National Institutes of Health

Page Updated: January 28th, 2019

NIH is the largest single sponsor of UW funding. To that end, we have listed additional information about NIH policies and practices on campus. Below you will find information on how to access NIH systems and pages, gain necessary access, proposal submission, various policies and how-to’s and information on NIH Fellowships.

If you have questions or need assistance, please contact someone on the Preaward team in either the Proposal, Contracts or Awards team (whichever suits the stage/question you may have). The contact information can be found here:

Getting Started at NIH

Most of the following links will take you outside of RSP and directly to informational pages you may find helpful at NIH. We recommend bookmarking a few of these pages for easy access.

NIH Proposal Submission

One of the first questions you may have is "How do I get my proposal submitted to NIH?" We encourage you to visit the Proposal Preparation page for a general overview, but here are a few steps that you will need to know for NIH proposals:

NIH proposals are submitted by an authorized official via At UW, the main method of submission is via Cayuse. If for some reason your opportunity is not supported or you choose not to use Cayuse, you may also submit via Workspace. We have a couple various submission guides available for proposal development and Cayuse use.

Research and Sponsored Programs closes at 4:30pm. If you must submit the day of the deadline, especially late in the day, please call the proposal team and speak with someone on the phone. The Proposal Team will do everything possible to get the proposal to the sponsor on time. However, as the amount of time for processing is reduced, the chance for insurmountable obstacles increases.

After your application has been submitted by an authorized official the next step is to make sure the application made it to eRA Commons successfully. Please review the Recent/Pending eSubmissions in eRA Commons to make sure your application is error free. It is important to remain available until this step is complete.

Please visit our Forms page for up-to-date forms that may be needed for an application. The Budget Development Page is another helpful resource for proposal development.

Just-In-Time Process

NIH uses Just-in-Time (JIT) to gather information about applications during the review period. Generally, there is a computer-generated request and maybe a Grants Management Specialist request depending on the success of the review. The JIT request generally contains a request for Other Support, Human Subjects and/or Animal Use approvals, Human Subjects Education certification if applicable, F&A rate agreement and any other information that is needed to complete the review process.

NIH JIT Information

Progress Reports

NIH requires Research Performance Progress Reports (RPPR) to be submitted for all awards. Please see our Routing Guidance on the main RSP page for submission instructions. Additional information can be found here:

eSNAP User Guide: User Guides can also be found under the Modules, User Guides and Documentation section of the Applicants, Grantees, and Training & Career Dev. tabs of the eRA website.

NIH Fellowships

NIH Fellowships are available to provide institutional research training opportunities (including international) to trainees at the undergraduate, graduate, and postdoctoral levels. These Fellowships are submitted to NIH like any other application. Note, most fellowship opportunities have very strict budget guidelines. The University of Wisconsin-Madison does not have a “fellowship rate” for indirect costs, we follow the guidelines of each opportunity. Below is information from NIH regarding their fellowship series:

Individual Fellowships
The University will not set up New or Renewal accounts without the following forms being routed through Research and Sponsored Programs and submitted to the Agency. Similarly, all necessary approvals (Human Subjects, Animal Use, and Biological Safety) must be on file with RSP prior to account setup.

Required Assurance Form
Required for PI and Fellow to sign prior to application. Upload this form to the WISPER record.

Activation Notice

Payback Agreement
For Postdoctoral Fellowships only.