NIH requires eRA Commons IDs for all senior/key personnel at the time of application submission, including international collaborators. An eRA Commons ID is required and must be done prior to NIH applications and Just-in-Time (JIT) submissions. For international collaborators, the ID must be created through the institution, not by the senior/key personnel. The collaborator’s home institution is responsible for obtaining and creating the eRA Commons ID. This requires the institution to complete the necessary registrations (NCAGE, UEI, and eRA Commons) and establish the account for the individual.
While NIH allows alternative methods than the steps listed below (applicant organizations creating accounts or individuals registering independently), these approaches introduce additional administrative burden, tracking complexities, and potential timing issues.
As a standard practice, applicant organizations (WashU) should not create eRA Commons accounts for external collaborators.
Important notes:
- Allow 2–4 weeks for full institutional registration
- eRA Commons registration can occur before full SAM.gov activation
- Credentials are required for all key personnel listed in NIH applications
Steps for collaborators to obtain an eRA Commons ID
Step 1: Obtain an NCAGE Code
International institutions must first secure a NATO Commercial and Government Entity (NCAGE) Code.
- Required for all foreign organizations
- This is not a new requirement, but is it a pre-requisite for the institution to register in SAM.gov.
Step 2: Set up an account in SAM.gov and Obtain a UEI
The institution must obtain a Unique Entity Identifier (UEI) after setting up an account SAM.gov.
- During set-up, validate your entity’s legal name and address. Once validated, the system generates your 12-character UEI. UEI is required to proceed with eRA Commons registration in Step 3.
- Complete full SAM.gov Registration
After application submission, but prior to Just-in-Time (JIT), the institution must complete full SAM.gov registration and activation. - Builds on the UEI
- Complete all required information and certifications
- Required for NIH processing beyond initial submission
Step 3: Register the Institution in eRA Commons
An authorized official (typically a Signing Official (SO)) must register the organization in eRA Commons.
- Only individuals with authority to represent the institution can complete this step
- This creates the institutional profile in NIH systems
Step 4: Establish Institutional Roles
During registration, the institution must designate:
- Signing Official (SO) – has legal authority and system access
- (Optional) Account Administrator (AA) – manages user accounts
- Access user role definitions
Step 5: Create Individual eRA Commons Accounts
Once the institution is active:
- The SO or AA creates accounts for all key personnel (PD/PI, collaborators)
- Key personnel cannot create their own accounts
Step 6: Confirm or Affiliate Existing Accounts
If the collaborator already has an eRA Commons account:
- The SO/AA can affiliate the existing account with the institution
- Do not create duplicate accounts
Step 7: Verify eRA Commons ID for Submission
Ensure the correct eRA Commons username (ID) is:
- Entered in NIH application materials
- Available for JIT or proposal submission requirements
Step 8: Complete full SAM.gov registration
- Create Login.gov account
- Use Login.gov information to access SAM.gov and initiate entity registration.
- Submit registration and await approval
Step 9: Register in Grants.gov
After application submission, but prior to JIT, the institution must register in Grants.gov.
- Requires active SAM.gov registration
- Needed for full participation in award processes.