Office of Sponsored Programs - 300.10 - Just-in-Time Submission Requirements


Office of Sponsored Programs - 300.10 - Just-in-Time Submission Requirements


This standard establishes the expectations for post-submission requests that need to be submitted to the sponsor.

Policy Statement

This standard represents the roles of Principal Investigators (PIs) and the Office of Sponsored Programs (OSP) in reporting Just-in-Time (JIT) information and reinforces OSPs the designated signatory authority regarding the University’s commitment to prevent scientific, budgetary, or commitment overlaps regarding funded research. Reporting JIT information requested by the funding agency is a two-fold process where the PI provides the JIT information and OSP officially approves the accuracy of the information prior to submitting it to the sponsoring agency. In particular, the National Institutes of Health (NIH) requires submission and approval of JIT documentation electronically through its monitoring system, eRA Commons.

The PI is responsible for notifying OSP when JIT information has been uploaded and is ready for final review and approval.

For other funding organizations that require post-submission information, the PI must provide the following to OSP for approval and routing to the sponsoring agency:

  • Cover letter signed by the PI
  • Post-submission documentation submitted to OSP for signature and approval
  • Copy of the notification from the sponsor requesting post-submission information


The University does not allow for approvals after submission of JIT documentation. All approvals must be completed and entered into eRA Commons prior to submission by OSP to the sponsoring agency.

The School of Medicine Sponsored Programs Office (SOMSPO) is responsible for JIT submissions emanating from the School of Medicine.

Related Requirements

Unit Policies, Standards, & Procedures

Contact Information

For questions regarding this operating standard and its related procedure, please contact

For questions regarding Pre-Award management or Post-Award administration, please contact the assigned Sponsored Projects Specialist (SPS).

For invoicing, reporting and other financial matters, please contact the assigned Sponsored Projects Accountant.
OSP Staff assignments may be found in RAMSeS or on the OSP website.


History Table
Date Description
07/01/2022 Revised to reflect the new office name.
05/15/2018 Revised to coincide with the release of the new OSP Website.

The operating standards in the Office of Sponsored Programs Operating Standards & Procedures Manual supersede any OSP operating standards, procedures and appendices previously included in the University Business Manual, a publication of UNC-Chapel Hill’s Division of Finance.

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Article ID: 132295
Thu 4/8/21 9:28 PM
Wed 6/26/24 6:05 PM
Responsible Unit
School, Department, or other organizational unit issuing this document.
Research-Office of Sponsored Programs
Issuing Officer
Name of the document Issuing Officer. This is the individual whose organizational authority covers the policy scope and who is primarily responsible for the policy.
Issuing Officer Title
Title of the person who is primarily responsible for issuing this policy.
Vice Chancellor
Policy Contact
Person who handles document management. Best person to contact for information about this policy. In many cases this is not the Issuing Officer. It may be the Policy Liaison, or another staff member.
Next Review
Date on which the next document review is due.
01/19/2025 12:00 AM
Last Review
Date on which the most recent document review was completed.
01/19/2024 12:00 AM
Last Revised
Date on which the most recent changes to this document were approved.
07/01/2022 12:00 AM
Effective Date
If the date on which this document became/becomes enforceable differs from the Origination or Last Revision, this attribute reflects the date on which it is/was enforcable.
07/01/2022 12:00 AM
Date on which the original version of this document was first made official.
07/01/2008 12:00 AM
Flesch-Kincaid Reading Level