Frequently Asked Questions

Organizations who meet the following eligibility requirements are eligible to apply for funding:

  • Be a registered NPO, NPC or Trust in South Africa
  • Serve HIV-affected, infected and/or high-risk populations
  • Be implementing within one or more of the 27 PEPFAR priority districts (as listed above)
  • Been in operation for at least two years
  • Not be receiving any other direct funding from the U.S. Government and/or indirect funding as a sub-recipient of a PEPFAR partner (this includes funding from CDC and USAID)
  • Not have received Community Grants funding in the last grant cycle

This means the organization has a current grant agreement with any other U.S. Government agency, which includes funding from USAID, CDC, Public Affairs, etc. By current, this means the grant agreement is active and ongoing during the time that the Community Grants application is due, which is April 13, 2018.

This means the organization is currently receiving USAID or CDC funding through one of the PEPFAR partners, such as FHI360, Anova or BroadReach. By current, this means the grant agreement is active and ongoing during the time that the Community Grants application is due, which is April 13, 2018.

This means that the organization’s application was successful last year, with the grant agreement starting on October 1, 2017.

This would be any organization that is registered as a non-profit company with CIPC and/or as a non-profit organization registered with the Department of Social Development. This includes registered faith-based organizations, public benefit organizations, trusts and foundations. This does not include companies or businesses which are for-profit.

The application deadline is midnight on April 13, 2018. That means you must have completed all of the mandatory questions, attached all of the required supporting documents and clicked on the “submit” button before midnight on April 13, 2018.

The required documents you will need to complete the application are:

  • A short overview of your organization’s services and history (maximum of two pages)
  • Copy of organization’s annual operating budget for the two most recent years
  • A copy of your NPO registration from the Department of Social Development
  • If applicable, a copy of your valid registration certificates from Department of Social Development/ Department of Health as an ECD center or a place of safety
  • Quotes for equipment, supplies and training requested in the budget and/or cost calculations for items that are not quotable such as transport and airtime
  • Copies of the last three months bank statements for every account held by your organization
  • Two letters of reference from community stakeholders/partners who are not formally part of your project or organization
  • Completed Application for Federal Assistance SF-424 Form

A DUNS number is a unique nine-digit identification number that is assigned to your organization.  It is used to establish a business credit file, which is often referenced by lenders and potential business partners to help predict the reliability and/or financial stability of the company in question. A DUNS number is required to apply for funding from the Community Grants Program.

A DUNS number is a unique nine-digit identification number which is required to do business with or apply for grants from the U.S. Government. If your organization does not already have one, you may obtain one at no cost from http://fedgov.dnb.com/webform The online process to obtain one takes only about 10 minutes.

When completing the DUNS number registration, please follow these steps:

  1. Click on the top of the left hand column: “Begin D-U-N-S search Request Process”
  2. Enter your organization’s name and address, then click “submit”. If your organization is already registered and has a DUNS number, it will appear on the next screen. If you don’t, click on the button that says “Request a New D-U-N-S Number”
  3. Follow the prompts and enter all of the organization’s information.
    • Make sure to use the physical address for your organization; NOT a mailing address
    • Put the whole address in the “address line 1” box, including a ward or area name, if you use one. The only things that shouldn’t be in the “address line 1” box are: city, province and country.
    • So for example if you are in the City of Johannesburg, enter your address like this:
      1. “Address line 1” box: 56 Park Street, Rosebank
      2. “City” box: Johannesburg
      3. “Province” box: Gauteng
      4. “Country” box”: South Africa
      5. In the box asking for “legal structure”, you select “non-profit”.
      6. For the next box “trade style name”, you can leave it blank.
      7. Then a little further down the page it asks for your “primary SIC code”, you enter “8399 Social Services, Not Elsewhere Classified”.
      8. For the box where it asks for “socioeconomic data”, you select “no special ownership status”
      9. For the box where it asks for “annual sale or revenue”, you put “0” 9. Then you click “submit your request”, you’ll be taken to page 2. On page two, there is a box that asks about what type of trading you’ll be doing with the US, here you want to select the second option in the drop down menu “US grant or applicant”.
      10. Within a few days of requesting a DUNS number you will receive an email with your DUNS number. Keep this number for your records; this will always be your organization’s identifying number with the U.S. Government.

No, an organization only needs one DUNS number so if the organization was previously assigned a DUNS number, put that same DUNS number on this application form. Do not apply for a second DUNS numbers. If you are not sure if you have a DUNS number or you do not remember what the number is, you can search by visiting http://fedgov.dnb.com/webform and clicking on “Begin D-U-N-S Search Request Process” in the top of the left-hand column and enter “South Africa” and then the organization’s name in the “Business Name” box. If your organization already has a DUNS number, the organization’s details will appear on the next page, where you will be able to modify your information and/or request your existing DUNS number. You can also email dnb@transunion.co.za to request your information.

The SF-424 Application for Federal Assistance form is a required U.S. Government document that must be submitted with your application, in the last section which asks you to upload the required documents. Please click here to open the SF-424 form in a new tab. Once there, please download the file (using the download icon), and open it by going to the file location on your computer. Please also ensure you have an up-to-date version of Adobe Reader. You can download and install Adobe Reader here.

To complete the SF-424, please note that some boxes have been pre-populated and some boxes will be left blank, complete only the following:

  1. Section 8.a. “legal name” – Enter the legal name of your organization
  2. Section 8.c. “organizational DUNS” – Enter the nine-digit number you received from registering at http://fedgov.dnb.com/webform. If you do not have a DUNS number, please see the FAQ section for more information.
  3. Section 8.d. “address” – Enter the legal address for the organization
  4. Section 8.f. “name and contact information of person to be contacted” (only the boxes with a * are required)
  5. Section 10. “Name of Federal Agency” – Enter U.S. Department of State
  6. Section 12. “Title” – Enter PEPFAR HIV and AIDS Community Grants Program
  7. Section 15. “Descriptive title of applicant’s project” – Enter no more than one sentence that explains the project you are applying to for funding
  8. Section 17.a. “start date” – Enter 1 October 2018
  9. Section 17.b. “end date” – Enter the date by which you plan to have your proposed project completed
  10. Section 18.a. and 18.g. “estimated funding” – You only need to put an amount in the first box with is “federal” and the last box which is “total”. The amounts you put in both of those boxes should be the same and it should be the total amount you are requesting in your application.
  11. Section 21. Check “I agree” and complete the contact information for the authorized representative

For the purpose of this application, we consider all people, whether they are paid or volunteer, as members of your team. We define staff as people who are permanently working in your organization and receive a regular, fixed salary based on an employment contract. We define people who are placed at your organization as individuals funded by EPWP or IDT or a similar agency who have temporary, whether short or long term, contracts to work at your organization. We define volunteers as people who serve in your organization, whether short or long term, and who do not receive any pay of any kind for their service.

Grants can be for either a one or a two-year implementation period. The grant implementation period for this funding cycle would start on October 1, 2018 and all funded activities would need to be completed by September 30, 2020 at the latest. Applications for programs implementing over one or two years will be given equal consideration.

The maximum budget that you can request in this application is R600,000.

Yes, you do need to submit quotes for all items that you can obtain quotes for such as training, equipment and supplies. Quotations are one of the required supporting documents that need to be submitted with the application.

If you are requesting funding for items such as transport and administration, you need to submit a cost calculation/explanation which can be done as a simple budget in Excel or as a narrative description in Word and you will need to upload this as one of the required supporting documents. For the cost calculation/explanation, we need to understand how much funding you are requesting, for what purpose, for how many people. For instance, if you are requesting funding for 10 caregivers’ transport costs for 12 months and they use public transport, there is no way to get a quote, therefore, you would need to explain that you are paying each caregiver, for example, R200 per month to visit an average of 5 households per day, so R200 x 10 caregivers x 12 months = R24,000 transport.

The Community Grants Program cannot pay for alcohol, motorised vehicles (or the maintenance of project vehicles), medicine, school uniforms, school fees, bursaries, personal expenses, nor contributions to building funds or new construction. The purchase of food (except in conjunction with conference and workshop meals and refreshments, if programmatically necessary) and food parcels is strictly prohibited with these funds. The program cannot fund private businesses, private crèches, or public schools.

a. Training – This can be national qualification training such as auxiliary social work, youth and child care work, early childhood development, auxiliary nursing, etc. This can also be health-related training which does not receive a national qualification such as HIV testing and counselling, bereavement counselling, program management, stigma and discrimination, gender based violence, etc.

b. Equipment/Furniture – This is very broad and includes any items which are considered an investment for the organization such as containers, tables, chairs, computers, printers, gazebos, jungle gyms, etc.

c. Facilitation – This is any cost that is paid to an individual in return for that person providing a specific service for the organization. Facilitation costs can be paid to people outside of the organization who you are contracted to work for the organization, either over a specific period of time or to deliver a specific product. Facilitation costs can also be paid to people within the organization, as long as those costs are tied to the delivery of a program objective which this grant is being requested to fund. For example, if you are requesting a grant to conduct stigma and discrimination programs in schools and you have 10 facilitators who are paid R2,000 to deliver those programs, then that R2,000/facilitator cost can be included in this application.

d. Supplies – This is also very broad and includes any items which are consumed/used up as the organization implements its activities. This can include t-shirts, workbooks, camp fees, venue hire, flip charts, etc.

e. Transport – This can include any type of transport, public or private, as long as that transport is connected to a program objective. For instance, in the example of the stigma and discrimination program in schools above, each facilitator needs R200 per month in order to get to the schools where s/he is delivering the program.

f. Administration – This is the only budget category which is limited and can be a maximum of 10% of your overall budget. This can include rent, electricity, water, etc. These are the operating costs which your organization occurs on a continual basis; these costs are not necessarily connected to a specific program.

Yes, Community Grants does fund stipends and salaries, as long as those payments are connected to a program objective. This means we would not simply pay the program director’s salary for a year, but we would pay, for instance, R2,000 per facilitator to deliver 20 support group sessions per month.

The application process is extremely competitive, with approximately only 5% – 10% of applicants being funded. All complete applications received by the April 13, 2018 deadline will be evaluated. All applications will be evaluated based on the assessment criteria listed below. If an applicant meets the minimum requirements and scores above the threshold, a Community Grants Coordinator will schedule a phone interview. Successful interviews will result in a site visit to evaluate the proposed project and to conduct an organizational risk assessment. Applicants who complete a successful site visit will then be recommended for final selection. Program funding will be divided among the 27 PEPFAR priority districts according to national disease burden.

Assessment criteria:

  • Financial stability
  • Quality management systems, policies and structures
  • Organizational governance
  • History of performance (the applicant’s record in managing other donor funding)
  • Quality service delivery
  • Linkages and relationships with the community and stakeholders
  • The applicant’s ability to effectively implement statutory, regulatory, or other requirements as stated by law, donors and governing bodies.

No, previous versions of the application which had previously been submitted via email, post or hand-delivered will not be accepted. The only way to apply for Community Grants funding is to submit the electronic application through this site.

No, emailed or posted applications will not be accepted. The only way to apply for Community Grants funding is to submit the electronic application through this site.

All organizations, regardless of the outcome, should be notified no later than August 31, 2018.

You will only be able to submit your application when all of the mandatory questions have been answered and all of the required documents have been uploaded. If you click the green “save and continue” button at the bottom of the application form and then you get a red error message, you need to start at the top of your application and scroll down to the bottom to see where the errors are. Any mandatory question that has not been answered will have a red box below it with an error message telling you to complete the question. As soon as you have answered all of the mandatory questions and uploaded all of the required documents, you will be able to proceed with submitting your application.

If you are having any problems with this site, please contact support@communitygrantssa.com and a technician will respond within 24 hours.

If you still have questions, please email communitygrantssa@state.gov and a member of our team will respond.

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