Transcript How to Get Your Award Faster: Just in Time Procedures

Ted Williams
NICHD
October 21-23, 2014
What is JIT?
 JIT is part of the preaward process
 It allows submission of some elements of a competing
application to be deferred until later in the application
process
 See Completing the Pre-Award Process—Just-In-Time
Procedures for more information
Why JIT?
 JIT is a grants management streamlining effort – saves
unfunded applicants time.
 Allows for certain materials to be submitted closer to
time award, instead of time of application - more
timely and accurate
Why JIT?
 Institutional Review Board (IRB) & Institutional
Animal Care and Use Committee (IACUC) approval
not needed at time of application but by the time of
award – saves IRB & IACUC effort
 Human Subjects (HS) Education Training not needed
if not funded
 Other Support information provided close to award
time – more accurate this way – it expires after 120 days
Why JIT?
 Eligibility determined at time of award - not
application - NIH SBIR or STTR Eligibility Verification
Statement Form
 Corporate financial information more up-to-date
 There may be other required JIT materials noted in a
Request for Application (RFA) or Program
Announcement (PA)
Initial Request – When, How
and to Whom?
 Two weeks after release of NIH Center for Scientific
Review (CSR) Summary Statement scores – automated
email generated via NIH eRA Commons for
application with a priority score of 40 or less
 Email sent to the Principal Investigator (PI)
http://odoerdb2.od.nih.gov/gmac/topics/jit_sample_maile
r.doc
 Grantee Instructions
http://grants.nih.gov/grants/peer/jit/pdf
How To Send JIT
 All JIT information must be submitted electronically
using the Just-In-Time feature in the NIH eRA
Commons. It is in the Commons STATUS section. See
https://commons.era.nih.gov/commons/iindex.jsp
 JIT materials are typically handled by Grants
Management – if questions contact the Grants
Management Specialist
 Don’t send JIT information until it is requested by the
grantor Institute
How To Send It
 Signing Officials Only
 Principal Investigators can upload JIT
information into the Commons for
Signing Official to submit
Why Send It?
 No JIT – No award
 Timely submission enables NIH staff to expedite
awards
JIT Is
 Other Support: Includes all resources, whether Federal,
non-Federal or institutional that supports an individual's
research. This includes grants, cooperative agreements,
contracts, or organizational research support. Other
support does not include training awards, prizes, or gifts.
 IRB (HS protocol approval) - usually rely on consortium
partner or an IRB contract organization for this
 Human Subjects Education – Required for all senior/key
personnel involved with human subjects research. See
http://grants.nih.gov/grants/policy/hs_educ_faq.htm#a5
JIT Is
 Animal Assurance (FWA) – Usually need animal
Interinstitutional Agreement with IACUC approval –
contact your Grants Management Specialist
 Date of the IACUC approval for the research proposed
in the application
 Human Subject Assurance (FWA) – All grantees
conducting Federally-funded human subject research
need one.
JIT Is
 Entity Identification Number (EIN) – NIH must take steps
to establish these in its grant system – Process can take 2
weeks – Be proactive if new awardee – Need IRS W-9 Form
 Institutional Profile File (IPF) – If new awardee we need to
establish this internal discrete number – Contact GMS
 Facilities and Administrative (F&A) a.k.a. indirect cost rate
negotiation - if requested one is above 40% total direct
costs (TDC) and there is not an existing negotiated rate
available – be proactive and contact the Grants
Management Specialist (GMS)
Addressing IRG Concerns
 Read Summary Statement’s Scientific Review Officer
(SRO) and Reviewers’ comments
 Be proactive and work with Program Officer on
clarifying scientific Initial Review Group (IRG)
concerns and Grants Management on budgetary ones
IRG HS or Animal Concerns
 CSR’s IRGNIH Grants Policy Statement (Revised
October 2012):
http://grants.nih.gov/grants/policy/nihgps_2012/inde
x.htm
 Code 44s - No award until issue(s) resolved.
 Start work early on resolution.
 Work with Program Officer and let Grants
Management know what is going on
 Resolution may take six weeks
 NIH-level concurrence required
End-of-Year Procedures
 Near the end of the Federal fiscal year (September 30)
Institutes may need to obligate funds that expire that
fiscal year – may not be time to get JIT materials
 If so, generally NIH can issue provisional award
pending missing information
References
 Other Support Page Format
http://grants.nih.gov/grants/funding/phs398/othersu
pport.pdf
 Office for Human Subjects Protections (OHRP)
Human Subjects information
http://grants.nih.gov/grants/policy/hs/index.htm
 Office of Laboratory Animal Welfare (OLAW)Animal
Assurance
http://grants.nih.gov/grants/olaw/obtain_assurance.h
tm
References
 Internal Revenue Service (IRS) W-9 Form
www.irs.gov/pub/irs-pdf/fw9.pdf
 NIH SBIR/STTR SF 424 Application Guide
http://grants.nih.gov/grants/funding/424/index.htm
 NIH JIT Webpage
http://era.nih.gov/services_for_applicants/application
_tracking_and_award/just_in_time-at-nih.cfm
References
 NIH Grants Policy Statement (Revised October 2012):
http://grants.nih.gov/grants/policy/nihgps_2013/inde
x.htm
 Contact - Ted Williams – [email protected]