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This is Part 7 of the Grants Policy and Management Training for Foreign Investigators.
To continue funding each year, NIAID grantees must complete a progress report. For domestic grants, read Strategy for Your Grant in the Strategy for NIH Funding.
For more reporting requirements, see Part 8. Other Reporting Requirements.
Your initial award established the planned length of your grant and your first year of funding. Keep in mind that the approval of your initial award does not commit the U.S. to an additional award or dollar amount.
NIAID will fund the next year of the grant only after we approve your progress report. Be sure to send it on time and make sure it's complete.
Your progress report is the official request for funding. It explains the grant's progress, detailed budget, and any other changes such as key personnel. NIAID uses this report to decide whether to continue funding your grant and if so, at what level. Your progress report is just as important to your funding as was your original application.
If you need help with your progress report, contact your grants management specialist or program officer listed in the eRA Commons.
Progress reports are due 60 days before the start of the next year of the grant. For example, for a budget start date of April 1, your report is due to NIH on February 1.
Make sure you are fully aware of all of your due dates. You won't get warnings or reminders from us or NIH. We won't contact you about it until two weeks after your progress report was due.
It's a good idea for the principal investigator (PI) to keep track of the dates when he or she must send the institution's business office information and to check that the business office has sent it to us.
Find a list of your institution's due progress reports in the eRA Commons. First, find the Institutional Profile File (IPF) number using the IPF Number Search. Then use that number to run a Progress Report Search by IPF Number.
Remember that late progress reports result in late and possibly reduced awards.
And if we contact you about missing information, respond as quickly as possible. We won't fund your next award if we receive an incomplete progress report.
Your program officer reviews the progress report to make sure you have made sufficient progress to justify our continued funding of the project. Grants management specialists perform an administrative and sometimes a fiscal evaluation of the progress report.
Here are some of the items they will consider:
As a foreign grantee, you must submit a full progress report on paper with a detailed budget.
Prepare the report by completing the PHS 2590 forms. Follow the official PHS 2590 instructions for paper reports with a detailed budget.
Subawards. If you have subawards, do the following:
On the face page of the PHS 2590, provide the following information:
For clinical research, you will have other reporting requirements.
Also note the following:
If the answer is yes for research animals, provide the organization's animal welfare assurance number.
Read more on developing the detailed budget below.
Provide this information to receive the next year's funds.
Indicate all work sites and the type of research conducted at each site. Use additional pages, if necessary.
For clinical trial units, put the name and address of each research site and other subawards conducting work (e.g., labs, pharmacies).
Your organization's signing official must sign and date the grant progress report. Without this signature, NIAID will not issue a Notice of Award.
The principal investigator does not sign the progress report. Instead, he or she signs and dates a signature assurance for each progress report. The institution files the assurance document in case we ask to see it. Find details about signature assurances in the April 7, 2006, NIH Guide notice.
For applications with multiple PIs, all PIs must file a signature assurance.
For the budget part of the progress report, provide a detailed budget.
Include a justification for items and amounts that have significantly changed from what you proposed. Examples are rebudgeting more than 25 percent of funds within a category or a significant change in level of effort for the PI.
Also explain if an unobligated balance is likely to be more than 25 percent of the current year's total award.
You cannot request more for direct costs and total costs than the level shown on your most recent Notice of Award unless NIAID has contacted your institution with different funding information, as we do for clinical trial unit (CTU) awards.
Here are more details you need to provide:
Report on the key personnel listed in the Notice of Award. If you want to add new key personnel, provide your business office with the following:
Do not include information for other significant contributors unless their involvement has changed and they are now key personnel. Refer to the PHS 398 application instructions for definitions, policy, and format for other support.
Your business office sends the request for NIAID's approval through the grants management specialist listed in the eRA Commons.
The Progress Report Summary—form page 5—should describe in detail the research accomplishments during the reporting period.
The summary's maximum length is two pages, excluding the publication list and Inclusion Enrollment Report. NIH limits the kinds of information that may be placed in an Appendix. For rules on including images, publications, and other content, read What to Add and Not to Add in an Appendix in the Strategy for NIH Funding.
In this section, explain significant changes to the project, e.g., other support for key personnel or level of effort for the PI or other personnel. Include the sections below in this order:
If you have a multiple PI grant, you need to note any changes to the leadership plan by marking "change" on the Progress Report Summary. Describe changes to communication plans, procedures for resolving conflicts, and the administrative, technical, and scientific responsibilities for the PIs.
Read the Progress Report Summary section of the PHS 2590 instructions for more details. The PHS 2590 page includes examples for several sections.
Describe the following for each unit:
Here is a brief overview of the remaining sections of a progress report. Read the PHS 2590 instructions for more details.
Your organization's signing official signs the paper progress report. The PI does not sign; read more on signatures at Applicant Organization Certification and Acceptance, Item 13.
Then the business office mails it to the following address:
Division of Extramural Activities Support, OERNational Institutes of Health6705 Rockledge Drive, Room 2207, MSC 7987Bethesda, MD 20892-7987 (Use this ZIP code for the U.S. Postal Service, including express mail.)Bethesda, MD 20817 (Use this ZIP code for commercial carriers such as FedEx and UPS.)U.S.
Last Updated August 13, 2014
Last Reviewed August 13, 2014