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Division of Sponsored Programs > Proposal Preparation & Submission > Just-In-Time (JIT) and Post Submission Documents

Post Submission Updates, Budget Revisions, & Just In Time Documents

After a proposal has been submitted to the sponsor and the UFIRST record is in “Pending Sponsor Review” state, an additional action may be needed before an award is made. These actions can be initiated by the sponsor or UF. Examples include:

  • An error is identified in the proposal after submission but before the proposal deadline, during which time the sponsor allows for revisions (e.g., National Institutes of Health eRA Commons 2-day viewing window).
  • The sponsor may accept preliminary data or other post-submission material not included in the original proposal. 
  • The sponsor requests revised documentation, including a revised budget. 
  • The sponsor requires additional information prior to making an award (e.g., Other Support documents required at Just In Time stage). 
  • A change occurs at UF that will significantly impact the sponsor’s review or award (e.g., key personnel changes, changes to subrecipient organizations). 

Division of Sponsored Programs (DSP) should review and approve before the additional information is submitted to the sponsor. Unit-level approval may also be required for certain changes. Use the Budget Revision activity or Post Submission Update (PSU) activity in UFIRST to notify DSP of a request. Make sure to follow the sponsor’s post submission policy and formatting instructions and provide the required documents and sponsor contact information in UFIRST.

Budget Revisions

Use the Initiate Budget Revision activity to make adjustments to the UFIRST budget grids, adjust budget periods, and add additional project budgets. 

Post Submission Updates (PSUs)

Use the Initiate Post Submission Update activity to notify DSP of a post submission request that does not require adjustments to the budget grids. 

Deadlines

Be sure to communicate the Budget Revision or PSU deadline clearly and accurately to DSP. If there is a hard deadline, indicate the deadline in the UFIRST activity. All Budget Revisions and PSUs should be routed to DSP by 9:00 AM the business day before the hard deadline to allow sufficient time for review. If there is a target date for processing, please select “No Deadline” in the UFIRST activity and communicate the target date in the Comments field. DSP will make reasonable efforts to process records in the preferred timeframe. 

National Institutes of Health Just in Time (JIT)

National Institutes of Health (NIH) has a very structured process for requesting information from grantees not required at application but required before award called Just in Time (JIT). This includes information on Institutional Review Board (IRB) approval of the use of human subjects, verification of training of individuals in human subjects research, verification of Institutional Animal Care and Use Committee (IACUC) approval of the use of live vertebrate animals, and updated Other Support documents.

Note that NIH AUTOMATICALLY opens the option to submit JIT in its electronic systems (eRA Commons) after review. NIH indicates “Applicants will see a JIT link appear on the eRA Commons Status screen soon after the review scores are posted. However, applicants should only submit JIT information when it is specifically requested by the grantor agency.” See: https://era.nih.gov/about-era/services-for-grant-applicant-grantee/other/overview-jit.htm Please wait until NIH contacts you to submit the materials.

In order to submit IRB or IACUC protocol approval to NIH, DSP must be able to confirm grant congruency between the approved research protocol and the specific sponsored project has been obtained. As soon as investigators learn they have a likely fundable score, a new protocol application or modification to an existing IRB/IACUC protocol should be initiated to link the sponsored project information and establish grant congruency.

Click here for more information about protocols and grant congruency.

How to Submit JIT using eRA Commons

Only submit JIT in eRA Commons when requested by NIH.

Principal Investigator will:

1. Log into eRA Commons.

2. Click on the “Status” tab.

3. From the Status menu, select the Just In Time search type. 

4. Search by Grant number, PI name, etc.

5. Click the three ellipses next to the Award ID and select the JIT dropdown:

6. Upload or enter the required information:

  • Upload appropriate files.
  • Upload Other Support for all key personnel in pdf format.
  • Only upload a budget if specifically requested by NIH.
  • Enter the IACUC and/or IRB approval dates if applicable.
  • Upload Human Subjects Education information if applicable.
  • Upload the Genomic Data Sharing Certification if applicable. If you have questions about this requirement, please contact Peter Iafrate, Chair, UF IRB-01.

7. Press the Save button when complete.

8. Click “View Just In Time Report” to review the saved information.

9. Notify DSP that the JIT is ready for review and submission in eRA Commons by executing the Initiate Post Submission Update activity in UFIRST, and upload a copy of the JIT request email from NIH.

10. The PI will receive an email from eRA Commons when JIT information has been submitted.

Last updated 7/2/24