See the Glossary for more terms.
<< Part 7. Annual Progress Report · Training Index
This is Part 8 of the Grants Policy and Management Training for Foreign Investigators.
Find details here on all the reports required by NIH and the U.S. government for NIH grantees.
You may also be subject to audit requirements, and your institution may have to report executive compensation and subaward information to NIH.
Make sure you know all of your due dates since you won't get warnings or reminders. If NIAID contacts you about missing information, respond as quickly as possible. The PI also needs to keep track of when the business office needs information and check that the business office has sent it to us.
PIs play a large role in preparing the reports, though they don't actually submit them. The PI gives information to the business office so it can send the reports.
Know your due dates.
If your submission is late or incomplete, you will not get an award or may get a reduced amount depending on the information missing.
Send to NIH within 90 days after the end of the calendar quarter in which your budget period ends. Also send one final report within 90 days after end of the project period.
For a table that tells you when to send this report, go to Know When to Submit Financial Reports in the Strategy for NIH Funding.
Send to NIH 60 days before the end of the budget period. See Part 7. Annual Progress Report.
For foreign grants, renew at the end of the project period (usually five years) with the Office of Laboratory Animal Welfare.
Grantees must report their expenditures to NIH in a Federal Financial Report (FFR). Your FFR shows your expenditures and the status of your funds, including any supplemental awards or revisions.
Note: Due to a change in payment method for foreign awards made in fiscal year 2013, NIH is considering the annual FFR for awards starting in FY 2012 as the final FFR. For details, read the August 12, 2012, Guide notice.
For initial awards made after October 1, 2012, grantees should use the currency rate that's in effect when funds are issued from the Payment Management System. For more on PMS, see Part 6. Receiving and Spending Money.
Be on time! FFRs are due within 90 days after the end of the calendar quarter in which your budget period ends. If your report is not up to date, NIH will withhold your funds. Your failure to submit a timely and accurate report may also affect your future funding from us.
Submit the FFR electronically through the eRA Commons.
For information on progress reports, see Part 7. Annual Progress Report.
Your final Federal Financial Report should indicate the exact balance of unobligated funds.
If you apply for a renewal, you do not need to submit a final progress report since you documented the progress of the research in the renewal application.
Your final progress report helps NIAID staff evaluate your research and should include the following:
Your final Federal Financial Report is due within 90 days after the end of the grant's budget period; the institutional business official must submit it electronically through the eRA Commons.
NIH strongly encourages electronic submission of the final progress report and final invention statement through the Closeout feature in the Commons.
You may email your final progress report and final invention statement as PDF attachments to the NIH Central Closeout Center at DeasCentralized@od.nih.gov.
If you choose to submit paper reports, you can find PHS 2590 and HHS 568 at NIH Forms and Applications.
Your organization's business office sends the final progress report and invention report to the following address:
NIH Centralized Processing Center6705 Rockledge Drive RM 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.
Or your organization's business office can fax the completed forms to +1-301-480-2304.
You will need to arrange for an annual audit if your institution spends $500,000 or more a year of HHS award money. You can use a public accountant or a federal, state, or local governmental audit organization.
While the auditing organization is your choice, the audit must meet our standards. The Federal Audit Clearinghouse will reject substandard or incomplete audits.
Foreign grantees can satisfy audit requirements with either of two audit types:
Foreign organizations should submit their audit reports to:
National External Audit Review Center HHS Office of Inspector GeneralHHS Office of Audit Services1100 Walnut Street, Suite 850Kansas City, MO 64106-2197U.S.
Grantees usually have 30 days after the receipt of the auditor's report or nine months after the end of the organization's fiscal year, whichever comes first, to respond to audit findings.
Find more information online:
Your institution must keep its project records accessible for three years after the grant ends. If an issue arises, we may need to verify your records, which must include all data and fiscal information.
For details, read Retention and Access Requirements for Records, 45 CFR Part 74.53.
Keep in mind that other people can gain access to information concerning a grant through a Freedom of Information Act request. If other scientists formally request nonproprietary information from a grant or application, our FOIA office will provide it.
Last Updated August 13, 2014
Last Reviewed August 13, 2014