Important Notices

Educational grants submitted today can be considered for events starting on September 8, 2017 or later.

How to Add a Third Party

Apply or Check Status of a Grant Application

-Log onto www.pharmaedgrants.com
-Sign in with registered username and password

 

For General Questions

Contact:
Phone: 1-800-746-6998
Email: JBIgrantsoffice@its.jnj.com

 

Frequently Asked Questions

Top Questions

  • What happens if my third parties or authorized signers do not show up in the drop down windows during the request?

    The third party organization must be registered in the system before they appear on the verified list. When you enter the contact information for that third party, they will receive an auto-generated email inviting them to register within the system. Once registered, the third party will be available for you to select in your application How to Add a Third Party.

  • Why do I need to identify someone that has legal authority to sign on behalf of my organization?

    If the organization submits a grant that is provisionally approved, the organization must have an authorized individual sign the Letter of Agreement (LOA). During the registration process, applicants must identify the individual who has the proper (legal) signing authority to execute the LOA on behalf of the organization requesting the grant. The authorized signer must register in the grants system.

  • How will I know if my request has been approved or denied?

    If your grant is approved, an email will be sent to the authorized signer for further action. If your grant is denied, the requestor will receive an email notification regarding this decision. Both the requestor and authorized signer can check the status through “My Actions” of the grants system.

  • Is a final reconciliation required on all grants?

    Yes. All approved grants will require a final accounting of how the funds were used. Soon after the scheduled end date of the activity, an email notification to report final actual costs versus estimated costs is sent to the submitter.

  • What are the appropriate company name and logo to be used in order to acknowledge The Company’s support of the program?

    The appropriate company name is Janssen Biotech, Inc. To request a logo, please contact JBI at 1-800-746-6998 or JBIgrantsoffice@its.jnj.com and provide the grant ID. Please note that logos can only be provided after final approval of request.

 

General Questions

Registration

  • How do I register my organization/institution?

    Go to www.pharmaedgrants.com, and click on the “Register” button to complete the required information. Once registration is complete, you may begin to submit grant applications immediately.

  • Is it possible to have more than one person register from a single organization or location?

    Yes. Organizations are identified by their Organization Tax ID number, which is entered during the registration process. The Educational Grants System will allow you to create more than one user account for a given organization and/or location by selecting the same Organization Tax ID number/location address during the registration process.

  • I am associated with several organizations. Do I need to register separately for each?

    Yes. If the organizations have separate Tax ID numbers, you will need to register separately for each and provide a unique email for each.

  • I work at several locations/branches within a single organization. Do I need to register separately for each location?

    No. If all of the locations/branches are under one Tax ID, they are all considered as a single registration.

  • Is it possible for a user account (a single email identifier) to be associated with multiple organizations?

    No. The system does not allow one user account to be associated with multiple Organization Tax ID numbers.

Submission Process

  • Can my local sales representative assist me with completing the application process or apprise me of the status?

    No, only the Grants and Charitable Contributions Department may assist you with your request. Status updates are available by clicking “My Requests” on the grants portal to check the status.

  • What is the difference between “My Actions” and “My Requests” inboxes?

    “My Actions” (displayed upon login) shows any grants in your queue that require immediate actions i.e. unsubmitted, awaiting additional information, pending Letter of Agreement (LOA). This allows you to see any tasks you need to complete when you first log into the system. The “My Requests” inbox shows a history of all grants submitted by the user and site. You will only be able to take action on requests you have submitted, but you will have read-only access to requests submitted by others in your site(s).

  • My organization is a Medical Education and Communication Company (MECC) that is an ACCME-accredited provider of CE. Can we submit an educational grant application to JBI?

    No. Accredited MECCs are not eligible to directly receive grant funding. However, an eligible organization may choose to collaborate with a third party such as a MECC to assist in the development or execution of an educational activity.

  • Our Professional Medical Society wishes to submit a grant application to support an educational activity at our annual meeting. It will be certified for CE. Are we eligible to submit an application?

    Yes. Your Society represents healthcare professionals who provide direct patient care. If your organization is an ACCME-accredited provider, you may submit an application.

  • What are the requirements and necessary documents/information needed to initiate a new grant request?

    For information on requirements for specific grant types please refer to the Requirements for Grant Requests section on our company website.

  • Can I complete part of the grant request and return to it later?

    Yes. If you are unable to complete your grant request in one sitting, you may save the request and come back to it later by clicking < Save & Continue Later > at the bottom of the page. At any time before the submission of a grant request, you will have the opportunity to come back and make changes to the request.

  • Can I submit one application for multiple activities?

    Yes, one application can be submitted for a related series of activities such as a grand round series, or a multiple component grant (live event with enduring activities).

  • Can I submit more than one application at a time?

    Yes. Organizations may submit multiple requests into the system. Each must be treated as a separate application.

  • Can I fax or mail in my request?

    No. Unfortunately, we no longer accept fax or emailed requests. Applications must be submitted online through the Grant Management system.

  • Is there a cut-off period for an organization to submit a request?

    No. However, all requests should be submitted 6 weeks in advance of the event to ensure sufficient time for review.

  • As a Chief Resident, may I submit a request for travel funds to attend a national scientific meeting?

    No. In accordance with AMA gift guidelines, the academic institution is responsible to select who may be eligible to attend major scientific meetings and for disbursing funds as appropriate. Therefore, only fellowship directors, department heads, or other full time employees who are empowered by the institution may submit requests that benefit physicians in training such as fellows, residents, or medical students.

  • What is the required lead time for submitting a request?

    All requests must be received at least 6 weeks prior to the start date of the activity.

  • How will I know if my grant request was successfully submitted?

    Once your request has been submitted, you will receive a confirmation email. You can also look in “My Requests” within the Grants system to check the status of your grant. If you still have questions, please contact the Grants and Charitable Contributions help line at 1-800-746-6998.

  • How can I check the status of my grant request?

    You can check the status of a grant request by clicking on “My Requests” within the grants system.

  • I am having trouble attaching multiple documents. How can I submit the information?

    The system allows a maximum of six (6) attachments per application. There are not any limitations on use of special characters. Users can paste text into most fields in the system. Documents can be any basic document types (i.e. Word (.doc), Excel (.xls), PowerPoint (.ppt), and/or PDF (.pdf), images, text files, etc.). Zip files are not permitted.

  • In the required budget template, should I provide the entire activity budget or just the portion for which I am requesting funding from The Company?

    We require that the overall expenses of the program (Total Program Costs columns), as well as the requested funds (Requested Funding from Janssen Biotech columns) are captured in the budget form in the application.

  • How do I add or make changes to a document after submitting an application?

    Please contact Grants and Charitable Contributions help line at 1-800-746-6998 Monday through Friday, from 9 AM to 5 PM Eastern time.

  • How do I access and manage my grants?

    Log in to the grants portal to access “My Requests” on your homepage and take the appropriate action.

  • Can I request a grant for an activity that has already occurred?

    No. Requests for support must be received at least 6 weeks prior to the date of the activity.

  • How do I add a third party during the application process?

  • I already registered as a third party. How do I confirm?

  • I received an email saying additional information is needed. How do I submit the requested information?

Review

  • What kinds of activities can be supported by educational grants?

    JBI can provide support to CE/CME certified educational activities, non-certified independent educational activities, patient education, travel fellowships, and research/clinical fellowships.

  • What types of organizations are eligible to receive an educational grant?

    Educational grants may be awarded to for-profit, nonprofit, and 501C3 tax-exempt organizations. Educational grants for certified independent educational activities may only be provided to an accredited organization that is an academic medical center, hospital, medical society, professional association, pharmacy, nursing, governmental agency or quality organization that are directly involved with patient care. The applicant must be an ACCME accredited provider that is engaged in or represents healthcare professionals who provide direct patient care.

  • Will Janssen Biotech, Inc. contact me with questions about my application?

    Yes. On occasion, a grants associate may contact the submitter to request additional information or clarification on the submission. However, this is not a frequent occurrence. In most cases, the information provided within the application is sufficient for reviewers to decide whether or not to fund a request.

Decision

  • Will my funding to my organization be made public?

    If your grant is accepted, Janssen Biotech reserves the right to post the information regarding funding under this agreement on a publicly accessible web site. This includes the identity of the recipient, the monetary value of the funding, the purposes for such funding, and other information as the Company determines appropriate.

Payment

  • How do I set my organization up for web invoicing?

    Click here to read how to sign up for Web Invoicing.

  • How do I set myself up for Electronic Fund Transfer?

    Click here to read how to sign up for EFT.

Reconciliation

  • Am I required to reconcile my budget and return any unused funds?

    Yes. To the extent that any of the funds are not used for the activity as defined in the written agreement, the provider must return any unused or excess funds to The Company.

Technical Issues

  • Who can I contact with questions about the grant application process or help with the website?

    For Technical Assistance: Please email support@polarismanagement.com. For general questions about grant submissions, please contact Janssen Biotech via email at JBIgrantsoffice@its.jnj.com. You may also call 1-800-746-6998.

  • Will the system time out?

    Yes, after 2.5 hours of inactivity, the system will time out and you will need to log back in from the home page. If you are in the middle of an application, navigate to “My Requests” to access your in-process application. If you time out while registering, your profile will only be saved if you have completed the step to enter your email address and password.

  • I lost my Grant Identification Number. How can I retrieve it?

    The new Grant Management System allows you to view a dashboard that shows all your organization’s submission activity and status. Simply use your login and password to access the dashboard.

  • What do I do if my login and/or password don’t work?

    Go to your home page and click on the link ‘Lost Password’ to reset your password. If you are still unable to access, please contact the support desk at support@polarismanagement.com.

  • How do I print a copy of my grant application?

    Prior to submitting the request you will have an option to print to PDF (in the upper right corner) if you would like to do so. This print option will also be available after the request has been submitted.

  • What if I do not receive e-mail notifications?

    Please perform the following actions: 1) Check SPAM and/or Junk email folders; once located, right-click on the email and select the option under ‘Junk E-mail’ to ‘Add Senders Domain to Safe Senders list’. 2) Alternatively, you can also manually add support@polarismanagement.com to the safe senders list by taking these steps: a. Click on Actions, then locate the ‘Junk E-mail Options’ b. Click on the tab for ‘Safe Senders’ c. Click ‘Add’, type in support@polarismanagement.com and click ‘OK’

Miscellaneous

  • What if I enter false information?

    Knowingly providing false information or failing to answer all questions truthfully and completely may be grounds for not accepting grant requests, halting existing grants, or barring organizations from future requests. Falsifying an application, attempting to violate the privacy of others, or attempting to compromise the operation of this system may also be criminally punishable.

  • If I have a grant that was approved prior to 2011 and the activity completed prior to 2011, will I have access to the grant in the new system?

    No, grants that were completed (activity occurred) prior to 2011 will not be accessible externally in the new system. Please contact Janssen Biotech, Inc. at 1-800-746-6998 or JBIgrantsoffice@its.jnj.com and provide the grant ID to obtain information about grants completed prior to 2011.

  • How can I submit a request for a charitable special event or charitable contribution?

    Click here to be linked to information on applying to JBI for a Charitable Contribution

  • Who do I contact to request funding for an exhibit or sponsorship?

    Such questions should be directed to the local sales representative. If you don’t know who your rep is, you may call (800) 526-7736 and ask for the contact information of the sales representative that covers your area.

  • Can I submit a grant request if there are no posted RFGAs/RFPs?

    Yes. Grants are not required to be associated with an RFGA/RFP. We review grants on an ongoing basis.

  • How do I find out if there are any current/open RFGAs/RFPs?

    Notifications of current RFGAs/RFPs are posted on our website.

  • Who do I contact if I have questions about the information provided in the RFGA/RFP communication?

    Call the help line at 1-800-746-6998.