGE
2. Locate the applicable announcement and expand the row using the arrow next to the announcement number
3. Select View Details
4. On the Announcement Details page, click the "Apply Now" button to initiate the submission (i.e., Concept Paper)
5. Complete all required fields and submit

If a Concept Paper is required for the opportunity, you can start a Full Application only after:

1. An eligible Concept Paper has been submitted; and
2. Concept Paper decisions (Encourage/Discourage) have been released.

Once these requirements are met, follow these steps to start a Full Application:

1. Log in to eXCHANGE
2. From the left-hand navigation, select Submissions > My Submissions
3. Under Concept Paper Submissions, locate the applicable Control Number
4. Select Start Full Application next to the Control Number
Question 4: I did not submit a concept paper prior to the deadline. Can I still submit a Full Application?
Answer 4: Applicants who do not submit a timely and responsive Concept Paper may not submit a Full Application. DOE will not accept or consider Full Applications from these applicants.
Question 5: If a team includes a Federally Funded Research and Development Center (FFRDC), are the costs incurred by the FFRDC included in the team’s share of total project costs?
Answer 5:
The value of a FFRDC’s contributions typically are considered to be part of the government’s share of the total project costs, rather than part of the recipient’s cost share. However, this question should be addressed to the specific announcement team. To find the applicable email address for the announcement team, refer to the announcement document or the Points of Contact section listed in eXCHANGE. To find the Points of Contact:

1. Go to the Funding Opportunities page
2. Locate the applicable announcement and expand the row using the arrow next to the announcement number
3. Select View Details
4. On the Announcement Details page, refer to the Points of Contact section
Question 6: I am required to upload a separate SF-424A budget justification for my subawardees, but I can only upload one file. How do I upload this information?
Answer 6: Create a separate tab for each year and total within the SF-424A Excel file, and upload this one file to the eXCHANGE system.
Question 7: Who should I contact with questions regarding application submissions in DOE's eXCHANGE system
Answer 7:
For technical questions relating to the submission of applications through DOE's eXCHANGE portal, please contact us at exchangehelp@hq.doe.gov. For announcement-specific questions, see the Points of Contact section listed in Announcement Details page. To find the Points of Contact:

1. Go to the Funding Opportunities page
2. Locate the applicable announcement and expand the row using the arrow next to the announcement number
3. Select View Details
4. On the Announcement Details page, refer to the Points of Contact section
Question 8: Is there someone at DOE I can talk to about my concept paper or full application?
Answer 8:
Announcement-specific questions must be addressed to the applicable announcement team. To find the applicable email address for the announcement team, refer to the announcement document or the Points of Contact section listed in eXCHANGE. To find the Points of Contact:

1. Go to the Funding Opportunities page
2. Locate the applicable announcement and expand the row using the arrow next to the announcement number
3. Select View Details
4. On the Announcement Details page, refer to the Points of Contact section
Question 9: May an applicant submit two proposals that are interrelated?
Answer 9: Please refer to the applicable announcement document to determine if there is a limitation on the number of Concept Papers and Full Applications eligible for review
Question 10: Our Concept Paper was discouraged, can we still submit a Full Application?
Answer 10: Applicants who receive a Discourage decision may still submit a Full Application, which will be evaluated through the merit review process. A Discourage decision indicates that DOE does not encourage proceeding to a Full Application based on its review of the Concept Paper and is intended to help applicants avoid the time and expense of preparing an application that is unlikely to be selected for award.
Question 11: What wage rates should be used in the proposal?
Answer 11:
Generally, salaries should align with industry standards. However, "wage rates" for laborers and mechanics performing construction, alteration, and repair work must comply with the requirements set forth in the Davis-Bacon Act. Please contact the applicable announcement team if you have any questions relating to the requirements of the Davis-Bacon Act. To find the applicable email address for the announcement team, refer to the announcement document or the Points of Contact section listed in eXCHANGE. To find the Points of Contact:

1. Go to the Funding Opportunities page
2. Locate the applicable announcement and expand the row using the arrow next to the announcement number
3. Select View Details
4. On the Announcement Details page, refer to the Points of Contact section
Question 12: Is submission of the SF-LLL required if some of our project partners do not engage in lobbying activities?
Answer 12: If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the grant/cooperative agreement, the organization must complete and submit the Disclosure Form to Report Lobbying (Standard Form - LLL).
Question 13: Can the project title in the Concept Paper differ slightly from the title submitted in the Letter of Intent (e.g., removing one or two words)?
Answer 13: Yes, changes to the project title are allowed.
Question 14: Will the concept paper reviews (and documents) be internal to DOE only, or will they be made public?
Answer 14: The concept paper review is internal to DOE but is subject to the same Freedom of Information Act (FOIA) requests as all other DOE activities. In the event of a FOIA request, the applicant will be contacted and allowed to redact sensitive information, as applicable.
Question 15: Are reviewers of applications primarily academic, industry, or a combination?
Answer 15: DOE selects experts relevant to the respective areas of expertise. Experts may consist of academic, private sector, Federally Funded Research and Development Center (FFRDC), or federal personnel.
Question 16: How do I open/download pdfs from eXCHANGE? Specifically, I am trying to open the SF424, Application for Federal Assistance and am unable to open it.
Answer 16:
First, ensure that Adobe Acrobat or Adobe Acrobat Reader is installed on your computer. Then, update your browser settings to download PDF files rather than open them in the browser.

Google Chrome

1. Open Settings and select Privacy and security.
2. Select Site settings.
3. Select PDF documents. You may need to expand Additional content settings to find this option.
4. Select Download PDFs.
5. Download the PDF and open it in Adobe Acrobat or Adobe Acrobat Reader.

Microsoft Edge

1. Open Settings and search for PDF.
2. Select PDF documents.
3. Turn on Always download PDF files.
4. Download the PDF and open it in Adobe Acrobat or Adobe Acrobat Reader.
Question 17: Who is the appropriate point of contact for questions about eligibility for this opportunity?
Answer 17:
All announcement-specific questions, including questions about applicant eligibility, should be addressed to the announcement team. To find the applicable email address for the announcement team, refer to the announcement document or the Points of Contact section listed in eXCHANGE. To find the Points of Contact:
1. Go to the Funding Opportunities page
2. Locate the applicable announcement and expand the row using the arrow next to the announcement number
3. Select View Details
4. On the Announcement Details page, refer to the Points of Contact section
Question 18: I need to complete registration in eXCHANGE so that I can submit applications to open opportunities. What role(s) should I select?
Answer 18: The applicant role is the only role needed to submit applications in response to open opportunities. For additional information, please refer to the External User Registration & Log in How to Guide.
Question 19: I need to complete registration in eXCHANGE so that I can review applications assigned to me. What role(s) should I select?
Answer 19: During registration, ensure to click “Verify with Login.gov or ID.me” in the External Reviewers or Applicants tile to start the registration process. When you get to the registration form, select “Reviewer.” The system will then require you to complete general account details, select your applicable area(s) of expertise, and provide education and experience details to complete registration. For more information, please refer to the External User Registration & Log in How to Guide.
Question 20: Am I required to have a login.gov account to register in eXCHANGE?
Answer 20:
eXCHANGE registration is supported through multi-factor authentication with Login.gov or ID.me.

• Login.gov: If you do not have a Login.gov account, you will need to create one. If you already have a Login.gov account, you can continue to use your existing credentials. You may be asked to provide additional information to complete the identity verification process.
• ID.me: If you do not have an ID.me account, you will need to create one. If you already have an ID.me account, you can use it by adding the email address associated with your eXCHANGE account to your existing account.
• Use the correct email address: The email address you use to authenticate must match the email address associated with your eXCHANGE account.
• If you use both services: You may set up both Login.gov and ID.me for eXCHANGE. Each service has its own password and multi-factor authentication requirements.
    Question 21: Where can I sign up to receive alerts about amendments to this funding opportunity?
    Answer 21: The eXCHANGE website does not have an automated notification feature to update potential applicants about new or modified funding opportunities published on the website.
    Question 22: I would like to withdraw my application, but it doesn't appear that I can delete the application or change the status. How do I withdraw the application from consideration?
    Answer 22:
    The eXCHANGE website does not allow for the deletion of submission records. If the submission timeframe has not passed, you can unsubmit the application. Unsubmitted applications will not move forward in the application process (i.e., the application will not be merit reviewed). If the submission timeframe has passed, please send an email to the announcement team and ask that the status of the application be updated to "Withdrawn." To find the applicable email address for the announcement team, refer to the announcement document or the Points of Contact section listed in eXCHANGE. To find the Points of Contact:

    1. Go to the Funding Opportunities page
    2. Locate the applicable announcement and expand the row using the arrow next to the announcement number
    3. Select View Details
    4. On the Announcement Details page, refer to the Points of Contact section
    Question 23: How can I check the status of my application?
    Answer 23:
    Only the person who submitted the application and users with shared access can view the application and its status.

    If you have access to the application, follow these steps to view its status:

    1. Log in to eXCHANGE
    2. From the left-hand navigation, select Submissions > My Submissions
    3. Locate the applicable submission
    4. View the Status for the submission
    Question 24: How can I see a copy of the final submission?
    Answer 24:
    The application and its status can only be accessed by the person who submitted the application, as well as anyone who has been provided share access to the application. If this applies, follow these steps to view the final submission:

    1. Log into eXCHANGE
    2. From the left-hand navigation, select Submissions > My Submissions
    3. Locate the applicable submission record
    4. Click on the Control Number link to open the applicable submission's "Details" page
    Question 25: Who receives notification when an application is successfully submitted?
    Answer 25: Only the person who submitted the application and users with shared access will receive notification when an application is successfully submitted.
    Question 26: Do the Technical Point of Contact and Business Point of Contact automatically have access to the application (to view/update/submit) when I add their contact information to the application?
    Answer 26:
    No, only the person who initiated the application is provided access to the application unless the application is shared. It is recommended to share the application with the Technical and Business Points of Contact so that they can view the status of the application and make updates/submit the application as necessary.

    To share a submission with another eXCHANGE user:

    1. Log in to eXCHANGE
    2. From the left-hand navigation, select Submissions > My Submissions
    3. Locate the applicable submission and select the Control Number link
    4. Scroll to the Share Submission section and select Share Submission
    5. Enter the email address of the person you want to share the submission with and select Submit
    6a. If the user is registered in eXCHANGE, confirm that you want to share the submission. Once confirmed, the user will have access to the submission.
    6b. If the user is not registered in eXCHANGE: The system will notify you that the email address is not associated with an eXCHANGE account. You can send the user an invitation to register by entering a personal message and selecting Send. Note: Sending a registration invitation does not automatically share the submission. After the user registers for an eXCHANGE account, you must repeat the steps above to share the submission.
    Question 27: The announcement states that the assigned Control Number must appear on all submission documents, including the Concept Paper. Could you please clarify when this number is generated? Specifically, is it assigned upon initiating/creating the submission in the portal prior to uploading the Concept Paper?
    Answer 27:
    eXCHANGE will automatically assign your submission record a Control Number after creating the initial submission (Letter of Intent, Concept Paper, or Full Application). Specifically, the Control Number is assigned once you complete the following steps:

    1. Log into eXCHANGE
    2. Locate the applicable announcement and expand the row using the arrow next to the announcement number
    3. Select View Details
    4. On the Announcement Details page, click the Apply button to initiate the submission (i.e., Concept Paper)
    5. Complete the required fields on the initial "Details" page
    6. Click the Save button for a Letter of Intent or the Create Concept Paper/Full Application button at the bottom of the screen for Concept Papers/Full Applications.
    7. The system will then display the Control Number for the application. This number will stay the same for all relevant submission phases applicable to the funding opportunity (i.e., Concept Paper, Full Application, and Reply to Reviewer Comments).
    Question 28: Can multiple people from one organization sign up for access, or is it one access email per organization?
    Answer 28:
    Yes. Multiple people from the same organization can register for eXCHANGE. Each person who needs to access, update, or submit applications must have their own eXCHANGE account.

    Applications are accessible only to the person who submitted the application and users with whom the submission has been shared. If you have access to a submission, you can view its details and status by following these steps:

    Log in to eXCHANGE.
    From the left-hand navigation, select Submissions > My Submissions.
    Locate the applicable submission.
    Select the Control Number to open the submission’s Details page.
    View the applicable submission information and status.
    Question 29: I would like to access Q&A for the funding opportunity I am applying to, but cannot access Q&A for any of the opportunities listed on the FAQs webpage. How do I view the Q&A?
    Answer 29:
    Announcement-specific Q&As are posted with the announcement documents (i.e., the NOFO Part 1) for each specific announcement. To find the Q&As:

    1. Go to the Funding Opportunities page
    2. Locate the applicable announcement and expand the row using the arrow next to the announcement number
    3. Select View Details
    4. On the Announcement Details page, refer to the Documents section
    Question 30: We could not locate a template for the required Letter of Intent (LOI). Would you please point us to the appropriate file?
    Answer 30:
    Typically, the information required for a Letter of Intent (LOI) is entered directly in eXCHANGE, and a separate file is not required. If the announcement requires a separate file and the Program Office provides a template, you can follow the steps below to find it in eXCHANGE:

    1. Go to the Funding Opportunities page
    2. Locate the applicable announcement and expand the row using the arrow next to the announcement number
    3. Select View Details
    4. On the Announcement Details page, refer to the Application Forms and Templates section

    If you believe a template is required but do not see one, contact the announcement team. Contact information is available in the announcement document or in the Points of Contact section of the Announcement Details page.
    Question 31: Can the abstract submitted with the letter of intent be updated after it has been submitted?
    Answer 31:
    If the Letter of Intent deadine has passed, you cannot update the abstract that was submitted. DOE will review the abstract submitted with the Letter of Intent.

    If the Letter of Intent deadline has not passed, take the following steps to update the abstract:

    1. Log in to eXCHANGE
    2. From the left-hand navigation, select Submissions > My Submissions
    3. Locate the applicable submission and select Edit
    4. In the pop-up window, select Unsubmit
    5. Update the abstract as necessary
    6. Resubmit the Letter of Intent before the deadline
    Question 32: Is it possible to add and/or remove a partner from the Concept Paper phase of the proposal?
    Answer 32:
    If the Concept Paper deadline has passed, you cannot revise your submission. DOE will review the Concept Paper submitted before the deadline. However, partners can be updated with the Full Application.

    If the Concept Paper deadline has not passed, take the following steps to update partners:

    1. Log in to eXCHANGE
    2. From the left-hand navigation, select Submissions > My Submissions
    3. Locate the applicable submission and select Edit
    4. In the pop-up window, select Unsubmit
    5. Go to the Organizations tab and update as necessary
    6. Upload the revised file
    7. Resubmit the Concept Paper before the deadline
    Question 33: We submitted a Concept Paper but have an updated version now. How do we submit it?
    Answer 33:
    If the Concept Paper deadline has passed, you cannot revise your submission. DOE will review the Concept Paper submitted before the deadline.

    If the Concept Paper deadline has not passed, you can replace the submitted file:

    1. Log in to eXCHANGE
    2. From the left-hand navigation, select Submissions > My Submissions
    3. Locate the applicable submission and select Edit
    4. In the pop-up window, select Unsubmit
    5. Go to the Upload and Submit tab and remove the previously uploaded file
    6. Upload the revised file
    7. Resubmit the Concept Paper before the deadline
    Question 34: We submitted a Full Application but now have updated versions of some of the attachments (i.e., Letters of Commitment and Budget). How do we submit these documents now?
    Answer 34:
    If the Full Application deadline has passed, you cannot revise your submission. DOE will review the Full Application submitted before the deadline.

    If the Full Application deadline has not passed, you can replace the submitted file(s):

    1. Log in to eXCHANGE
    2. From the left-hand navigation, select Submissions > My Submissions
    3. Locate the applicable submission and select Edit
    4. In the pop-up window, select Unsubmit
    5. Go to the Upload and Submit tab and remove the previously uploaded file(s)
    6. Upload the revised file(s)
    7. Resubmit the Full Application before the deadline
    Question 35: How do I designate the primary and backup point of contact in eXCHANGE with the DOE?  Where in the portal is this done?
    Answer 35: eXCHANGE collects contact information for the Business Point of Contact and the Project Lead/Principle Investigator within the applicable application (i.e., Concept Paper, Full Application) for each individual funding opportunity. Generally, the Business Point of Contact is the person who is responsible for the administrative aspects of the proposed project, including the budget. The Project Lead/Principle Investigator is the person who takes direct responsibility for completing a funded project, directing research, and reporting directly to the funding agency. Typically, this individual is the technical contact who will be responsible for the scientific or technical direction of the proposed project.
    Question 36: I am the POC for the application. I’m having difficulties logging into the system to see our results. How do I see if decisions have been published?
    Answer 36:
    The application and its status can only be accessed by the person who submitted the application, as well as anyone who has been provided share access to the application. If this applies, please take the following actions to view the status of the submission record:

    1. Log into eXCHANGE
    2. From the left-hand navigation, select Submissions > My Submissions
    3. Locate the applicable submission record
    4. Click on the Control Number link to open the applicable submission's "Details" page
    5. View the response
    Question 37: I submitted a concept paper via my account on the eXCHANGE website. For the submission of the full application paper I will not be available to download and submit the application. How can I set it up so that someone else can do it on my behalf in my absence?
    Answer 37:
    To share a submission with another eXCHANGE user:

    1. Log in to eXCHANGE
    2. From the left-hand navigation, select Submissions > My Submissions
    3. Locate the applicable submission and select the Control Number link
    4. Scroll to the Share Submission section and select Share Submission
    5. Enter the email address of the person you want to share the submission with and select Submit
    6a. If the user is registered in eXCHANGE, confirm that you want to share the submission. Once confirmed, the user will have access to the submission.
    6b. If the user is not registered in eXCHANGE: The system will notify you that the email address is not associated with an eXCHANGE account. You can send the user an invitation to register by entering a personal message and selecting Send. Note: Sending a registration invitation does not automatically share the submission. After the user registers for an eXCHANGE account, you must repeat the steps above to share the submission.
    Question 38: I am looking to apply to a funding opportunity but when I locate the opportunity on eXCHANGE, I do not see an option to “Apply” or “Submit.” Can you help me locate where I should be uploading application documents?
    Answer 38:
    If the submission window has passed, you will no longer see the ability to apply to the opportunity.

    If the submission window has not passed, take the following steps to apply:

    1. Log in to eXCHANGE
    2. Locate the applicable announcement and expand the row using the arrow next to the announcement number
    3. Select View Details
    4. On the Announcement Details page, click the Apply button to initiate the submission (i.e., Concept Paper)
    5. Complete all required fields and submit
    Question 39: I attended a webinar where one of the speakers said that I could log into eXCHANGE and find potential stakeholders to collaborate with for various projects. Where do I find this list?
    Answer 39:
    To find a teaming partner list:

    1. From the eXCHANGE landing page, click View Funding Opportunities
    2. In the Announcement Type filter, select Teaming Partner List
    3. Click Search
    Question 40: I am working with an organization and they submitted an application through eXCHANGE. How do I access the application? I am a sub on the proposed project.
    Answer 40:
    The application and its status can only be accessed by the person who submitted the application, as well as anyone who has been provided share access to the application. If this applies, please take the following actions to view the status of the submission record:

    1. Log into eXCHANGE
    2. From the left-hand navigation, select Submissions > My Submissions
    3. Locate the applicable submission record
    4. Click on the Control Number link to open the applicable submission's "Details" page
    Question 41: Can I send my Concept Paper directly to the announcement team versus creating and submitting an application in eXCHANGE?
    Answer 41: No, if required per the announcement, applicants are required to submit their concept papers and full applications through DOE's eXCHANGE system.
    Question 42: We were working diligently on our concept paper yesterday and noticed at 6:15pm that the Apply button was deactivated at 5pm for concept paper submissions. Can we still submit?
    Answer 42: No, Concept Papers must be submitted by the deadline listed in the applicable funding opportunity announcement.
    Question 43: Is it possible to update a registered account in eXCHANGE to list multiple UEI numbers? Or do you have to register to have multiple accounts (using different emails?)
    Answer 43:
    Your eXCHANGE account can be associated with only one UEI; however, you can use a different UEI for each application you submit.

    If you enter a UEI in an application that differs from the UEI associated with your account, eXCHANGE will ask whether you want to update your account with the new UEI. Select No if you want to keep the UEI currently associated with your account.
    Question 44: Is there is a limit on the number of “Team Members” and “Key Participants” that can be entered in the system.
    Answer 44: No, eXCHANGE does not limit the number of team members or key participants that can be entered in the system.
    Question 45: Please let us know the actual location we need to check if our concept paper is approved to move forward with our full application.
    Answer 45:
    You can check the status of your Concept Paper by following these steps:
    1. Log into eXCHANGE
    2. From the left-hand navigation, select Submissions > My Submissions
    3. Locate the applicable submission record
    4. Check the Status column.
    5. You can also view the status by clicking on the Control Number link to open the applicable submission's "Details" page - reference the Concept Paper Response section.
    Question 46: The "Upload and Submit" page says: "Prior to the submission deadline, if you decide to make changes to your submission, you may remove your existing submission and replace it with an updated version." If an applicant were to remove an existing submission, would the information written in the Team Members and Location(s) of Work sections be saved, or would those need to be re-entered for the new submission? If that information is saved, is the save time immediately before submission or will it revert to the information provided in the concept paper submission? Re-entering all the team members, key participants, and locations of work will take hours.
    Answer 46: The referenced language is specific to removing and re-uploading the required submission files. The information provided in the Team Members and Location(s) of Work sections will not be affected if you remove and re-upload files on the Upload and Submit page.
    Question 47: How do I submit my concept paper? I need this information in order to move forward with my full application.
    Answer 47:
    To create and submit a Concept Paper:

    1. Log into eXCHANGE
    2. Locate the applicable announcement and expand the row using the arrow next to the announcement number
    3. Select View Details
    4. On the Announcement Details page, click the Apply button to initiate the submission (i.e., Concept Paper)
    5. Complete all required fields and submit
    Question 48: Our Concept Paper was submitted, but we don't see an apply button to start/submit the Full Application. Please advise.
    Answer 48:
    If a Concept Paper is required for the opportunity, you can start a Full Application only after:

    1. An eligible Concept Paper has been submitted; and
    2. Concept Paper decisions (Encourage/Discourage) have been released.

    Once these requirements are met, follow these steps to start a Full Application:

    1. Log in to eXCHANGE
    2. From the left-hand navigation, select Submissions > My Submissions
    3. Under Concept Paper Submissions, locate the applicable Control Number
    4. Select Start Full Application next to the Control Number
    Question 49: What system fields are required to submit a Concept Paper?
    Answer 49:
    Required fields vary by funding opportunity. Typically, a Concept Paper submission requires:

    • Project Title
    • Abstract
    • UEI Number
    • Organization Type
    • Lead Organization, including address, city, state, and ZIP Code
    • Topic Area, if applicable
    • Contact Information for the Business Point of Contact and Project Lead/Principal Investigator, including name, email address, business address, and phone number
    • Location of Work
    • Proposed Partners
    • Percentage of Effort for Each Proposed Organization
    • Proposed Costs (Federal Share and Non-Federal Share)
    • Proposed Period of Performance
    • Starting and Ending Technology Readiness Levels
    • Concept Paper Upload

    Refer to the applicable funding opportunity for specific submission requirements.
    Question 50: What system fields are required to submit a Full Application?
    Answer 50:
    Required fields vary by funding opportunity. Typically, a Full Application submission requires:

    • Project Title
    • Abstract
    • UEI Number
    • Organization Type
    • Lead Organization, including address, city, state, and ZIP Code
    • Topic Area, if applicable
    • Contact Information for the Business Point of Contact and Project Lead/Principal Investigator, including name, email address, business address, and phone number
    • Location of Work
    • Proposed Partners
    • Percentage of Effort for Each Proposed Organization
    • Proposed Costs (Federal Share and Non-Federal Share)
    • Proposed Period of Performance
    • Starting and Ending Technology Readiness Levels
    • Full Application Submission Files (i.e., Application for Federal Assistance (SF-424), Technical Volume, Budget Justification, Letters of Committment, Summary Slide, Summary for Public Release, etc.)

    Refer to the applicable funding opportunity for specific submission requirements.
    Question 51: When I submitted my application, I accidentally associated it with the wrong email address (I used my personal address instead of my work email address). How do I update the email associated with the application? The deadline for the submission has already passed.
    Answer 51:
    You will need to reach out to the announcement team for assistance. To find the applicable email address for the announcement team, refer to the announcement document or the Points of Contact section listed in eXCHANGE. To find the Points of Contact:

    1. Go to the Funding Opportunities page
    2. Locate the applicable announcement and expand the row using the arrow next to the announcement number
    3. Select View Details
    4. On the Announcement Details page, refer to the Points of Contact section
    Question 52: Do system notifications (like the one sent one the application is successfully submitted) go to all team members?
    Answer 52: Only the person who submitted the application and users with shared access, will receive notification when an application is successfully submitted.
    Question 53: How do I access the review comments for the reply to reviewer comments stage?
    Answer 53:
    Depending on the funding opportunity, DOE may provide reviewer comments after evaluating eligible Full Applications and allow applicants to submit a brief reply.

    If the reply to review stage is applicable, eXCHANGE will notify you when reviewer comments are available. The notification will include instructions for submitting a reply and the submission deadline.

    When applicable, to view reviewer comments:

    1. Log in to eXCHANGE
    2. From the left-hand navigation, select Submissions > My Submissions
    3. Locate the applicable Full Application and select the Control Number link
    4. In the Reviewer Comments section, select the link to view the comments

    Follow the instructions in the notification to submit your reply by the applicable deadline
    Question 54: How is ownership of the concept paper submission determined.  Neither party listed on our concept papers has access.  Just wondering if its determined by some other system, i.e.. SAM.gov or something like that.
    Answer 54: The user who created the Submission record is the owner. The owner of a submission record can share the Submission record to other eXCHANGE users. Points of Contact listed in the submission record do not automatically receive access to the submission record.
    Question 55: How do I register to submit applications to open opportunities in eXCHANGE?
    Answer 55: Please visit the eXCHANGE website and click the "Register" link to create a user account. Refer to the External Registration & Log in How-to-Guide for additional information.
    Question 56: The Concept Paper I submitted was discouraged. Why can I still see the link to submit a Full Application?
    Answer 56: All applicants who submit an eligible Concept Paper are eligible to submit a Full Application. Applicants who receive a Discourage decision may still submit a Full Application, which will be evaluated through the merit review process. A Discourage decision indicates that DOE does not encourage proceeding to a Full Application based on its review of the Concept Paper and is intended to help applicants avoid the time and expense of preparing an application that is unlikely to be selected for award.
    Question 57: We received an email below saying the decision of our paper has been published but the person that submitted is on vacation so we do not have a login to access this decision and I was wondering how else we could access this decision? Could we get the decision emailed to us?
    Answer 57:
    You will need to reach out to the announcemen team for assistance. To find the applicable email address for the announcement team, refer to the announcement document or the Points of Contact section listed in eXCHANGE. To find the Points of Contact:

    1. Go to the Funding Opportunities page
    2. Locate the applicable announcement and expand the row using the arrow next to the announcement number
    3. Select View Details
    4. On the Announcement Details page, refer to the Points of Contact section
    Question 58: I accidentally registered as an applicant, but I need to be registered as a reviewer. How do I restart?
    Answer 58:
    You do not need to restart or create a new account. To request the Reviewer role:

    1. Log in to eXCHANGE
    2. Select My Account from the left-hand navigation
    3. Select Apply to Become an Application Reviewer
    4. Complete the required reviewer information and submit your request

    Once approved, the Reviewer role will be added to your account and you may be assigned to review applications.
    Question 59: I submitted a Concept Paper and noticed that I entered the wrong amount for the federal cost share. I do not see a way to correct the entry now that it has been submitted. How do I make the applicable update?
    Answer 59:
    If the Concept Paper deadline has passed, you cannot revise your submission. However, you will be able to upload the federal cost share amount in the Full Application.

    If the Concept Paper deadline has not passed, follow these steps to replace the submitted file:

    1. Log in to eXCHANGE
    2. From the left-hand navigation, select Submissions > My Submissions
    3. Locate the applicable submission and select Edit
    4. In the pop-up window, select Unsubmit
    5. Go to the Funds and Costs tab and make applicable updates
    6. Go to the Upload and Submit tab and resubmit the Concept Paper before the deadline
    Question 60: I have registered for an account through eXCHANGE, so that we may submit grant applications. We would like to add a “role” to our account so that our grant writer has access to our account to review / submit applications. I am not seeing where I can do that.
    Answer 60:
    You cannot add another user to your eXCHANGE account. To give another user access to your submissions, you must share each submission with that user individually.

    To share a submission with another eXCHANGE user:

    1. Log in to eXCHANGE
    2. From the left-hand navigation, select Submissions > My Submissions
    3. Locate the applicable submission and select the Control Number link
    4. Scroll to the Share Submission section and select Share Submission
    5. Enter the email address of the person you want to share the submission with and select Submit
    6a. If the user is registered in eXCHANGE, confirm that you want to share the submission. Once confirmed, the user will have access to the submission.
    6b. If the user is not registered in eXCHANGE: The system will notify you that the email address is not associated with an eXCHANGE account. You can send the user an invitation to register by entering a personal message and selecting Send. Note: Sending a registration invitation does not automatically share the submission. After the user registers for an eXCHANGE account, you must repeat the steps above to share the submission.
    Question 61: How long does it take to submit an application?
    Answer 61: The time required to upload an application will vary, depending on your internet connection, internet and data server traffic, file size, and other factors. Applicants are strongly encouraged to submit their applications at least 48 hours in advance of the submission deadline. Under normal conditions (i.e., at least 48 hours in advance of the submission deadline), Applicants should allow at least 1 hour to submit an application. Allow sufficient time to resolve any technical difficulties or seek assistance, if needed.
    Question 62: What is the maximum file size I can upload?
    Answer 62: The maximum size file that can be uploaded to the eXCHANGE website is 50MB. Files in excess of 50MB cannot be uploaded.
    Question 63: The maximum size file that can be uploaded to the eXCHANGE website is 50MB. Files in excess of 50MB cannot be uploaded.
    Answer 63: A Unique Entity Identifier (UEI) number is a unique, 12-character (alpha-numeric) number. This number is obtained through successful registration in SAM.gov. Each applicant (unless the applicant is excepted from those requirements under 2 CFR 25.110) is required to: (1) register in the SAM at https://www.sam.gov before submitting an application; (2) provide a valid UEI number in the application; and (3) maintain an active SAM registration with current information when the applicant has an active federal award or an application or plan under consideration by a federal awarding agency. DOE may not make a federal award to an applicant until the applicant has complied with all applicable UEI and SAM requirements and, if an applicant has not fully complied with the requirements by the time DOE is ready to make a federal award, DOE will determine that the applicant is not qualified to receive a federal award and use that determination as a basis for making a federal award to another applicant.
    Question 64: Can I edit my application after I submitted it?
    Answer 64:
    If the submission deadline has passed, you cannot revise your submission.

    If the submission deadline has not passed, take the followins steps to update the submitted application:

    1. Log in to eXCHANGE
    2. From the left-hand navigation, select Submissions > My Submissions
    3. Locate the applicable submission and select Edit
    4. In the pop-up window, select Unsubmit
    5. Make the applicable edits
    6. Go to the Upload and Submit tab and resubmit the application before the deadline
    Question 65: Can I submit a late application?
    Answer 65: DOE does not accept late submissions. Please be cognizant of all deadlines. Applicants are strongly encouraged to submit their letter of intent, concept paper, or full application at least 48 hours in advance of the applicable submission deadline.
    Question 66: Will I receive feedback on my application?
    Answer 66: Yes, all applicants who successfully submit applications to DOE will be notified of status. All Applicants whose application was comprehensively reviewed will receive written feedback at the time of notification as to whether their application was selected for negotiation of an award, or not.
    Question 67: Is an electronic signature acceptable for documents?
    Answer 67: Forms that require a signature by an authorized representative may be signed either digitally or manually in ink and scanned. Please see the applicable funding opportunity for additional information regarding forms requiring a signature.
    Question 68: Who reviews our applications and decides which applications will be funded?
    Answer 68: Reviewers are subject matter experts who may be federal employees, employees of a National Laboratory, or other non-federal personnel. However, ultimately, the Selection Official considers the recommendations of the reviewers, along with other considerations such as program policy factors, in determining which applications to select for negotiation for an award. Please refer to the applicable funding opportunity for additional information.