Introduction: Why Portal Precision Matters
Every year, innovative SBIR proposals get rejected before they even reach technical review—not because the science was flawed, but because someone missed a box, skipped a step, or uploaded the wrong file. The Department of Homeland Security (DHS) SBIR submission portal is not forgiving of administrative errors. If your package doesn’t meet every requirement in the solicitation, it’s deemed “non-responsive” and won’t be considered.
This post will walk you through the most common mistakes applicants make in the DHS submission system—and how to avoid them—so your proposal gets the review it deserves.
Know What’s Required Before You Upload
Before you even log into the DHS submission portal, make sure your proposal package is complete. DHS Phase I submissions must include all of the following:
- Online Cover Sheet
- Online Cost Proposal
- Technical Proposal PDF (must be within the stated page limit)
- 1-page Briefing Chart PDF
- Any required agency-specific attachments, such as a Non-Disclosure Agreement (for certain CWMD topics)
Missing even one of these will result in automatic rejection. DHS explicitly states that incomplete proposals will not be evaluated. To prevent this, use the “required documents” table or checklist included in the solicitation as your definitive guide.
Best Practice
Use the DHS-provided checklist to confirm you’ve included every required component before uploading. Omissions will result in instant disqualification.
Budget, Duration, and Topic: Stay Within the Lines
To avoid administrative rejection, your proposal must adhere strictly to the budget, project length, and topic requirements set by DHS.
For Phase I, the maximum funding request is typically $175,000, and the project duration should not exceed 5 months. If you propose a budget even slightly above the cap—or ask for more time than allowed—your proposal will be disqualified before it’s reviewed.
Equally important: your project must respond to an official DHS SBIR topic listed in the current solicitation. If your proposal doesn’t clearly align with a published topic, it’s considered “out of scope” and won’t proceed to evaluation. Always include the Topic Number prominently on your cover sheet and in your proposal narrative.
Did You Know?
TABA is not included in the $175,000 cap—but it must be requested properly.
Uploading Correctly: Portal Do’s and Don’ts
Once you’re ready to upload, pay close attention to the instructions within the DHS submission portal. Each document has a designated upload slot—do not mix them up. For example, uploading your Technical Proposal into the “Briefing Chart” slot can cause your proposal to be rejected outright.
After uploading, preview your files if the portal allows. Make sure the correct version is attached and that the file opens properly. A corrupted or blank PDF counts as a missing document.
In addition to PDFs, you’ll likely be prompted to complete brief text fields like the Technical Abstract (up to 250 words) and Project Aims summary. These are usually required, and if you leave them blank, your submission might be considered incomplete. Draft these ahead of time so you can paste in final text without rushing.
The Final Step: Certify, Then Submit
Uploading documents isn’t the final step. You must also complete the certification and submission process—or your proposal won’t be considered submitted.
This process starts on the Cover Sheet page, where you’ll be required to certify your eligibility. That includes confirming your business is a U.S.-owned small business, that it’s registered in the System for Award Management (SAM.gov), and that you have a valid SBC Control ID from SBIR.gov.
You’ll need to check all certification boxes and provide any required details. Then, most critically, you must hit the final “Submit” or “Certify” button to lock in your submission.
Even seasoned applicants miss this step. If your proposal status doesn’t say “Submitted” or “Finalized,” it hasn’t been received.
Timing Is Everything: Avoid the Last-Minute Crunch
DHS SBIR solicitations typically enforce hard deadlines, often at 2:00 PM Eastern Time on the submission date. That cutoff is strict—if your proposal isn’t certified and finalized by then, it won’t be accepted, regardless of the reason.
Even if you’re confident in your materials, last-minute uploads are risky. The submission portal may slow down due to high traffic. Upload errors, system timeouts, or corrupted files can occur, and if they happen too close to the deadline, you won’t have time to fix them.
Upload your documents early. Submitting at least a day in advance allows time for portal review, error checks, and confirmation that your submission went through.
Best Practice
Upload and certify your proposal at least 24 hours before the deadline. Don’t risk last-minute technical issues.
Most Common Reasons Proposals Are Rejected
Administrative rejection happens more often than most applicants realize—and usually for reasons that are 100% preventable. Here are the top culprits:
- Missing documents such as the Briefing Chart, Cost Proposal, or proof of SBIR.gov registration
- Exceeding page limits for the Technical Proposal
- Formatting violations, like using fonts smaller than the minimum size or altering margins
- Budget or duration overages beyond DHS limits
- Ineligibility issues, such as an unregistered company or incorrect ownership structure
- Failing to certify your submission in the portal
The DHS solicitation may include a “Compliance Checklist.” Use it. Reviewing each item line-by-line before submission is the simplest way to avoid instant disqualification.
Critical Warning
Failure to register in SAM.gov or SBIR.gov before submission will result in administrative rejection—no exceptions.
Conclusion: Triple-Check, Then Submit with Confidence
Submitting a DHS SBIR proposal through the online portal is more than just uploading a PDF. It’s a detailed, multi-step process with precise requirements—and no margin for error. Even one small oversight can prevent your proposal from reaching review.
Before you submit, take the time to verify that every required document is present, that each upload is in the correct slot, and that your budget, timeline, and topic are fully compliant. Use the solicitation’s checklist. Certify your proposal. Then confirm its status in the portal reads “Submitted” or “Finalized.”
And above all, submit early. Doing so gives you time to fix problems and ensures your hard work gets the review it deserves.