What Happens After You Submit a USDA REAP Grant Application?
Applying for a USDA Rural Energy for America Program (REAP) grant is a big step toward funding renewable energy or energy efficiency projects for your farm or rural small business. It is important to understand different milestones after you submit the application. After submission, your application continues through a structured timeline of reviews, scoring, and communication with USDA staff.
At CGF, we guide our clients through every stage of the process, so they know exactly what to expect after an application goes in.
1. Acknowledgment of Receipt
Shortly after submission, the USDA will acknowledge that your application has been received. This confirmation is important as it means your project has entered the review queue.
2. Initial Screening for Completeness
Before scoring begins, USDA staff perform a completeness check. They review your application to make sure all required documentation is present, forms are signed, and nothing obvious is missing.
- If complete: your application advances.
- If something is missing: USDA may request corrections or additional documentation.
This is one of the most common areas where delays occur, which is why accuracy and organization matter from the start.
3. Application Complete Letter
Once your application passes the initial completeness check, USDA may issue an Application Complete Letter. This is an important milestone. At this point:
- Your application is officially deemed complete.
- You may incur costs at your own risk, and those expenses will remain eligible for reimbursement if your project is awarded.
- Applicants planning to proceed with their project without regardless of grant funds can begin construction.
Receiving an Application Complete Letter does not guarantee grant funding.
3. Technical and Financial Review
Once your application passes the completeness check, it undergoes a technical and financial review. USDA reviewers evaluate:
- The feasibility of your project
- Technical reports and energy savings estimates
- Financial projections and repayment ability (for loan guarantees)
- Environmental considerations
This step ensures the project is realistic, cost-effective, and aligned with program goals.
4. Application Complete Letter
Once your application passes the initial completeness check, USDA may issue an Application Complete Letter. This is an important milestone. At this point:
- Your application is officially deemed complete.
- You may incur costs at your own risk, and those expenses will remain eligible for reimbursement if your project is awarded.
- Applicants planning to proceed with their project without regardless of grant funds can begin construction.
Receiving an Application Complete Letter does not guarantee grant funding.
5. Scoring and Competition
All eligible applications are scored based on USDA’s competitive scoring system. Points are awarded for factors like:
- Energy savings or renewable energy generation potential
- Environmental benefits
- Project readiness and financial feasibility
Because REAP is competitive, your score determines how likely your project is to receive funding.
6. Notification of Award or Rejection
After review and scoring, USDA announces awards. If funded, you’ll receive an official notice of selection, outlining the grant amount and next steps.
- If not funded, you will be placed in the next round of funding.
- Even if your project is not selected within a fiscal year's funding cycles, many applicants choose to reapply in future fiscal years, often with stronger applications.
7. Grant Agreement and Paperwork
If awarded, USDA will issue a grant agreement that must be signed before funds can be released. At this stage, you’ll also provide any final documentation and confirm compliance with federal requirements.
8. Project Implementation and Reimbursement
Unlike an upfront check, REAP funds are reimbursed after the project has been paid for, installed and operational for 30 days. This means you complete your project and provide proof of costs (invoices, receipts, payment records), the USDA will then reimburse the grant portion.
9. Post-Completion Reporting
After your project is completed and funded, USDA will require reporting on system performance, energy savings, or environmental benefits. This ensures accountability and helps track the program’s impact on rural development.
How CGF Simplifies the Process
At CGF, we don’t just submit your application and walk away, we stay with you through the entire USDA timeline. Our support includes:
- Pre-screening your project for eligibility
- Preparing complete, compliant applications
- Responding quickly to USDA requests for clarification
- Advising on scoring strategies
- Helping with reimbursement paperwork and reporting
Submitting a REAP application is just the beginning. The process involves multiple reviews, scoring, and follow-ups before funds can be awarded. With expert guidance, you can avoid delays, improve your chances of success, and keep your project moving forward.
