Submission Policies

Due Dates on Holidays/Weekends
When a postmark/submission date falls on a weekend or Federal holiday, the application deadline is automatically extended to the next business day.

Note: if the submission deadline shifts beyond the expiration date of the FOA, applicants submitting electronically may receive a warning message from Grants.gov. This warning will not keep your application from processing through Grants.gov. As always, applicants must check the eRA Commons to view their application and to ensure they have addressed any errors (instances of non-compliance with NIH business rules) identified by NIH systems.

Late Applications
Permission is not granted in advance for submission of a late application. Late applications are accepted only in extenuating circumstances. If an application is submitted late, a cover letter explaining the reasons for the delay must be included with the signed, completed application. Late applications are evaluated on an individual basis considering the reasons provided. Contacting the Division of Receipt and Referral in advance will not influence the acceptance of a late application. See NIH Guide Notice dated December 17, 2014 - NIH Policy on Late Submission of Grant Applications.

Continuous Submission Policy
An alternative submission policy is available for certain applications submitted listing as PD/PI individuals serving as appointed members of NIH chartered standing study sections, NIH Boards of Scientific Counselors, NIH Advisory Boards or Councils, NIH Program Advisory Committees, and/or peer reviewers who have served as regular or temporary members six times in 18 months. This policy applies to R01, R21, and R34 applications that would normally be received on standard application submission dates (not special receipt dates). See Continuous Submission.

Prior Agreement Required for $500,000+ Direct Costs
For applications requesting $500,000 or more direct costs for any year, applicants must seek agreement to accept assignment from Institute/Center staff at least 6 weeks prior to the anticipated submission of any application. See NIH Guide Notice dated October 16, 2001. This policy does not apply to applications submitted in response to RFAs or in response to other Announcements that include specific budgetary limits.

New Investigator R01 Applications
See NOT-OD-07-083 for special conditions and due dates for new investigator resubmission applications submitted for consecutive review cycles. Note these applies only to new investigator R01s submitted for standard receipt dates and reviewed in recurring study sections in CSR.

Post Submission Application Materials
NIH accepts limited information between the time of initial submission of the application and the time of initial peer review. See NOT-OD-10-115.

Resubmission Policy
NIH permits one resubmission of an unfunded application (see NOT-OD-09-016). Resubmissions (A1) must be submitted within 37 months of the new (A0) application (see NOT-OD-10-140).

Following an unsuccessful resubmission (A1) application, applicants may submit the same idea as a new (A0) application for the next appropriate new application due date (see NOT-OD-14-074). 

For more details on the Resubmission Policy, visit the Resubmissions webpage.

Evaluation of Overlapping Applications
While NIH no longer limits the number of times you can submit an application with essentially the same content and scope as an earlier unsuccessful application, it is not allowable to have overlapping applications under review at the same time. NIH Guide Notice NOT-OD-14-074 includes detailed guidance about NIH's submission policies.

Weather/Other Disasters
In case of severe weather or other disasters that result in the closure of institutions, NIH will often issue a notice in the NIH Guide for Grants and Contracts.  These Notices routinely state that NIH understands the problems caused by the closures and that it is reasonable for applications to have an extension of time for the number of days the institution is closed; the reason for the delay must be documented in a cover letter.  Even if NIH does not issue such a Notice, the practice will apply for such institutional closings. See NIH Extramural Response to Natural Disasters and Other Emergencies.

Submission Policies (Paper Applications)

Paper applications may only be submitted if required by the funding opportunity announcement.

Mailing

  • Mailing labels in:
  • Send all applications and other deliveries to the Center for Scientific Review via courier or the USPS
  • Applications may not be delivered by individuals. See NIH Guide Notice dated April 22, 2003
  • The ZIP code used for courier deliveries is different from the one used for the United States Postal Service (USPS). See NIH Guide Notice dated April 22, 2003.
  • Proof of Mailing consists of either:
    1. legibly dated U.S. Postal Service postmark, or
    2. dated receipt from a commercial carrier or the USPS
  • Private metered postmarks are not acceptable

Dates

Standard Postmark/Submission Dates ("send by")

  • Includes the following applications submitted for the dates listed in the Paper Applications - PHS398 table above:
    • Investigator-Initiated Applications (not in response to a particular announcement)
    • Program Announcements (PAs)
  • On time if the application is postmarked/courier-dated by the date listed in the Paper Applications - PHS398 table above

Special Receipt Dates ("arrive by")

  • Includes the following applications in response to announcements with unique receipt dates specified in the announcement:
    • Requests for Applications (RFAs)
    • Program Announcements with special Referral guidelines (PARs).
  • On time if the application is either:
    1. Received by ("arrived by") the specified date, or
    2. Received after the specified date if it has a legible proof-of-mailing dated not later than one week prior to the specified date. If the announcement indicates resubmissions/renewals/revisions are allowed, then these are made on the special receipt dates, not the Standard Receipt Dates.