Top Phone Call FAQs / Top Issues
The eRA Commons is the NIH site for electronic application and award information. Currently, you can view summary statements, maintain your profile, maintain publication lists, submit JIT information, and submit annual eSNAP progress reports and final project reports through Commons. Commons will be an integral part of the NIH's move to electronic proposal submission, along with Grants.gov. Sponsored Projects uses Commons to approve JIT information, approve eSNAP progress reports, submit annual/final financial reports and invention reports, initiate grantee-approved no-cost extensions, and to check the status of pending applications and awards. Sponsored Projects does not have access to the summary statements posted on Commons.
- How do I get an NIH Commons account?
If you have had prior support from NIH or have submitted an application to NIH in the past, we may need very little information from you to set up the account in Commons.
At the least, we will need only your email address. If you have never submitted an application to NIH, we may need your date of birth, your Social Security Number. NIH uses the SSN as a reference so as to not duplicate any entries into the database or to match your prior support to your profile.
Commons will send an email saying that we have taken action to set up an account for you. You may get an email that asks you to verify your prior support. If you have no prior support, you'll get the email that says it will take a couple days to get your password.
Commons will send you an email with a password. When you receive the email, please follow the links to establish a new password. Commons has tricky password rules. Read the rules carefully. Highlighted below are the most common errors in establishing a password. The following is the eRA Commons password policy:
Passwords must be changed at least every 180 days.
A ten day grace period prompt is provided to give a user the opportunity to change prior to the expiration.
Password length must be 8 non blank characters containing a mixture of alpha numeric and special characters. The first and last character may not be numeric.
Accounts will be locked after a number of consecutive unsuccessful login attempts (If your account does go to a locked status, call or email this office, we will unlock your account for you.)
We can not speed up the process of obtaining an account.
- What is FastLane?
FastLane in the NSF's site for all electronic business on proposals and awards. Using FastLane, you can prepare, revise, and withdraw proposals, submit annual and final project reports, prepare supplemental funding requests, make requests for postaward items (such as: extensions, rebudgeting, PI changes, etc.), and view your award letters.
- How do I get FastLane access?
To set up your account, we will need the items listed below. You may email or call us with the information.
Your Name (including your middle initial)
Your Email Address
Your Office Phone Number
Your Fax Number
Your Department Name
Highest Degree
Year that the Highest Degree was earned
FastLane no longer uses the SSN as an ID number. Instead, it assigns a random ID number when your account is set up.
How do I get a Temporary EID number? / Who needs a temporary EID?
Call Jennifer Showell at (520) 626-8458 or the SPS main number (520) 626-6000 with the following information ready:
Principal Investigator full name as it will appear in PSOS
Department number
Date Employment Status will be obtained
Optional information
Email address
Campus address
Campus phone number
Who needs a temporary EID number?
Answer : Principal Investigators who are new to the University or are coming to the University and need to submit a proposal before they are in the system. Also, Graduate students who will be working on the research projects may need one.
Once you have a permanent EID number assigned to you, please call us with the number so we can merge the two and have all records under the same number.
- My Sponsor is coming for a Site Visit. What Should I Do?
If you receive a notice for site visit or a request for financial information from your sponsor, please inform Sponsored Projects immediately unless the sponsor informs you that the visit is strictly technical/programmatic. Because Sponsored Projects is the official contact for external sponsors for all financial matters, our involvement in external visits or audits protects you and your department from possible liabilities.
Once informed by you, Sponsored Projects will contact your sponsor to find out whether the site visit is programmatic or financial or both. If the site visit covers any financial aspects of the project, Sponsored Projects will not only help you to arrange the site visit but also sends a representative on site to help you with all questions related to the financial management of the project.
If the site visit is strictly programmatic, please work with your sponsor and the PI to arrange the visit. Should any financial related questions arise during a programmatic visit, please inform the sponsor to contact Sponsored Projects directly.
- Why can't I charge Postage to my grant?
It is not surprising that the convenience of writing the account number on mail for stamp purchase entices $0.39 postage to be charged to grants and contracts. When you do this, please be aware that the postage and mailing costs may not be allowed on your projects, especially federally and sub-federally sponsored projects. The indirect cost reimbursement normally covers costs such as postage. The direct charge of postage is thus disallowed.
The only time that postage may be allowed is when the grant has specifically budgeted for postage costs due to mass mailing required by the project. For example, the research includes a survey or mass distribution of information.
Please refer to the Other Administrative Costs FAQ for further clarification.
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