Review of Grants Information for Fiscal Year 2013

Notice Number: NOT-OD-13-117

Key Dates
Release Date: September 16, 2013
Correction Due Date: October 4, 2013

Related Announcements
None

Issued by
National Institutes of Health (NIH)

Purpose

As NIH’s fiscal year comes to a close on September 30, 2013, NIH encourages grantee officials to verify the accuracy of the FY2013 award information reflected in NIH systems to ensure the most complete and accurate information is reflected in FY13 reports. Any corrections to the data must be received by 5:00 PM EST Friday, October 4, 2013 to be reflected in NIH reports.

Background

Each year, NIH develops reporting files that are used to develop the reports found on the RePORT Website to address inquiries from the Department of Health and Human Services, Congress, and the research community and to meet annual reporting requirements on NIH’s expenditures. The data in these files are “frozen” to ensure the reporting files produce consistent reports. It is imperative that corrections to the data occur before these files are frozen to ensure the veracity of NIH’s FY2013 reports.

Implementation

Authorized Organization Representative or Signing Official:
Only the Authorized Organization Representative (AOR) or Signing Official (SO) has the authority to submit corrections for a grantee organization or investigator. The AOR is the designated representative of the grantee organization in matters related to the award and administration of its NIH grants, including those that require NIH approval.  The AOR role is documented as part of the electronic submission process and is authenticated through the Grants.gov registration process.  In the eRA Commons, this individual holds the “SO” role.  Although NIH requires that the grantee organization designate such an official, NIH does not specify the organizational location or full set of responsibilities for this official. 

Verifying Your Information:
Verify the accuracy of the grant award information for your organization by going to the NIH RePORT Awards by Location and Organization site at http://www.report.nih.gov/award/index.cfm, selecting FY2013, location and organization.

Making Corrections:
To submit a correction, please copy the complete grant information (i.e., Grant Number - column B,
NIH Department Name– column G, NIH MC Combining Name – column I) to be corrected from the spreadsheet, and include the NIH reference or identification number for the grant into a new file, retaining the data to be corrected. Use the row immediately below to indicate the changes requested.

Example:
The Department of Chemistry and Biochemistry falls into the NIH department combining name of Chemistry.


DEPT NAME

NIH DEPT COMBINING NAME

NIH MC COMBINING NAME

CHEMISTRY AND BIOCHEMISTRY (CHBC)

CHEMISTRY

SCHOOLS OF ARTS AND SCIENCES


For a department combining name change, select the new combining name and code from the approved list of NIH department combining names dept_name.csv.

For a major component combining name change, select the new combining name and code from the approved list of NIH major component combining names mc_name.csv.

Corrections to the data for your organization provided to the eRA Commons helpdesk by Friday, October 4, 2013 are guaranteed to be corrected in the eRA database.  Please enter “NIH Award Data Corrections” in the subject line.  Any changes not reported by this date may not be reflected in our reporting files.

It is recommended that you periodically check the RePORT Website for updates.  The website is refreshed weekly (every Sunday).

Inquiries

Please direct all inquiries to Commons@od.nih.gov.

 


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