Frequently Asked Questions


1. How do I create a portal account?

Navigate to the Sign in page and select the Register now button.  This will take you to the Create an account page. 

Next to the Create an account heading is an information button that will give you step by step instructions. 

You will need to accept the Terms and Conditions of the portal to create an account.

2. How do I start a new application?

You must first create a portal account. See FAQ 1

When you log in for the first time you will be taken to the Instructions page

If you have previously submitted an application on the portal, when you log in you will be taken to the My applications page. Your previous submissions will be recorded here. Select New application in the navigation ribbon at the top of the page. 

3. I didn’t receive the verification code to register my portal account

Check your junk or spam email folder for an email from Microsoft.

Go back to the Create an account page on the portal, re-enter your email address and select the Send new code button.

Check that the email is not getting blocked by your organisation's firewall. Ask your IT administrator if an email from Microsoft on behalf of business.gov.au "msonlineserviceteam@microsoftonline.com" is being blocked.

If you still experience problems contact us on 13 28 46. 

4. What are the password restrictions on the portal?

Passwords must contain:

  • a minimum of 8 and a maximum of 16 characters
  • 3 out of 4 of the following character types:
    • lowercase,
    • uppercase,
    • digits (0-9),
    • one or more of the following symbols: @ # $ % ^ & * - _ + = [ ] { } | \ : ' , ? / ` ~ " ( ) ;

5. Which internet browsers does the customer portal support?

For the best experience when completing your application we recommend you use following browsers:

  • On Windows: The latest versions of Mozilla Firefox, Google Chrome and Microsoft Edge
  • On Mac: The latest versions of Safari and Google Chrome

6. Is my privacy protected?

Yes. The Commonwealth’s use and disclosure of your personal information (provided in this application or otherwise) is set out in the Grant Opportunity Guidelines. 

Further information regarding the Department of Industry, Science and Resources' obligations in accordance with the Privacy Act can be found in our Privacy Policy.

7. Why was I logged out of the portal and my data not saved?

If you have not saved your entries in 30 minutes you will be logged out and any data you have not saved will be lost. You will be prompted to save 28 minutes after your last save. Typing or moving your mouse does not reset the time out.

8. How do I cancel my portal account?

You may cancel your portal account at any time. Contact us on 13 28 46 for assistance.

9. Can I preview the application form before preparing my application?

You will have to start an application to preview the entire application form. See FAQs 1 and 2. You will have to provide your organisation details and get past the first eligibility page. 

Once past this page you can view the whole application form. To navigate through the form you can select the page numbers on the left hand menu. You can save the draft form and come back to it or delete the application and start again. 

To see what questions we ask in the application form you can find a sample form on the program page on business.gov.au. 

 

10. Why won’t my ABN validate in the application form?

If you are having trouble validating your ABN in the application form, check that:


• Your ABN is entered correctly (11 digits in length and entered in the portal with no spaces between the digits)
• Your ABN is valid. Use the ABN Lookup on the Australian Business Register (ABR) website to search and check your ABN.
• If your ABN is not valid, follow the advice provided on the ABR website to fix the issue.


If you still experience problems call us on 13 28 46.

11. What do I do if my ANZSIC Division/ ANZSIC Class is not listed in the application form?

The ANZSIC Division/ANZSIC Class fields in the application form populate with information from the Australian Bureau of Statistics (ABS). If your organisation’s ANZSIC code is not listed in the application form, select the closest fit for your organisation.

12. Is my application automatically saved?

No. Data entered is not automatically saved. You need to click on the Save button at the bottom of each page to save your responses. 

13. Can I save my application as a draft?

Yes. You can save your progress by clicking the Save button. You can exit and re-enter the application form up until you submit it. 

14. How do I access my application?

When you log in you will be taken to the My applications page.

You will see a list of any applications you have started or submitted. Select the application you wish to return to.  

15. How do I go back and edit a previous section of my application?

You can only edit an application still in draft.  

You can access your application on the My applications page. See FAQ 14.

Once you are in your application, you will see a navigation menu on the left hand side of the page, where you can select the page you want to edit. 

If the menu is only displaying numbers, you can click on the Pages heading to expand the menu. 

Remember to save each page before you navigate to a different section of your application. 

You cannot edit the applicant details on the program selection page. If these details change you must start a new application.

16. How do I change my ABN?

You cannot edit your ABN once you have saved the program selection page.  The ABN is a unique identifier linked to your entity. Changing the ABN is the equivalent of changing the applicant entity. 

If you have not submitted your application, you may need to start a new application. Call us on 13 28 46 to discuss your options.  

If you have already submitted your application, you will need to call us on 13 28 46 as you are unable to change a submitted application. 

17. Can I download and print a copy of my application?

You cannot print or download a copy of an application still in draft.

To print a submitted application, navigate to the Application summary page and select View submitted application. This allows you to view and print each page.

18. How do I submit my application?

When you complete all mandatory fields and acknowledge you have read and agree to the declaration on the last page, a Submit button will appear. 

19. I tried to submit my application but got a list of errors

An application cannot be submitted with errors. You will need to go back through the pages that require further information to resolve the errors that are highlighted in red before you can submit your application.

Pages without errors are indicated on the navigation menu with a green tick. 

20. Where can I find a reference number for my application?

When you log in, you will be taken to the My Applications page, which includes a list of all of your applications and their application IDs. This application ID is your ongoing reference number. 

21. Can I go back and edit or delete my submitted application?

No. Once your application has been submitted, you cannot edit or delete the application through the portal. 

Contact us on 13 28 46 if there is a problem with your submitted application. 

22. Who can complete an application form?

For most programs, the application form may be completed by anyone authorised by your organisation to do so. This may be a consultant. 

However if your grant opportunity guidelines state we are using an approval letter grant agreement, the application must be submitted by someone authorised to enter into an agreement with the Commonwealth, on behalf of your organisation. 

Whoever submits the application form must read the Applicant declaration and agree to the declaration and confirm all statements to be true. 

23. How can I add a participant or collaborator to my application?

Only some participant roles allow you to add another participant. If you are an applicant creator, primary contact, authorised signatory, facilitator or adviser you can add other participants. 

If you are in the middle of an application you must Save and Close your application. This will return you to the My applications page. Reselect your application which will return you to the Application Summary page. 

Select the Participants button under the summary. This will show any current participants and allow you to add a new participant.

You will need to select the appropriate role for the new participant. The role determines what they can see and do within the application. See FAQ 27.

After you add a new participant an invitation to participate will be emailed to them. They will need to register to use the portal if they are not already registered.

24. How do I give someone permission to access my application?

If you need someone else to access your application, you (or the primary contact) will have to invite them as a participant. See FAQ 23 for details on how to add a new participant. 

You should not allow anyone to access the application using your login or password. 

25. Can a participant add another participant?

Only some participant roles allow you to add another participant. If you are an applicant creator, primary contact, authorised signatory, facilitator or adviser you can add other participants. If you do not have one of these roles you should contact the primary contact to add another participant. 

26. Can I control what other participants see and do in my application?

You can control what a new participant can see and do in an application by the role that you assign to them. See FAQ 27

27. What is a participant or collaborator role type?

Role types determine what a participant can see and do within any particular application. Role types may differ from one program to the next, however there are some standard role types. The same participant can have multiple roles which would give them the combined permissions of those roles. 


Application creator is the person who created the application. They have full access to the application, including the ability to submit and delete the application, and can add other participants.
Primary contact is the person who is primarily responsible for the application and ongoing project. We will direct all correspondence to this person. They can add other participants.
• Authorised signatory is a representative of the grantee organisation who can enter into agreement with the Commonwealth.  There are no permission restrictions on this role.

28. How do I remove a collaborator's access to my application?

If you have a Customer Service Manager you should contact them to modify the permission of a participant. If you do not have a Customer Service Manager contact us on 13 28 46 for help. 

29. How do change the permission or role of a participant?

If you have a Customer Service Manager you should contact them to modify the permissions of a participant. If you do not have a Customer Service Manager contact us on 13 28 46 for help. 

30. Do I need to sign a hard copy of my grant agreement?

For most grant opportunities, accepting the agreement on the portal is equivalent to signing a grant agreement. You will not be asked to sign a hard copy of the grant agreement.

If your grant opportunity is part of the Medical Research Future Fund you will be required to sign a hard copy of the grant agreement. 

31. How do I accept my grant agreement?

You must have sufficient portal permission to accept an agreement. You must have the role of an authorised signatory. 

When you log in you will be taken to the My applications page. Select your application. 

On the Application summary page select the Agreement and Variations button. Select the Open button to view or download a copy of the grant agreement. Once you have read the grant agreement, click on the Accept button to agree to it.

32. How can I access and complete my reports?

When you log in, you are taken to the My applications page. Select your application. After your grant agreement has been executed, the status of your application will change to In progress and forms for reporting will become available. 

On the Application summary page select the Reports button. A list of reports will appear. To edit a report, select the Edit button. You cannot edit reports that have already been submitted.

 

33. How can I provide the department with my payment details?

When you log in, you are taken to the My Applications page. Select your application. 

On the Application summary page select the Communications button.  A list of emails will appear. Choose the email requesting your payment details and select Download to open a copy of the Accounts Payable – Supplier Details form. 

Complete and save the form and send to us via the email address listed. 

34. How can I check the status of my payments?

When you log in, you are taken to the My Applications page. Select your application. 

On the Application summary page select the Payments button. A list of payments will appear. 

35. When will I receive my payments?

The payment arrangements are outlined in your grant opportunity guidelines. They differ from one grant opportunity to another.

Payment is made by direct credit into the bank account you nominated. 

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