See the Glossary for more terms.
Table of Contents
Read the questions and answers below or see the Table of Contents above.
If you have a question about your award, call your grants management specialist. Each award has its own characteristics.
If you have a general question, read Strategy for Your Grant in the Strategy for NIH Funding, which outlines the steps to take before we issue an award and what to do to maintain it.
See our NIAID Grant Awards—General Information Questions and Answers and read the Strategy for NIH Funding.
Expect a Notice of Award within six to eight weeks after second-level review by our advisory Council, earlier if it underwent expedited second-level review. This could take longer if the study section had human or animal concerns or you have a complex grant type.
You may be able to start spending funds before getting your Notice of Award. Read Can I start spending funds before my approved start date? in NIAID Grant Awards—General Information, and find more details in Early Grant Awards Questions and Answers.
These resources may help:
Your assigned grants management specialist can also answer questions. He or she is listed in the Notice of Award and in the eRA Commons.
NIAID does not approve additional costs, such as salary changes, caused by a transfer. However, we do pay for higher facilities and administrative costs, if we have the funds. When negotiating with a new institution, keep any added expenses in mind.
Check your Notice of Award to see if you have automatic carryover. If not, your institutional business official should send a request to your grants management specialist. See the Carryover Requests SOP for detailed instructions.
No. Your grant funds cannot pay for any activities outside the grant. Since the fellowship is separate, you need to find another way to cover those costs.
Yes. Grantees may incur preaward costs before the beginning date of a noncompeting grant. However, there is risk involved since NIAID does not have to issue an award or increase the amount of the approved or committed budget.
If you haven't received funds within a week after your budget start date, contact your grants management specialist to see if there are issues or concerns that have delayed the award.
Yes. See Can my salary increase each year? on Salaries and Stipends Questions and Answers.
The answer depends on the terms of your award and type of institution. Speak to your business office, then contact your grants management specialist about your situation.
Your institution doesn't have to give you a salary increase even if it was built into your budget. But for most grants, you can rebudget your grant money for another purpose as long as the unused dollars are less than 25 percent of total costs.
Depending on your award, you may need prior approval to do this. Read Grantees Can Take Many Actions Independently in the Strategy for NIH Funding and Prior Approvals for Post-Award Grant Actions SOP for more information.
Yes. See Can I increase my effort on a grant without increasing my salary and thus keep my budget the same? on Salaries and Stipends Questions and Answers.
Your institution's business office does this through HHS's Division of Cost Allocation. Learn more at its Program Support Center.
Seek guidance from your institution's business office.
In most cases, your grant support pays for direct costs plus facilities and administrative costs (previously known as indirect costs) negotiated for your institution. See Make Sure Your Institution Has Negotiated F&A Rates in the Strategy for NIH Funding.
Foreign institutions may use an F&A rate of up to 8 percent of direct costs, excluding equipment. Read more at Facilities and Administrative Costs in our Grants Policy and Management Training for Foreign Investigators.
NIH or NIAID notifies you. Also read Prepare Your Just-In-Time Information and Prepare Your Other Support Submission in the Strategy for NIH Funding.
Negotiate with an NIAID grants management officer or specialist. See NIAID Staff Roles Questions and Answers, and read Negotiation Determines Your Terms of Award in the Strategy for NIH Funding.
If NIAID approves everything in your application, give us any information we ask for and accept our funding.
Sometimes, a study section changes the scope, Specific Aims, budget, or duration of your award. Work with your grants management specialist and program officer to revise your project or restore the funds, years, or aims in your application.
Keep keep in mind that we try to fund all approved aims, but we might not have leeway to make the changes you need.
For more information, see the Grants Negotiation SOP and Negotiation Determines Your Terms of Award in the Strategy for NIH Funding.
We require reports on your project's scientific progress and financial status as well as any inventions you have produced to maintain your award. For details, read Your Reporting Requirements in the Strategy for NIH Funding.
Go to Understand the Annual Progress Report in the Strategy for NIH Funding. Also see the following pages:
For information on your final progress report, go to File Your Final Reports at Award End in the Strategy for NIH Funding.
Your institution reports this information through the eRA Commons on a Federal Financial Report. Read more at Know When to Submit Financial Reports in the Strategy for NIH Funding.
If your award uses the streamlined noncompeting award process (SNAP), your institution sends one final Federal Financial Report within 120 days after your grant's end date.
For non-SNAP awards—mostly foreign grants, training grants, cooperative agreements, and small business awards—your institution submits this data annually within 90 days of the end of the calendar quarter in which your budget period ends, in addition to a final cumulative report.
Note: these are separate from quarterly reports on financial transactions. Those reports use the same form but go directly to the Department of Health and Human Services—NIH does not collect or review that information.
For more on financial reporting and a table that tells you when your institution must send its reports, go to Know When to Submit Financial Reports in the Strategy for NIH Funding.
Yes. Grantees and contractors must report inventions resulting from NIH support. Read Invention Reporting Has Four Parts in the Strategy for NIH Funding.
The Annual Report on Possible Research Misconduct is a form your institution must file with the Office of Research Integrity certifying that it has a process for responding to allegations of research misconduct.
The form must also include any reported allegations of misconduct over the past year. ORI will impose a bar to award if it does not receive this report.
For more information, see the Bars to Grant Awards—Research Misconduct SOP.
Go to Grantees Can Take Many Actions Independently and Some Actions Require Our Approval in the Strategy for NIH Funding and read the Prior Approvals for Post-Award Grant Actions SOP.
No. Changes in the Specific Aims approved at the time of award and other changes in scope require prior approval from NIAID. See What Constitutes a Change in Scope? in the Strategy for NIH Funding and the Prior Approvals for Post-Award Grant Actions SOP.
Not usually, but if rebudgeting results in a change of scope, our approval is necessary. See What Constitutes a Change in Scope? in the Strategy for NIH Funding and the Prior Approvals for Post-Award Grant Actions SOP.
Yes. Seek our approval if any of the key personnel want to withdraw, take more than three months off at a time, or reduce the time devoted to a project by 25 percent or more.
Contact your grants management specialist to request prior approval from NIAID.
When a PI moves to another institution, the original grantee institution can either release the award to the new institution, keep the award and nominate a new PI, or terminate the award.
For paper or email requests, use the PHS 398. For electronic requests, follow the instructions in the Change of Grantee Organization (Type 7 parent) announcement.
Read the Prior Approvals for Post-Award Grant Actions SOP. If you have questions, contact your grants management specialist or the program officer.
Yes. You can extend a project period for most grants once by up to 12 months without NIAID's approval—simply submit the request through the Commons or notify your grants management specialist of your plans. See the No-Cost Extension SOP for more information.
Yes, as long as you stay within the scope of your grant, you may increase your effort.
However, if any change might indicate a change in scope—for example, rebudgeting by more than 25 percent of the total costs of the award—you need to request prior approval from your grants management specialist. Read What Constitutes a Change in Scope? in our Strategy for NIH Funding.
No. At NIAID, we require prior approval for significant (25 percent) changes in effort for only the following people:
Also, on multiproject or program project grants, NIAID requires prior approval for project and core leaders, though these people would not normally be listed in Section IV.
Your institution may determine other people are "key personnel" that we do not.
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Last Updated April 09, 2015
Last Reviewed June 05, 2012