Entity registration must be active before you can receive any federal award. Registration requires UEI, EIN/TIN, banking information, and CAGE code (assigned automatically). Must be renewed annually.
All SBIR/STTR applicants must register their company and certify small business status at the SBA SBIR company registry. Required before submitting any proposal.
Required for NIH and some other agencies. Create an organizational account (not just individual) and designate an Authorized Organization Representative (AOR). The AOR must complete the registration process.
Your Employer Identification Number is required for SAM.gov registration and all federal award processes. If you don’t have one, apply through the IRS.
The PI and all Senior/Key Personnel need eRA Commons accounts. The organization must first register, then create individual accounts. The PI’s eRA Commons username goes in the application.
⏱ 2–4 weeks for organizational registrationeRA Commons →
Prepare NIH Biosketch (SciENcv format)
NIH requires the standardized SciENcv biosketch format for the PI and all Senior/Key Personnel. Must follow the current NIH biosketch format (5-page limit).
Review the NIH SBIR/STTR funding opportunity announcements (FOAs) and identify which institute(s) align with your technology. Contact program officers to discuss fit before submitting. Review the NIH Reporter for funded projects in your area.
NSF proposals are submitted through Research.gov (replaces FastLane). The organization and PI must both have active accounts. Organization registration requires the UEI and SAM.gov registration.
NSF requires a Project Pitch before you can submit a full Phase I application. The pitch consists of four questions that NSF uses to screen your concept. Your pitch must be accepted before you can proceed to the full proposal. See our NSF Project Pitch Guide.
⏱ 1–2 weeks to prepare; 3 weeks for review
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DoD / AFWERX-Specific Requirements
Required for Department of Defense SBIR/STTR
Required
Register on DSIP (Defense SBIR/STTR Innovation Portal)
All DoD SBIR/STTR proposals are submitted through DSIP. You must register your company and create a PI account. Requires SAM.gov registration to be complete first.
Under S. 3971, all SBIR applicants face enhanced security screening. DoD scrutiny is the most rigorous. Review ownership structures, personnel foreign ties, and affiliations against the eight watchlists referenced in the legislation before submitting.
DoD topics typically have a pre-release period before the solicitation officially opens. Use this time to research topics, contact Topic Authors (TPOCs), and begin drafting. When topics drop, response windows may be shortened post-reauthorization.
⏱ Ongoing — check DSIP weekly
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Proposal Preparation
Get these ready before solicitations open
Recommended
Draft Company Overview / Capabilities Statement
A reusable 1–2 page company overview describing your team, technology, prior work, and facilities. Used in nearly every SBIR proposal regardless of agency.
⏱ 2–3 days
Prepare Budget Template & Rate Structure
Establish your labor rates, fringe benefit rate, and indirect cost rate (overhead/G&A). If you have a NICRA (Negotiated Indirect Cost Rate Agreement), ensure it is current. If not, prepare a rate justification.
⏱ 1–2 weeks (longer if establishing NICRA)
Update PI & Key Personnel Biosketches
Ensure all biosketches are current with recent publications, grants, and relevant experience. Format varies by agency (NIH uses SciENcv; NSF has its own format; DoD typically requires a more flexible CV).
⏱ 1–3 days per person
Draft Commercialization Plan
Most agencies require a commercialization plan or narrative. Document your target market, competitive landscape, go-to-market strategy, and revenue model. Gather letters of support from potential customers or partners.
⏱ 1–2 weeks
Need Help With Your SBIR Proposal?
Our team can handle the full application — from registration to submission.