Awards Web Form Reference Guide

Overview

The Awards Web Form is used by authorized staff at the NIH to submit and track non-ratings-based awards submitted to the Office of Human Resources (OHR). 

Accessing the Awards Web Form

The Awards Web Form is accessed via the HR Request page

Need Access? Visit the HR Systems Access Page for more information.

HR Request Page

Submitting an Individual or Group Award: Sections

The Awards Web Form is comprised of sections which are completed in consecutive order.

 Sections with an asterisk indicate that the section will only appear for certain award types.

Verify Identity

This section displays your NIH position information to confirm who is submitting the award package.

POP Verify Identity Section
  • Your Name
  • Organization
  • Position
  • Email
  • Phone

Employee Info

This section captures the nominee(s) position information.

POP Employee Info Section
  • Employee ID
  • Employee Name
  • IC/Admin Code
  • Position Information

Note: The Employee Lookup excludes the following employee types: Contractors, Volunteers, Senior T5/T38 positions serviced by DSSEM, Commissioned Corps staff & supervisors, Pay Plans: ZZ, CC, ES, EI, EX, and former/recently separated NIH employees.

Award Info

This section captures details of the award.

POP Award Info Section
  • Award Type
  • Award Nomination Period
  • Total Award Amount
  • Proposed Effective Date

 Justification

This section captures a brief justification for the award. 

POP Justification Section

Note: The justification must be at least 10 characters long. 

Reminder: Attachments (e.g. full-length justification) can be added in the Confirmation section.

 Scale

This section captures the details of the nominee’s contribution to their IC or the NIH. 

POP Scale Section
  • Do you know the tangible first year benefit amount?
  • Enter the tangible savings first-year benefit amount

If the tangible first year benefit amount is unknown:

  • Describe the value of the benefits of employee’s actions
  • Describe the extent of the employee’s actions

IC Approvals

This section captures the following staff involved with approving and processing the award package.

POP IC Approvals Section
  • Initiating Official
  • Endorsing Official (Optional)
  • Approving Official
  • Fiscal Official (Optional)
  • HR Reviewing Official

Review/Submit

This section provides a summary of the award nomination. Comments may be added in this section. 

POP Review-Submit Section
  • Award Type
  • Awardee
  • Approved Award Value
  • Nomination Period
  • Proposed Effective Date
  • Justification
  • HR Specialist
  • Comments for HR (optional)

Confirmation

This section includes the option to attach documents to the award package submission. A confirmation message will display after successful submission of the award package. The confirmation message includes the WiTS number and HR Specialist's name.

POP Confirmation Section

Note: Documents of any type (Word, Excel, PowerPoint, PDF, etc.) can be attached. There is no size limit for attached files however, it is recommended that the total size of all files you attach be under 50MB (most commonly attached documents tend to be less than 1MB).

POP Confirmation Section2

Reviewing Your Award Submissions and Drafts

The Award Submissions page displays drafted, submitted, and processed award actions that you have submitted.

Modifying or Cancelling an Award

Modification and/or Cancellation requests can be submitted from the Award Submissions page. The details of the request are received by the HR Specialist processing the award package. 

Award Submissions page

The Awards Process Overview

POP Process

Communicating Status: Email

As HR reviews and processes the award, automated email notifications are sent from the system to relevant parties to provide status information.

Subject: Award Action #12345 for Employee Name/Group Name has been processed
-Sent to the IC Requestor and Initiating Official after HR has processed the award action in WiTS.

Subject: Award Action #12346 for Employee Name has been processed  
-Sent to the nominee’s supervisor after HR has processed a monetary award action in WiTS.

Subject: Time Off Award #12347 for Employee Name has been processed
-Sent to the nominee’s supervisor after HR has processed a time off award in WiTS.

Subject: Modification to Award #12348 for Employee Name/Group Name Modified by OHR
-Sent to the IC Requestor and Initiating Official after HR has completed the modification request in WiTS.

Subject: Award Request #12349 for Employee Name/Group Name Cancelled by OHR
-Sent to the IC Requestor and Initiating Official after HR has completed the cancellation request in WiTS.

Subject: Request to Cancel Award Request #12340 for Employee Name/Group Name Rescinded by OHR
-Sent to the IC Requestor and Initiating Official after HR has rescinded the cancellation request in WiTS.

Subject: Receipt of Award for Employee from Outside IC
-Sent to the nominee’s supervisor after an award action is submitted for an employee outside of the nominating IC’s area.

Related Reporting

The Non-Ratings Based Awards Report and the Status Report capture all awards that have been submitted to HR, via the Web Form. These reports are located within the IC Report List

  • The Non-Ratings Based Awards report contains two views:
    • Overall Award Nomination Info – Provides summary award information.
    • Awardee Detail Info – Provides more detailed information regarding each nominee included in an award.

Is this a report that you will be running on a regular basis? Learn more about automated report delivery via the WiTS Report Subscription Service.

For questions, please contact TheWiTSProjectTeam@nih.gov.
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