What to Expect and How to Prepare for Funding
If you’ve received a Just-in-Time (JIT) request from the National Institutes of Health (NIH), you’re one step closer to funding—but what comes next?
This guide answers the most common questions about the NIH JIT process, including requirements, timelines, and how to respond effectively.
What is the NIH Just-in-Time (JIT) process?
The NIH JIT process is a final step in the review cycle where applicants are required to submit additional information before an award is issued. The NIH will only request this information after an application has completed scientific review and has received a priority/impact score that is competitive for funding.
JIT is triggered after:
- Peer review is completed
- Your application is being considered for funding
JIT is in place to ensure the project meets all eligibility and compliance requirements prior to issuing an award.
Why is the NIH JIT process important?
The NIH JIT process is the final step before funding decisions are made. It is important to provide timely, accurate materials so as to:
- Demonstrate that you are in compliance with all awardee requirements
- Strengthen NIH confidence in your organization
- Prevent delays in the award process
- Increase your chances of receiving a coveted Notice of Award (NOA)
Does a JIT request mean you will receive NIH funding?
No—receiving a JIT request does not guarantee funding.
However, it does indicate:
- Your application is being considered for funding
- NIH is performing final due diligence
- You should be prepared to respond quickly
When should you submit JIT materials?
Only submit JIT materials when:
- You receive an email request from a Grants Management Specialist (GMS)
Tip: Even though you may see a JIT link next to your pending proposals in eRA Commons, you should not submit JIT materials until you receive a direct email request.
What is the NIH JIT process timeline?
A typical NIH JIT timeline looks like this:
- JIT request is issued (weeks to months after the Scientific Review Group and Advisory Council meetings)
- Applicant submits materials via eRA Commons (typically within 7–30 days of JIT request)
- NIH reviews JIT submissions and may request follow-ups (approximately 2–6 weeks)
- Notice of Award (NOA) may be issued
Most JIT processes take ~4–10 weeks from request to award, though timelines can extend due to long lead-time items such as Institutional Review Board (IRB) or Institutional Animal Care and Use Committee (IACUC) approvals. Early preparation is critical to submitting JIT information within the required timelines.
Tip: The NIH fiscal year (FY) runs from October 1 through September 30, and a large number of JIT requests are issued during the final quarter of the FY. If you receive a JIT request in August or September, be prepared to move very quickly so that NIH can issue the NOA prior to the end of the FY.
What documents are required for NIH JIT?
Each JIT request is unique, and the NIH may ask for a number of different documents. Common NIH JIT requirements include:
Core JIT Documents
You are required to list all funding and commitments for key personnel that could potentially overlap with the proposed project. The NIH reviews this document to ensure that key personnel will not be overcommitted once your award is issued.
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- Key requirements:
- Must include all active and pending support
- Must be prepared in SciENcv
- Must address overlap between projects
- An individual’s commitment across all projects cannot exceed 12 months in any given year
- Key requirements:
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- Tips:
- This is one of the most scrutinized sections in JIT review. Double check your math to ensure that no personnel will have more than a 12 month commitment in a year!
- Tips:
This form is required for SBIR/STTR applicants to help NIH assess potential foreign risk factors associated with the application.
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- Applicants are expected to disclose:
- Any foreign affiliations, whether or not they are connected to the proposed project
- International collaborations and partnerships
- Relationships involving “countries of concern”
- Tips:
- Review the Foreign Disclosure and Risk Management section of the NIH SEED website.
- Review case studies available on the NIH website.
- Conduct careful due diligence on contractors, CROs, consultants, collaborators, and key personnel, since third-party relationships and undisclosed affiliations are common areas of scrutiny for SBIR/STTR applicants. Pay close attention to both professional (i.e., consulting service, research collaboration, co-authorships, etc.) and financial relationships (e.g., research support, or any in-kind support, etc.) involving “countries of concern”. Ensure that you report all relationships.
- Be thorough and transparent in your disclosures, including providing context around any resolved or potential concerns.
- If you’re unsure whether to disclose something, best practice is to disclose or consult legal counsel.
- Applicants are expected to disclose:
This agreement is required for SBIR/STTR applicants. It verifies that the company meets the eligibility criteria set forth in the Small Business Act and the SBIR/STTR Policy Directives.
You may be required to submit a revised budget if:
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- There is budgetary overlap with other funded proposals
- The project will result in the PI or other key personnel having a commitment across all of their projects of more than 12 months in a year
- The proposed budget does not meet NIH budget requirements, e.g.
- Internal/external costs meet requirements for SBIR/STTR awards
- Indirect rate is consistent with negotiated rate or meets de minimis requirements
- Tips:
- Download the R&R Budget Form, and follow the SBIR/STTR application instructions on the R&R Budget Form
- Thoroughly address any concerns raised by the GMS
- For complex budget questions, consult with a Grant Accounting and Compliance expert
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- IRB approval,
- Human subjects training certifications, and
- Federalwide Assurance (FWA) – These are required for projects involving human subjects research
- IACUC approval – This is required for projects involving animal research
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- Profit & Loss statements
- Financial management system overview – all SBIR/STTR Grantees must have Federal Financial and Business Management Systems in place
- Intellectual Property (IP) agreement – only for STTR applicants
- Lease agreements
Tip: Having an accountant with expertise in grants management can accelerate the award process since the NIH will have the confidence that you have the expertise in place to stay in compliance with all award requirements.
What are the latest NIH JIT updates (2025–2026)?
Recent changes to the NIH JIT process include:
- Mandatory use of SciENcv for Other Support and biosketches. Applicants now must use the Common Forms for Biographical Sketch, NIH Biographical Sketch Supplement, and Current and Pending (Other) Support
- All key personnel listed on an application must have eRA Commons ID and ORCID accounts. eRA Commons ID must be linked to ORCID iD, which serves as the unique identifier for SciENcv.
- eRA Commons has a new adaptive JIT module to supports the additional personnel fields (e.g., eRA Commons User ID, ORCID, name)
- Foreign risk disclosure requirements have been expanded, to include additional questions about cybersecurity & information safeguarding
What if you can’t meet the JIT deadline?
If you are not able to gather all of the documentation (such as IRB approval) by the deadline, then you should:
- Notify the GMS immediately
- Submit all available materials that you are able to by the deadline
- Provide expected completion dates for the remaining materials
Tip: Even if your JIT submission is incomplete, NIH may still issue an award with restrictions until the missing documentation is received.
What are common mistakes in the NIH JIT process?
Be careful to avoid these common mistakes that can delay or jeopardize funding decisions:
- Submitting JIT materials without a request from a GMS
- Providing incomplete or incorrect Other Support
- Missing documents
- Failing to respond promptly to GMS emails or not addressing all requested information
- Uploading documents to the wrong fields, using incorrect file formats, or forgetting to click “Submit” in eRA Commons
How can you prepare for JIT in advance?
Because NIH often requests JIT materials under tight timelines, advance preparation can help you meet the deadlines. To streamline the JIT process:
- Maintain updated Other Support for all key personnel in SciENcv.
- Begin IRB/IACUC planning early.
- Organize financial documentation in advance.
- Conduct an internal review of foreign risks.
- Assign internal ownership for JIT components.
- Early preparation can substantially shorten JIT turnaround time and reduce the risk of administrative delays prior to award issuance.
How does Eva Garland Consulting support NIH JIT?
Eva Garland Consulting helps small businesses and research teams navigate all aspects of the JIT process to streamline the pre-award process.
EGC supports clients with:
- JIT readiness and pre-planning
- Documentation preparation and review
- Budget revisions
- Setting up and maintaining a compliant financial infrastructure
- Managing communication with NIH Grants Management Specialists and program staff
Final Thoughts: How to Succeed in the NIH JIT Process
The NIH Just-in-Time process can be complex—but with the right preparation and support, it becomes manageable and strategic.
If you’ve received a JIT request or want to prepare in advance, we would be happy to connect with you to ensure a smooth path to funding.