When your grant ends, you aren't done yet; you must complete the closeout process by sending acceptable final reports on time.
Submit Your Final Reports After Your Grant Project Ends
You have up to 120 days after your project period ends to submit grant closeout reports. You don't have to wait until all closeout reports are ready to send them; after your grant ends, we advise you to send each report as soon as you are ready to submit it.
If you have inquiries about closeout, send them to the Office of Policy for Extramural Research Administration (OPERA) FFR Reconciliation and Financial Closeout Support Center at OPERAFFRInquiries@od.nih.gov.
Most research grants require the following three closeout reports:
- Final Federal Financial Report (FFR) (SF 425).
- You must submit the FFR electronically through Payment Management System (PMS). The "Manage FFR" button in the eRA Commons navigates to there.
- Final progress report
- Final Invention Statement and Certification (FIS) (HHS 568).
- You must submit the FIS electronically through the Commons.
If you fail to submit your final reports on time, it may affect future funding for your institution. If final reports are missing or inaccurate 180 days after your grant’s end date, NIAID will begin unilateral closeout of your grant. We may consider enforcement action such as withholding support for your institution’s other active awards or placing your institution in a debt status to the U.S. government.
For more information, refer to NIH Closeout.
Final Federal Financial Report (FFR)
Your final FFR should indicate the exact balance of unobligated funds.
You must reconcile your FFR expenditure report with the cash transactions you report in the Payment Management System (PMS). If you do not reconcile the cash transaction report in the PMS with the FFR, this may place your institution in a debt status to the U.S. government.
NIH and AHRQ recipients no longer complete the cash transaction section (lines 10a through 10c) of the FFR in the HHS Payment Management System (PMS).
Because the PMS automatically converts all NIH FFRs to Interim Annuals FFRs, you should indicate in the Remarks section that this is a Final FFR.
Final Research Performance Progress Report (F-RPPR)
Access the F-RPPR through the eRA Commons. eRA automatically populates some information, but you should check for mistakes.
Follow the RPPR Instruction Guide. It covers each section and includes supplemental instructions for specific grant types such as career development, fellowship, and small business.
Because your Project Outcomes section will be accessible to the public on NIH’s RePORT site, we advise you to write the section with a lay audience in mind. Do not include proprietary or confidential information.
Final Invention Statement and Certification (HHS 568)
Your HHS 568 should cover the period from the date your support began to the date your project period ended. You must submit this report even if you previously reported inventions or your funded project did not result in an invention.
Your organization should be reporting inventions to HHS through iEdison.
Make sure you list all inventions that were conceived of or put into practice during your project. If you had no inventions, put "None."
Keep Your Records Accessible
Even after you submit your final reports, you must keep your project records for three years after the grant ends.
If any issue arises, we need to be able to verify the records, which must include all data and fiscal information. For detailed information, read Retention and Access Requirements for Records, 45 CFR Part 74.53.
Know that through the Freedom of Information Act (FOIA), other people can gain access to information concerning your grant. If other scientists formally request non-proprietary information from your application, our FOIA office will provide it.