Final Reports for Grant Closeout

Final Reports for Grant Closeout

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.

Most research grants require the following three closeout reports:

  1. Final Federal Financial Report (FFR) (SF 425).
    • You must submit the FFR electronically through the Commons.
  2. Final progress report
  3. Final Invention Statement and Certification (FIS) (HHS 568).
    • We prefer to receive the FIS electronically through the Commons.

Get your due dates in the eRA Commons or by searching Grants Pending Closeout. Learn more at eRA’s Closeout Status.

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.

Final Research Performance Progress Report (F-RPPR)

Follow the RPPR Instruction Guide for complete information on each section and how to submit. It also includes supplemental instructions for specific grant types such as career development, fellowship, and small business.

Also see section I. Final RPPR on NIH’s Research Performance Progress Report FAQ page.

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.

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.

Have Questions?

For business and policy issues, contact your grants management specialist, found in your eRA Commons account or on your summary statement. If you have not been assigned a specialist, go to NIAID's Grants Management Program Contacts to locate one.

Content last reviewed on March 14, 2018