REAP Application Process
The REAP Grant Application process can take hundreds of hours over the span of a few months. Understanding and preparing for the process can streamline the process and reduce your stress throughout the process. 
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The REAP Application Process can be broken down into a few key steps. More detailed instructions follow this overview.
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  • Get Started: Before You Apply
    • Determine project design and cost
    • Obtain quotes for work to be performed
    • Contact your utility for interconnection agreements or PPAs
    • Compile required permits
    • Reach out to your local Rural Development State Energy Coordinator: Find Your Coordinator ​
    • Obtain UEI (Universal Entity Identifier) by registering at SAM.gov
    • ​Optional: Select a qualified Grant Writer
  • Step 1: Gather Application Forms and Documents
  • Step 2: Complete Application Forms and Documents
    • Fill out application forms (RD 4280-3x, SF-424, SF-424C, SF-424D)
    • Compile supporting documents, such as proof of eligibility, technical requirements, and environmental checklist
  • Step 3: Submit Your Application
    • Send your completed application package to your local Rural Development State Energy Coordinator
    • Keep a copy of your application for your records
  • Step 4: Await REAP Scoring and Selection
    • Applications are scored based on criteria such as energy savings, project cost, and readiness
    • Notification can take several months
  • Step 5: Grant Award and Disbursement
    • You will be notified of your grant award by your Rural Development State Energy Coordinator.
    • Grants are disbursed after project completion, payment, and verification of proper functioning
    • Reimbursement requires detailed invoices and proof of payment for eligible expenses
Get Started: Before You Apply
Before diving into the REAP application process, it's crucial to have a clear understanding of your project and its requirements. This section elaborates on the "Get Started" phase, highlighting essential do's, don'ts, and best practices to ensure a successful application.

Determine project design and cost
  • Do:
    • Clearly define your project's scope and objectives
    • Consult with professionals or experts in the field for accurate design and cost estimates
    • Ensure your project aligns with REAP program objectives
  • Don't:
    • Avoid providing incomplete or vague project details
    • Refrain from starting the project before finalizing its design and cost
Obtain quotes for work to be performed
  • Do:
    • Request quotes from multiple reputable contractors or service providers
    • Compare quotes to ensure you're getting a fair price for quality work
    • Keep written records of all quotes obtained
  • Don'ts:
    • Avoid accepting verbal quotes without written confirmation
    • Don't settle for the first quote you receive without exploring other options
Contact your utility for interconnection agreements or PPAs
  • Do:
    • Reach out to your utility provider early in the planning process
    • Understand the utility's requirements and processes for interconnection or Power Purchase Agreements (PPAs)
    • Keep records of all communications with the utility provider
  • Don't:
    • Don't assume your utility provider will automatically accept your project
    • Avoid waiting until the last minute to initiate discussions with the utility provider
Compile required permits
  • Do:
    • Research and identify all necessary permits for your project (building, zoning, land use, etc.)
    • Begin the permit application process well in advance of your project start date
    • Keep organized records of all permit applications and approvals
  • Don't:
    • Don't start your project without obtaining the required permits
    • Avoid underestimating the time it may take to secure permits
Reach out to your local Rural Development State Energy Coordinator
  • Do:
    • Contact your State Energy Coordinator early in the planning process
    • Discuss your project and seek guidance on eligibility and application requirements
    • Utilize the coordinator as a resource throughout the application process Find Your Coordinator
  • Don't:
    • Don't hesitate to ask questions or seek clarification from your coordinator
    • Avoid submitting your application without first consulting with the coordinator
Obtain UEI (Universal Entity Identifier) by registering at SAM.gov
  • Do:
    • Gather necessary information such as your Taxpayer Identification Number (TIN), Data Universal Numbering System (DUNS) number, NAICS Code, banking information, and general business information (revenue, # of employees, etc.).
    • Visit SAM.gov to begin the registration process​
    • Use a valid and active email address to receive notifications and updates
    • Keep your account information updated throughout the application process and until the grant is disbursed
  • Don't:
    • Don't wait until the last minute to register. The process can take several days or weeks, so it's crucial to register as soon as you decide to apply
    • Don't use a personal email address that you don't frequently check. Important updates and notifications will be sent to the email address you provide during registration
    • Don't provide incorrect or outdated information. This can delay your registration or result in disqualification from the REAP program​
Optional: Select a Grant Writer
  • Do:
    • Consider hiring a professional grant writer with REAP experience, especially if you are not familiar with grants or are unable to committ to the significant time requirement
    • Research and compare grant writers' qualifications, experience, and success rates
    • Request references and work samples from potential grant writers
    • Establish clear expectations, timelines, and deliverables with the grant writer you choose
  • Don't:
    • Don't hire a grant writer without thoroughly vetting their credentials and experience
    • Avoid working with grant writers who promise guaranteed funding or make unrealistic claims
    • Don't assume the grant writer will handle every aspect of the application without your input