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X12 transaction guide · Government and regulatory

EDI 194 Grant or Assistance Application

The X12 document organizations use to submit applications for grants, cooperative agreements and other assistance.

Sent by
Applicant organization
Received by
Grant-making agency
Standard
ANSI ASC X12

What is an EDI 194?

The EDI 194 Grant or Assistance Application is the ANSI X12 transaction set used by organizations submitting applications for grants, cooperative agreements and other assistance. Applications typically include project, budget, personnel, descriptive and other related information.

Universities, research institutes and nonprofits apply for many grants each year. Submitting applications in a structured form lets agencies load them into review systems and lets applicants reuse data from their research administration systems. Agencies may require additional forms or attachments, and many now operate their own electronic submission systems that define the formats accepted.

How the EDI 194 worksDiagram of the EDI 194 Grant or Assistance Application. Applicant organization sends it to grant-making agency. It usually starts the exchange. It is usually followed by 997. Inside the ISA, GS and ST envelopes, X12 release 008010 requires, in the heading: BGN (Beginning Segment) and detail: the required HL loop with HL (Hierarchical Level). 6 optional loops are listed by their first segment.How the EDI 194 worksGrant or Assistance Application: who sends it, where it fits and what the standard marks required1 WHERE IT FITSUSUALLY FOLLOWSStarts the exchangeEDI 194SENDERApplicant organizationRECEIVERGrant-making agency997 or 999 acknowledgment back, if the partners agreeUSUALLY FOLLOWED BY997FunctionalAcknowledgment2 WHAT X12 RELEASE 008010 REQUIRESInterchange: sender and receiver IDsISA … IEAFunctional group, ID code GTGS … GETransaction set 194ST … SEHEADINGBGNBeginning Segment+ 2 optional loops, starting with:N9NM1DETAILRequired loop HL · repeats many timesHLHierarchical Level+ 4 optional loops, starting with:N9PO1PPLLXBlue box: required loop. Optional loops are listed by the segment that starts them; when a loop is used, that first segment is required. Optional segmentsoutside loops are not drawn.Structure: required segments and loops in the X12 008010 listing for the 194. Your trading partner's implementation guide adds its own requirements.
How the EDI 194 worksDiagram of the EDI 194 Grant or Assistance Application. Applicant organization sends it to grant-making agency. It usually starts the exchange. It is usually followed by 997. Inside the ISA, GS and ST envelopes, X12 release 008010 requires, in the heading: BGN (Beginning Segment) and detail: the required HL loop with HL (Hierarchical Level). 6 optional loops are listed by their first segment.How the EDI 194 worksGrant or Assistance Application: who sends it,where it fits and what the standard marksrequired1 WHERE IT FITSUSUALLY FOLLOWSStarts the exchangeEDI 194SENDERApplicantorganizationRECEIVERGrant-makingagency997 or 999 acknowledgment back, if the partnersagreeUSUALLY FOLLOWED BY997Functional Acknowledgment2 WHAT X12 RELEASE 008010 REQUIRESInterchange: sender and receiver IDs (ISA… IEA)Functional group, ID code GT (GS … GE)Transaction set 194 (ST … SE)HEADINGBGNBeginning Segment+ 2 optional loops, starting with:N9NM1DETAILRequired loop HL · repeats manytimesHLHierarchical Level+ 4 optional loops, starting with:N9PO1PPLLXBlue box: required loop. Optional loops are listedby the segment that starts them; when a loop isused, that first segment is required. Optionalsegments outside loops are not drawn.Structure: required segments and loops in the X12008010 listing for the 194. Your trading partner'simplementation guide adds its own requirements.

How to read this diagram: the top row shows who sends the 194, to whom, and which documents usually come before and after it. The lower part shows what X12 release 008010 itself requires: the envelopes around the 194 and the segments and loops the standard marks as required, area by area. Optional loops are listed by the segment that starts them rather than drawn in full. This is the standard's minimum, not a trading partner's requirement: each partner's implementation guide usually makes some optional loops mandatory, restricts the codes and may use a different release.

Expand diagram Download SVG

When it is used

  • Submitting research grant applications
  • Applying for cooperative agreements
  • Submitting budget and personnel information

Where it fits in the document flow

This document 194 Grant or Assistance Application
Usually followed by 997 Functional Acknowledgment

Structure

Mandatory segments in the 194 (X12 release 008010)

The segments X12 release 008010 marks as mandatory at their level, in order. Segments inside optional loops are needed only when the loop is used. This is the standard's requirement, not your trading partner's: each partner's implementation guide names the release it uses, adds the optional segments it requires and restricts the values. The requirement status comes from one published X12 reference listing and has not been checked against a second source.

  • ST
  • BGN
  • N9
  • NM1
  • HL
  • INX
  • K3
  • PO1
  • PPL
  • PD
  • PL
  • LX
  • DEG
  • K2
  • SE

Practical example

The 194 in practice

A university's research office submits a grant application for a three-year project. Its research administration system sends the agency a 194 with the project summary, budget by year, key personnel and institutional information. The agency loads the application into its peer review system.

Implementation

Implementation considerations for the 194

  • Follow the agency's current submission system and format.
  • Validate budgets against the agency's rules.
  • Meet the agency's submission deadlines for each call.
  • Keep application data consistent with later award reporting.

How ECOM helps

Automate the 194 with ECOM

Solution

Enterprise Integration

Any-to-any integration across partners, systems, protocols, security requirements, formats and ERPs, in batch or real time.

Solution

EDI Integration

Exchange X12 and EDIFACT documents with partners and integrate them directly with your ERP.

Solution

B2B Integration

Connect every customer, supplier, carrier and bank across EDI, API, file and portal channels.

More general questions about EDI are answered in the EDI FAQ.

Related transactions

Related government and regulatory documents

All 29 government and regulatory documents

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