Retirement of NIH’s Automated Just-in-Time Email Notification

This Notice informs the extramural research community that the eRA system-generated email notification announcing the availability to submit Just-in-Time information for an application in eRA Commons will be retired as of October 1, 2024. This change has no impact on an applicant’s ability to submit Just-in-Time information upon request from staff at the awarding institute or center.

Update to JIT Business Processes

  • The automated Just-in-Time email, generated by the eRA system and sent to applicants for all applications that receive an overall impact score of 30 or less, will be retired effective October 1, 2024.
  • Official notification of the need for JIT material(s) will continue to be sent directly by NIH staff from the awarding Institute/Center to those who are required to provide the material(s).
  • The JIT link to submit the materials, when requested, will also continue to be available in eRA Commons until the application is awarded. The JIT link is accessed:
    • By SOs, on the Status Results screen by clicking on the three-dot ellipsis in the Application/Award ID column and choosing JIT from the dropdown menu.
    • By PIs, on the Status screen, by expanding a grant application and clicking the JIT link in the Available Actions column.

Full Notice:
NOT-OD-24-165
August 23, 2024

AHRQ Upcoming Change in Final Reporting Requirements

Beginning October 1, 2024, AHRQ will transition to using eRA’s GC module for closeout-related actives of final reports, which is a change from prior instructions for all awards that end after October 1, 2024.

Grant recipients will begin submitting their Final Research Performance Progress Report (F-RPPR), which replaces the Final Progress Report for closeout) and Final Invention Statement (FIS) directly in eRA’s Commons module, which will enable AHRQ to utilize eRA’s GC module for closeout.

The final Federal Financial Report (FFR) is still to be submitted via the Payment Management System (PMS) as outlined in NOT-HS-21-001. The “Manage FFR” button in the eRA Commons navigates users to PMS.

In accordance with 2 CFR 200.344, all final reports (the F-RPPR, FFR and FIS) are due within 120 days of the project period end date.

This change of reporting requirements supersedes any prior terms of awards or other applicable instructions for awards that end after October 1, 2024.

For awards that end prior to October 1, 2024, Recipients are to follow the previous instructions included in their most recent terms of award and submit their final progress report and final inventions statement directly to AHRQ’s dedicated inbox: GrantFinalReports@ahrq.hhs.gov (and final FFR via the Payment Management System (PMS) as outlined in NOT-HS-21-001).

For awards that end on or after October 1, 2024, any copies of final reports that are submitted to AHRQ’s GrantFinalReports email inbox will not be processed and grant recipients will be instructed to submit their final reports in eRA’s GC module.

AHRQ is working closely with eRA to provide proper policy guidance and training to all grant recipients. Additional implementation details will be provided in AHRQ’s Grants Management Post Award requirements and Grant Closeout webpage sections.

Full Notice:
NOT-HS-24-020
August 22, 2024
 

NIH Strengthening Enforcement of Unilateral Closeout Reporting

A reminder that NIH is strengthening enforcement of longstanding closeout requirements, outlined in the NIH Grants Policy Statement Section 8.6, Closeout. 

When recipients fail to submit timely reports, NIH will initiate unilateral closeout. If a recipient does not submit all required closeout reports within a year of the period of performance end date, NIH will unilaterally close the award and report the recipient's failure to comply with the terms and conditions of award in SAM.gov.  Note that all closeout reports, including the final invention statement, must reflect appropriate oversight of all scientific, programmatic, financial, and administrative matters related to any subawards associated with the prime award.

In addition, failure to correct recurring reporting problems may cause NIH to take one or more actions that may include, but are not limited to, corrective actions, withholding of further awards, suspension or termination per Section 8.5.2 of the NIH GPS.

To help you gain a better understanding of the required reports and related policies, NIH experts invite you to participate in a webinar on Tuesday, September 17, 2024. Gain insights on topics such as:

  • Final Research Performance Progress Report (RPPR)
  • Final Invention Statement
  • Final Federal Financial Report (FFR)
  • And more!

Maintaining thorough records and documentation throughout the grant’s life-cycle is crucial for a smooth and timely closeout. Don’t miss this opportunity to receive expert guidance directly from NIH as they provide insight into the closeout process and answer questions from attendees submitted during registration.

Webinar: NIH Grant Closeout Process: Administrative and Financial Essentials

Additional Information:

NIH Enforcement of Closeout Reporting
NIH Grant Closeout Resource Page