The Department of Health and Human Services (DHHS) distributes over $1.8 trillion annually across more than 145,000 awards, yet many qualified applicants miss out simply because they don’t understand the complex application process.
This comprehensive guide breaks down everything you need to know about DHHS grants in 2025, including:
The different types of DHHS grants and which ones your organization qualifies for
Step-by-step application strategies that align with what reviewers actually want to see
Common application mistakes that instantly disqualify otherwise promising proposals
P.S., we tested all of these strategies using GrantBoost, so if you want to skip the guesswork and create compelling DHHS grant applications in a fraction of the time, you’ll find actionable tips throughout this guide.
For individuals and teams looking to secure more funding with less effort. Streamline your grant-writing process, stay organized, and achieve better results with proven templates and AI-driven support.
| Grant Program | Agency | Purpose | Key Eligibility |
|---|---|---|---|
| Head Start | ACF | Early childhood education | Nonprofits, public agencies, tribes |
| Community Services Block | ACF | Anti-poverty programs | States → Community Action Agencies |
| Family Violence Prevention | ACF | DV shelter & services | States, tribes, nonprofits |
| Health Center Program | HRSA | Primary care for underserved | Public & nonprofit orgs |
| Rural Health Network | HRSA | Rural healthcare delivery | Rural nonprofits & public entities |
| Maternal & Child Health | HRSA | Maternal/child health | State health departments |
| Public Health Emergency | CDC | Emergency preparedness | State/local health departments |
| REACH | CDC | Reduce health disparities | Local health depts, community organizations |
| Suicide Prevention | CDC | Suicide prevention | State/local health depts, tribes |
| Research Project (R01) | NIH | Health research | Higher ed, nonprofits, for-profits |
| Small Research (R03) | NIH | Small research projects | Higher ed, nonprofits, for-profits |
| CCBHC Expansion | SAMHSA | Mental health/substance use | Behavioral health clinics |
| Prevention Framework | SAMHSA | Substance abuse prevention | States, territories, tribes |
| Mental Health Training | SAMHSA | Mental health awareness | States, local govts, tribes, nonprofits |
DHHS grants are federal funding opportunities provided by the U.S. Department of Health and Human Services, the government’s principal agency, which is also the largest grant-making agency. It oversees and supports health-related programs, essential human services initiatives, and scientific research, including advancements in the sciences underlying medicine.
In 2024, the U.S. Department of Health and Human Services (HHS) awarded a total of 145,831 grants to 15,978 recipients.
Unlike loans, these grants don’t require repayment—they’re investments in programs that align with DHHS priorities and public health objectives.
The primary purpose of DHHS grants is to improve the health and well-being of Americans through various initiatives that:
Strengthen public health infrastructure
Enhance healthcare access and quality
Support vulnerable populations
Advance scientific and medical research
Address emerging health challenges
Understanding the organizational structure of DHHS is crucial for identifying relevant grant opportunities. The department consists of 11 operating divisions, each with specific focus areas and grant programs:
| Operating Division | Focus Area | Sample Grant Programs |
|---|---|---|
| Administration for Children & Families (ACF) | Family support, child welfare | Head Start, TANF Block Grants |
| Administration for Community Living (ACL) | Aging and disability services | Older Americans Act programs |
| Agency for Healthcare Research & Quality (AHRQ) | Healthcare quality improvement | Health services research grants |
| Centers for Disease Control & Prevention (CDC) | Disease prevention, public health | Public Health Emergency Preparedness |
| Centers for Medicare & Medicaid Services (CMS) | Healthcare coverage | Medicaid, CHIP funding |
| Food & Drug Administration (FDA) | Food and drug safety | Food safety modernization |
| Health Resources & Services Administration (HRSA) | Healthcare access for vulnerable populations | Community health centers, HIV/AIDS programs |
| Indian Health Service (IHS) | Native American healthcare | Tribal health programs |
| National Institutes of Health (NIH) | Biomedical research | Research project grants (R01) |
| Substance Abuse & Mental Health Services Administration (SAMHSA) | Mental health and substance abuse | Block grants for treatment programs |
| Pro Tip: When searching for DHHS grants, don’t just look at the department level. Each operating division has its own grant programs with specific eligibility requirements and application processes. |
DHHS grants typically follow annual funding cycles, though exact timelines vary by program:
First Quarter (Oct-Dec): Many block grants are announced
Second Quarter (Jan-Mar): Research grants often open for applications
Third Quarter (Apr-Jun): Community service grants frequently announced
Fourth Quarter (Jul-Sep): Final funding decisions before fiscal year end
Understanding these cycles helps organizations plan their application strategies and prepare necessary documentation in advance.
DHHS offers several types of grants, each with different purposes, eligibility requirements, and application processes. Understanding these differences is crucial for identifying the right opportunities for your organization.
Health-related grants focus on improving healthcare delivery, access, and outcomes. These grants are primarily administered by agencies like CDC, HRSA, and CMS.
These grants strengthen state and local public health departments, supporting activities such as:
Disease surveillance and monitoring
Emergency preparedness and response
Public health workforce development
Health information technology implementation
Example Program: The Public Health Infrastructure Grant (PHIG) provides funding to health departments to modernize public health systems. Recently, the Long Beach Department of Health used PHIG funds to host a major public health conference and hire key staff positions, including a Workforce Director and Wellness Coordinator.
These grants improve access to quality healthcare services, particularly for underserved populations:
Community health center funding
Rural health initiatives
School-based effective health services
Telehealth program development
Eligibility Focus: Healthcare access grants typically require applicants to demonstrate service to medically underserved areas or populations with healthcare provider shortages.
Human services grants address social determinants of health and support vulnerable populations. The Administration for Children & Families (ACF) is the primary administrator for providing essential human services grants.
These grants empower families and protect children:
Head Start and Early Head Start
Child welfare services
Domestic violence prevention
Responsible fatherhood initiatives
Funding Example: The Head Start program, a child development initiative for more than half a million of the nation’s neediest kids, is federally funded but runs through private and public schools. For fiscal year 2025, Congress authorized a budget of about $12 billion for Head Start.
These grants help individuals and families achieve economic independence:
Temporary Assistance for Needy Families (TANF)
Community Services Block Grants
Assets for Independence
Refugee support services
Research grants fund scientific investigations to advance knowledge in health-related fields. The National Institutes of Health (NIH) is the largest source of these grants.
These grants support investigations into the causes, treatments, and prevention of diseases:
R01 Research Project Grants
R21 Exploratory/Developmental Research
P01 Program Project Grants
U01 Research Project Cooperative Agreements
Funding Statistics: NIH received a budget request of $46.4 billion for FY2025. The majority of this funding would support biomedical research conducted by hospitals, medical schools, universities, and other research institutions across the country
These grants examine how healthcare delivery systems affect quality, cost, and outcomes:
Health economics studies
Healthcare quality improvement
Patient safety research
Healthcare workforce studies
Eligibility Requirements: Research grants typically require applicants to have appropriate scientific credentials, institutional support, and preliminary data supporting their research hypothesis.
DHHS funding falls into two major categories: block grants and discretionary grants. Understanding the differences is essential for developing effective application strategies.
Block grants provide large sums to states or local governments with relatively few restrictions on how the funds are used. Key characteristics include:
Flexibility: Recipients have significant latitude in determining how to spend funds within broad parameters
Formula-Based: Allocation typically based on population or other demographic factors
Limited Competition: Funds are distributed according to formulas rather than competitive applications
Ongoing Funding: While block grants are typically renewed annually, funding levels can fluctuate due to changes in federal budgets and policy priorities.
Major Block Grant Programs:
Child Care and Development Block Grant
Community Mental Health Services Block Grant
Preventive Health and Health Services Block Grant
Discretionary grants are awarded through competitive processes where applications are evaluated based on merit. Key characteristics include:
Specific Purpose: Funds must be used for clearly defined activities
Competitive Process: Applications evaluated based on quality and alignment with program goals
Detailed Requirements: Specific application guidelines and evaluation criteria
Time-Limited: Typically awarded for defined project periods (1-5 years)
Major Discretionary Grant Programs:
NIH Research Project Grants
CDC Public Health Emergency Preparedness
SAMHSA Drug-Free Communities
ACF Head Start
While block grants often have set funding amounts, discretionary grants can vary significantly based on the specific program, project scope, and federal budget allocations
For individuals and teams looking to secure more funding with less effort. Streamline your grant-writing process, stay organized, and achieve better results with proven templates and AI-driven support.
Understanding eligibility requirements is critical before investing time in a DHHS grant application. Requirements vary significantly across grant programs, but certain patterns emerge based on grant type and administering agency.
DHHS grants are available to a wide range of entities, though specific programs may restrict eligibility to certain categories:
| Entity Type | Eligibility Frequency | Common Grant Types |
|---|---|---|
| State Governments | Very Common | Block grants, formula grants |
| Local Governments | Common | Public health grants, community services |
| Nonprofit Organizations | Very Common | Service delivery, community programs |
| Educational Institutions | Common | Research grants, training programs |
| Tribal Organizations | Common | Health services, community programs |
| For-Profit Organizations | Limited | Research grants, innovation programs |
| Individuals | Very Limited | Fellowships, training awards |
Beyond entity type, DHHS grants often have program-specific eligibility requirements:
Many grants target specific geographic areas:
Medically Underserved Areas (MUAs)
Health Professional Shortage Areas (HPSAs)
Rural communities
Specific states or regions based on need
Example: Rural Health Network Development grants require applicants to serve populations in non-metropolitan counties or rural census tracts in metropolitan counties.
Grants may require service to specific populations:
Low-income individuals and families
Children and youth
Older adults
People with disabilities
Racial and ethnic minorities
Individuals with specific health conditions
Application Strategy: Clearly document how your target population meets the grant’s demographic requirements using recent, credible data sources.
DHHS evaluates whether applicants have the infrastructure to successfully implement proposed projects:
Financial Stability: Demonstrated ability to manage federal funds
Administrative Systems: Adequate accounting, reporting, and compliance procedures
Experience: Track record with similar programs or populations
Personnel: Qualified staff to implement the proposed activities
Common Mistake: Many applicants fail to adequately document their organizational capacity, focusing too heavily on need and not enough on implementation capability.
Before applying for any DHHS grant, organizations must complete several registration processes:
Obtain a Unique Entity Identifier (UEI) through SAM.gov
Register with the System for Award Management (SAM) at SAM.gov
Register with Grants.gov to access application packages
Complete agency-specific registrations (e.g., eRA Commons for NIH grants)
Important Timeline: These registrations can take 4-6 weeks to complete, so begin well before application deadlines. SAM registration must be renewed annually.
Certain factors can automatically disqualify organizations from DHHS grant eligibility:
Debarment or suspension from federal programs
Delinquent federal debt
Failure to comply with previous grant requirements
Missing or expired registrations
Lobbying violations
Criminal convictions related to public transactions
Pre-Application Check: Before starting any application, verify your organization’s status in the Federal Awardee Performance and Integrity Information System (FAPIIS) and resolve any issues.
The DHHS grant application process involves multiple steps and careful attention to detail. Understanding this process is essential for developing competitive applications.
Start by identifying relevant grant opportunities through these primary sources:
Grants.gov: The official federal government portal for grant opportunities
Agency Websites: Individual DHHS operating division websites often list upcoming opportunities
Forecast of Funding Opportunities: Annual projections of anticipated grant programs
Federal Register: Official notices of funding opportunities
Mailing Lists: Subscribe to agency-specific grant announcement lists
Strategic Approach: Don’t limit your search to a single source. Cross-reference opportunities across platforms and set up automated alerts for relevant keywords.
The Funding Opportunity Announcement (FOA) provides comprehensive information about the grant:
CFDA Number: Catalog of Federal Domestic Assistance identifier
Eligibility Requirements: Who can apply
Award Information: Funding amounts and project periods
Application Components: Required documents and forms
Submission Deadlines: Due dates for applications
Review Criteria: How applications will be evaluated
Program Contacts: Who to contact with questions
Critical Analysis: Create a checklist of all requirements and review criteria to ensure your application addresses every element.
Craft a proposal that directly responds to the FOA requirements:
Most HHS grants require these core narrative elements:
Need Statement: Document the problem your project will address using data
Goals and Objectives: Specific, measurable outcomes you will achieve
Methodology: Detailed description of activities and implementation plan
Evaluation Plan: How you will measure success and impact
Organizational Capacity: Your ability to implement the project effectively
Sustainability Plan: How activities will continue after grant funding ends
BTW, our AI-powered tool extracts key details from the grant opportunity, helping you generate a proposal tailored to the specific requirements.
Create a detailed budget that aligns with your project narrative:
Personnel Costs: Salaries and fringe benefits
Travel Expenses: Project-related travel
Equipment: Items costing $5,000 or more per unit
Supplies: Materials under $5,000 per unit
Contractual Services: Consultants and subrecipients
Other Direct Costs: Rent, utilities, participant support
Indirect Costs: Administrative overhead (use approved rate)
Budget Strategy: Ensure every expense directly supports project objectives and includes detailed justifications.
Follow these steps to submit your application:
Create an application package in Grants.gov or the specified system
Complete all required forms (SF-424, budget forms, assurances)
Upload all narrative documents and attachments
Validate the application to check for errors
Submit before the deadline (at least 48 hours early is recommended)
Confirm receipt through tracking number verification
Technical Tip: File naming conventions and formatting requirements are strictly enforced. Follow all guidelines precisely to avoid automatic rejection.
After submission, your application goes through a structured review process:
Initial Screening: Administrative check for completeness and eligibility
Peer Review: Subject matter experts evaluate technical merit
Program Review: Program staff assess alignment with priorities
Financial Review: Budget analysis for allowability and reasonableness
Final Decision: Selection of awardees based on reviews and available funding
Review Timeline: The review process typically takes 3-6 months, though this varies by program.
If selected for funding:
Notice of Award (NoA): Official document detailing funding amount and terms
Accept the Award: Follow instructions to formally accept funding
Establish Financial Systems: Set up accounts to receive and track funds
Complete Any Pre-Award Requirements: Address any conditions specified in the NoA
Post-Award Management: Once accepted, you must comply with all reporting requirements and grant terms throughout the project period.
Here are some of the most significant DHHS grant opportunities available in 2025, organized by operating division:
Program Purpose: The ACF programs aim to expand high-quality early childhood education services for low-income children from birth to age five.
Funding Amount: While the program offers significant funding, the exact amounts can vary
Eligibility: Nonprofit organizations, public agencies, tribal governments, Educational and Community Organizations
Application Deadline: Multiple deadlines throughout the year
Success Tip: Demonstrate strong community partnerships and a comprehensive approach to child development, family engagement, and health services. Ensure that your proposal focuses on improving the social well-being of the families involved.
Program Purpose: Support anti-poverty programs that promote self-sufficiency among low-income individuals and families.
Funding Amount: Formula-based allocation to states
Eligibility: States, which then distribute to eligible entities (primarily Community Action Agencies)
Application Deadline: Annual state applications
Success Tip: Focus on measurable outcomes related to employment, education, housing stability, and economic self-sufficiency.
Program Purpose: Support programs providing shelter and supportive services to victims of domestic violence and their children.
Funding Amount: $200,000 - $1,000,000 per year
Eligibility: State agencies, tribal organizations, nonprofit domestic violence organizations
Application Deadline: Typically Q2 of the fiscal year
Success Tip: Highlight trauma-informed approaches and comprehensive support services beyond emergency shelter.
P.S. DHHS grant applications require precise language and adherence to strict guidelines. GrantBoost’s AI assistant can help you generate compliant, compelling responses in minutes. Try it free →
Program Purpose: Provide comprehensive primary healthcare services to underserved communities.
Funding Amount: Funding amounts vary by location and are determined by HRSA.
Eligibility: Public and nonprofit organizations
Application Deadline: Application deadlines vary based on the project period start date.
Success Tip: Demonstrate strong need assessment, integrated service delivery model, and quality improvement systems.
Program Purpose: Support integrated rural health networks that improve healthcare delivery in rural communities.
Funding Amount: Up to $100,000 for a one-year planning period.
Eligibility: Rural nonprofit organizations, rural public entities
Application Deadline: Typically Q1 of the year
Success Tip: Focus on innovative approaches to healthcare workforce challenges and telehealth integration.
Program Purpose: Improve the health of mothers, children, and families, particularly those with low incomes or limited access to care.
Funding Amount: Formula-based allocation to states
Eligible applicants include a variety of entities such as:
Nonprofits (with or without 501(c)(3) status)
For-profit organizations
Public institutions (e.g., universities, hospitals)
State, county, city, township, and special district governments
Independent school districts
Federally Qualified Health Centers (FQHCs)
Community health centers
Rural Health Clinics (RHCs)
Hospitals
Rural Emergency Hospitals
Native American tribal governments and organizations
Application Deadline: Annual state applications
Success Tip: Address health equity and demonstrate coordination with other maternal and child health initiatives.
Program Purpose: Build and strengthen public health emergency preparedness capabilities.
Funding Amount: $5,000,000 - $50,000,000 per year (varies by state population)
Eligibility: State and local health departments
Application Deadline: Typically Q3 of fiscal year
Success Tip: Align with CDC’s Public Health Emergency Preparedness and Response Capabilities framework.
Program Purpose: Reduce health disparities among racial and ethnic populations through community-based interventions.
The REACH program has multiple components with varying funding amounts:
Component A: Approximately $722,000 per year.
Component B: Approximately $390,000 per year.
Eligibility: Local public health departments, community-based organizations
Application Deadline: Typically Q2 of the calendar year
Success Tip: Demonstrate strong community engagement and culturally tailored interventions.
Program Purpose: Implement comprehensive public health approaches to suicide prevention.
Funding Amount: $500,000 - $1,000,000 per year
Eligibility: State and local health departments, tribal organizations
Application Deadline: Typically Q1 of calendar year
Success Tip: Incorporate evidence-based strategies from CDC’s Preventing Suicide: A Technical Package of Policy, Programs, and Practices.
Program Purpose: Support health-related research projects in specific areas of interest to NIH institutes.
Funding Amount: No specific limit (average $250,000 - $500,000 per year)
Eligibility: Higher education institutions, nonprofits, for-profits, government organizations
Application Deadlines: Multiple cycles annually (February, June, October)
Success Tip: Demonstrate strong preliminary data, innovative approaches, and clear significance to public health.
Program Purpose: Support small research projects that can be completed in two years or less.
Funding Amount: Up to $50,000 per year for up to two years
Eligibility: Higher education institutions, nonprofits, for-profits, government organizations
Application Deadlines: Multiple cycles annually (February, June, October)
Success Tip: Focus on well-defined, limited scope projects with clear feasibility.
Program Purpose: Support exploratory and developmental research projects in early stages.
Funding Amount: Up to $275,000 over two years
Eligibility: Higher education institutions, nonprofits, for-profits, government organizations
Application Deadlines: Multiple cycles annually (February, June, October)
Success Tip: Emphasize innovative concepts and approaches that could lead to breakthroughs in the field.
Program Purpose: Expand comprehensive community-based mental health and substance use disorder services.
Funding Amount: Up to $2,000,000 per year for up to 4 years
Eligibility: Certified Community Behavioral Health Clinics or community-based behavioral health clinics
Application Deadline: Typically Q2 of the fiscal year
Success Tip: Demonstrate ability to provide the full range of CCBHC services and meet certification criteria.
Program Purpose: Prevent the onset and reduce the progression of substance abuse and its related problems.
Funding Amount: $300,000 - $2,000,000 per year
Eligibility: States, territories, tribal entities
Application Deadline: Typically Q2 of calendar year
Success Tip: Use data-driven approaches to identify and address priority substance abuse issues in target communities.
Program Purpose: Train individuals to recognize signs and symptoms of mental disorders and connect people to services.
Funding Amount: Up to $125,000 per year for up to 5 years
Eligibility: States, political subdivisions of states, Indian tribes/tribal organizations, nonprofit entities
Application Deadline: Typically Q3 of fiscal year
Success Tip: Incorporate evidence-based training programs like Mental Health First Aid or Question, Persuade, Refer (QPR).
Developing a successful application for a DHHS grant program requires more than just following instructions—it demands strategic thinking and attention to detail. Here are proven strategies to strengthen your applications:
DHHS agencies publish strategic plans and priority areas that guide funding decisions. Your application should explicitly connect to these priorities:
Research the Agency: Study the funding agency’s mission, strategic plan, and recent grant awards
Use Priority Language: Incorporate key terms and concepts from agency priorities
Address Current Challenges: Show how your project addresses emerging issues in the field
Cite Agency Data: Reference statistics and findings from agency reports
Example: If applying for a CDC chronic disease prevention grant, align your objectives with CDC’s “6|18 Initiative” priorities and use their data on high-burden health conditions.
Collaborative approaches demonstrate community buy-in and expanded capacity:
Include Diverse Partners: Engage organizations with complementary expertise
Define Clear Roles: Specify each partner’s responsibilities and contributions
Document Commitment: Include memoranda of understanding or letters of support
Leverage Resources: Show how partnerships multiply the impact of federal funds
Partnership Framework: Create a table showing each partner’s expertise, role, resources contributed, and specific responsibilities in the project.
DHHS prioritizes programs with scientific support:
Cite Research: Reference peer-reviewed studies supporting your methods
Use Recognized Models: Incorporate evidence-based programs and practices
Address Fidelity: Explain how you’ll implement models with fidelity
Plan for Adaptation: Describe any culturally appropriate adaptations
Evidence Hierarchy: When possible, cite the strongest available evidence—randomized controlled trials, systematic reviews, or meta-analyses—to support your approach.
Well-crafted objectives provide a roadmap for your project:
Use SMART Format: Specific, Measurable, Achievable, Relevant, Time-bound
Link to Outcomes: Connect each objective to desired outcomes
Include Process Measures: Track implementation progress
Establish Baselines: Provide current data for comparison
SMART Objective Example: “Increase COVID-19 vaccination rates among adults aged 65+ in Jefferson County from 72% to 85% within 12 months of program implementation.”
A comprehensive implementation plan demonstrates feasibility:
Timeline: Include a detailed Gantt chart with key milestones
Staffing Plan: Identify key personnel and their qualifications
Work Plan: Break down major activities into specific tasks
Risk Management: Anticipate challenges and mitigation strategies
Implementation Tool: Use a logic model to visually connect resources, activities, outputs, and outcomes, showing the logical flow of your project.
Strong evaluation plans demonstrate accountability:
Mixed Methods: Combine quantitative and qualitative approaches
Process Evaluation: Measure implementation fidelity
Outcome Evaluation: Assess achievement of objectives
Data Collection Plan: Specify measures, sources, and collection methods
Analysis Strategy: Describe how data will be analyzed and used
Evaluation Framework Example:
| Objective | Indicator | Data Source | Collection Method | Analysis Approach | Timeline |
|---|---|---|---|---|---|
| Increase vaccination rates | % of target population vaccinated | State immunization registry | Monthly data extracts | Trend analysis | Monthly |
| Improve health literacy | Knowledge score on assessment | Participant surveys | Pre/post testing | Paired t-tests | Baseline, 6 months, 12 months |
Your budget should be comprehensive and justifiable:
Align with Activities: Every expense should connect to project activities
Follow Cost Principles: Ensure all costs are allowable, reasonable, and allocable
Include Detailed Justifications: Explain the basis for each cost calculation
Leverage Match: Highlight any matching funds or in-kind contributions
Consider Sustainability: Show how key activities will continue after funding ends
Budget Strategy: Create a budget narrative that tells the same story as your project narrative, explaining how each expense supports specific objectives.
Even strong organizations make critical errors that weaken their DHHS grant applications. Avoid these common pitfalls:
The Mistake: Submitting a proposal that doesn’t directly address the funding agency’s stated priorities or strategic goals.
Why It Happens: Applicants often try to fit existing programs into grant requirements rather than designing projects that align with funder priorities.
How to Avoid It:
Carefully analyze the funding announcement for explicit and implicit priorities
Research the funding agency’s strategic plan and recent initiatives
Use a crosswalk document to map your proposal elements to agency priorities
Have an external reviewer assess alignment before submission
Example Fix: If applying for a SAMHSA grant focused on evidence-based prevention, don’t just describe your existing program—explicitly show how it incorporates SAMHSA’s Strategic Prevention Framework and addresses their priority substances.
The Mistake: Presenting general statements about need without specific, local data or failing to connect the need to your proposed solution.
Why It Happens: Organizations often rely on national statistics or anecdotal evidence rather than collecting targeted data about their specific service area.
How to Avoid It:
Use recent, local data from credible sources
Include both quantitative statistics and qualitative insights
Demonstrate gaps in existing services
Make explicit connections between identified needs and your proposed activities
Data Visualization Tip: Create a map of your service area highlighting “hot spots” where needs are greatest, overlaid with existing service locations to visually demonstrate gaps.
The Mistake: Writing objectives that are too broad, lack specificity, or cannot be measured.
Why It Happens: Organizations often focus on aspirational goals rather than concrete, measurable changes.
How to Avoid It:
Use the SMART framework for all objectives
Include numeric targets and timeframes
Ensure each objective has a corresponding measurement method
Test each objective by asking “How will we know if we’ve achieved this?”
Before and After Example:
Weak: “Improve mental health services for veterans.”
Strong: “Increase access to evidence-based PTSD treatment for veterans by establishing three new specialized clinics serving at least 250 veterans within 18 months of funding.”
The Mistake: Proposing minimal evaluation activities or failing to connect evaluation to program improvement.
Why It Happens: Organizations often view evaluation as a compliance requirement rather than a valuable management tool.
How to Avoid It:
Allocate sufficient resources (8-10% of budget) for evaluation
Include both process and outcome measures
Describe how evaluation findings will inform program adjustments
Consider partnering with an external evaluator for complex projects
Evaluation Framework: Create a table showing each objective, its indicators, data collection methods, analysis approach, and how findings will be used for program improvement.
The Mistake: Presenting a budget that doesn’t align with the activities described in the narrative or including costs without adequate justification.
Why It Happens: Budget development is often delegated to finance staff who may not be familiar with program details.
How to Avoid It:
Develop the budget and narrative simultaneously
Create explicit links between budget line items and narrative activities
Include detailed calculations for each cost category
Have program and finance staff review the budget together
Budget Justification Example: Instead of simply listing “$5,000 for training,” provide details: “$5,000 for two 2-day motivational interviewing training sessions for 15 staff members each ($125/person × 30 participants + $750 for training materials + $1,000 for trainer travel).“
The Mistake: Failing to address how activities will continue after the grant period ends.
Why It Happens: Organizations focus on securing immediate funding without developing long-term resource strategies.
How to Avoid It:
Start sustainability planning from the beginning
Identify potential funding sources beyond the grant
Build capacity that will remain after funding ends
Demonstrate community buy-in and partner commitments
Sustainability Strategies: Create a table showing key program components, their costs, and specific sustainability strategies for each (e.g., third-party billing, partner contributions, fee-for-service options).
The Mistake: Missing deadlines or submitting incomplete applications due to technical issues.
Why It Happens: Organizations often underestimate the time needed to navigate federal submission systems.
How to Avoid It:
Complete all registrations at least 6 weeks before the deadline
Submit at least 48 hours before the deadline
Use the validation feature in Grants.gov to check for errors
Have a backup person familiar with the submission system
Submission Checklist: Create a detailed checklist of all required forms, attachments, and submission steps with internal deadlines at least 3-5 days before the official deadline.
Receiving a DHHS grant is just the beginning. Proper grant management is essential for maintaining compliance and positioning your organization for future funding.
DHHS has strict financial management expectations for grantees:
Recipients must maintain financial systems that:
Track federal funds separately from other funding sources
Record expenditures by budget category
Document all transactions with supporting records
Comply with Generally Accepted Accounting Principles (GAAP)
Implementation Tool: Consider using grant management software that creates separate accounts for each grant and tracks expenses by approved budget categories.
All expenses charged to HHS grants must adhere to federal cost principles:
Allowable: Permitted under the grant terms and applicable regulations
Reasonable: A prudent person would consider the cost appropriate
Allocable: Directly benefits the grant objectives
Consistent: Treated uniformly across all organization activities
Compliance Check: Before approving any expense, ask: “Is this cost specifically allowed in the grant terms? Is the amount reasonable? Does it directly support grant objectives? Are we treating similar costs consistently?”
DHHS requires regular financial reports, typically including:
Federal Financial Report (SF-425): Quarterly or annual reporting of expenditures
Payment Management System (PMS) Reporting: Quarterly cash transaction reports
Final Financial Report: Comprehensive financial summary at grant conclusion
Reporting Calendar: Create a master calendar with all financial reporting deadlines, assigning specific staff responsibilities for each report.
Beyond financial management, DHHS requires regular updates on program implementation:
Most DHHS grants require periodic progress reports that include:
Activities Completed: Summary of work performed during the reporting period
Performance Measures: Data on progress toward objectives
Challenges and Solutions: Discussion of barriers encountered and how they were addressed
Personnel Changes: Updates on key staff changes
Next Steps: Planned activities for the upcoming period
Report Quality: Progress reports should be data-driven, specific, and honest about both successes and challenges.
DHHS agencies increasingly focus on performance-based management:
Performance Measures: Collect and report on required metrics
Site Visits: Prepare for potential on-site monitoring
Technical Assistance: Participate in required training and support activities
Corrective Action: Address any identified deficiencies promptly
Data Management Plan: Develop systems to collect required performance data consistently and accurately throughout the grant period.
DHHS grantees must comply with numerous federal regulations:
Key administrative requirements include:
Procurement Standards: Competitive bidding for goods and services
Property Management: Tracking and safeguarding grant-funded equipment
Record Retention: Maintaining all grant records for at least three years
Conflict of Interest: Policies to prevent and address conflicts
Policy Review: Ensure your organization’s policies align with federal requirements, updating them as needed.
Program-specific compliance areas include:
Human Subjects Protection: IRB approval for research involving people
Civil Rights: Non-discrimination in service delivery
Accessibility: Accommodations for people with disabilities
Confidentiality: Protection of sensitive participant information
Compliance Training: Provide regular training to staff on key compliance areas relevant to your grant.
Organizations receiving federal funds may be subject to audit requirements:
Organizations expending $750,000 or more in federal funds annually must undergo a Single Audit (formerly A-133 audit):
Scope: Financial statements and major federal programs
Timing: Within nine months of fiscal year end
Submission: Results filed with Federal Audit Clearinghouse
Audit Preparation: Maintain well-organized grant files throughout the year to streamline the audit process.
Some DHHS programs require specialized audits focusing on specific compliance areas:
HRSA Health Center Program: Operational site visits and audits
Head Start: Triennial federal monitoring reviews
Research Grants: Scientific review of progress and outcomes
Documentation Strategy: Create a “ready for audit” file for each grant with key documents organized by compliance area.
Changes to grant activities or budgets typically require prior approval:
Prior approval is generally required for:
Transferring funds between budget categories exceeding 10% of the total award
Adding new expense categories
Significant changes to personnel allocations
Budget Management: Monitor expenses monthly to identify potential variances early.
Significant changes to grant activities typically require approval:
Changes to objectives or scope
Changes to key personnel
Extended absences of project director
Changes to participant selection criteria
Change Request Process: Submit change requests in writing with clear justification before implementing changes.
Leveraging the right tools can significantly improve your chances of securing DHHS funding and successfully managing grants.
Find relevant opportunities with these specialized search tools:
Grants.gov: The official federal grant search platform
HRSA Find a Grant: Specialized search for HRSA funding opportunities
NIH Guide for Grants and Contracts: Comprehensive NIH funding search
CDC Notice of Funding Opportunities: CDC-specific grant announcements
GrantWatch: Subscription-based grant search with filtering options
Strategic Approach: Set up saved searches and email alerts for your focus areas to receive notifications when relevant opportunities are announced.
Streamline the application development process:
Grantboost is an AI-powered grant writing tool specifically designed to assist organizations in creating grant applications:
AI-Powered Grant Writing: Generates tailored grant proposals based on your organization’s details and specific grant opportunities.
Grant Opportunity Analysis: Paste or input DHHS grant opportunity details, and Grantboost’s AI extracts and analyzes the information to craft effective responses.
Customizable Outputs: AI generates proposal drafts based on industry best practices, which can be easily edited to match your organization’s voice.
Collaboration Tools: Enables team members to collaborate on proposals, ensuring a smooth and efficient process.
Streamlines Proposal Creation: Saves time and effort, letting you focus on your mission while the AI handles the complex aspects of grant writing.
Create accurate, compliant budgets with these tools:
Excel Budget Templates: Customizable spreadsheets with built-in formulas
NIH Budget Builder: Specialized tool for NIH grant budgets
Grants.gov** Budget Form:** Standard form for federal grant budgets
Indirect Cost Rate Calculators: Tools to accurately apply your approved rate
Budget Strategy: Develop a master budget template that aligns with DHHS categories and automatically calculates personnel costs, fringe benefits, and indirect costs.
Ensure compliance and effective implementation with grant management software:
AmpliFund: Comprehensive grant management from pre-award to closeout
eCivis: Cloud-based grants management system for government and nonprofits
Foundant GLM: Grant lifecycle manager for recipients
WizeHive: Customizable platform for grant management
Implementation Tip: Select a system that integrates with your existing financial software to reduce duplicate data entry and reporting errors.
Strengthen your evaluation plans with these resources:
CDC Evaluation Framework: Step-by-step guidance for public health program evaluation
REDCap: Free, secure web application for building and managing surveys and databases
SAMHSA Evaluation Tools: Specialized tools for behavioral health programs
NIH PROMIS Measures: Validated assessment tools for patient-reported outcomes
Evaluation Strategy: Build evaluation into your program from the beginning, selecting appropriate tools and measures during the application phase.
DHHS grants offer tremendous opportunities for organizations to expand services, conduct research, and improve community health. But as you’ve seen, the application process is complex and competitive.
The good news? You don’t have to navigate this process alone. Grantoost’s AI-powered grant writing platform is specifically designed to help organizations create compelling grant applications in a fraction of the time.
DHHS distributes trillions annually across health, human services, and research programs. Because of this its essential to understand their unique requirements.
Strategic alignment with agency priorities dramatically increases your chances of funding success
Proper grant management is just as important as securing the grant initially
AI tools like Grantboost can transform your application process, saving time while improving quality
Ready to transform your DHHS grant applications? Grantboost’s AI assistant can help you create compelling, compliant proposals that stand out to reviewers. Start your free trial today and see how much time you can save on your next DHHS grant application!
For individuals and teams looking to secure more funding with less effort. Streamline your grant-writing process, stay organized, and achieve better results with proven templates and AI-driven support.