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Manage Award

Congratulations! Your application was successful. What next? Find all your answers, from accepting and setting up the award once it's ready for processing, to managing subwards, to successful financial management.

Accordion Content

  • What is an Official Award?

    Awards are the official documents received from the Sponsor Agency, which will include the final approved budget; the period of performance (i.e., project dates); and terms and conditions of receiving the award. This award can come in the form of a Grant, Contract, MOU, MOA, Cooperative Agreement, Research Agreement, or Subcontract.

    It is the responsibility of the ORSP to review the terms and conditions of the award document and negotiate a resolution to any terms that would create a compromising or undesirable situation for the investigator or the institution. The Principal Investigator is often integral to this process. Although ORSP strives to finalize negotiations of an award document as quickly as possible, negotiations may take several weeks depending upon the sponsor and the scope of the requested amendments.

    Please note that only an Authorized Signing Official/Authorized Organizational Representative has institutional authority to legally bind the institution in grants administration matters (see Board of Governor’s Resolution for more detail).

    Establishing an Award

    Following the receipt of a sponsored award notice and/or an agreement indicating an intention to fund, ORSP is responsible for approving terms and conditions of awards/agreements and ensuring relevant information is available for continued award set up. The ORSP grant specialists will then transfer the award documents to the Award Set Up Team, a unit consisting of staff from GCA and ORSP, who will continue with the set up process. The Award Set Up Team is responsible for processing budget reductions, consolidating any relevant compliance approvals, initiating the subaward process, and creating an award and related project account(s) in Oracle. Once an account is active, the Award Set Up Team will electronically notify the Principal Investigator (PI) and Departmental Administrators of the assigned account number(s) so the PI can begin spending on the award. The notification is sent to those indvidials listed in the RAPSS award record.

    The table below describes key aspects of the award setup process:

     

    Fund Source/Index Form

    If the award requires the issuance of a project account(s) due to collaboration between investigators of multiple units within the university, a Project Fund Source/Index Request & Modification Form must also be submitted at the time the award is processed to ORSP. The form requires the signatures of the PI and Business Official of the prime award unit, and the signatures of the Co-I and Business Official of each “project” account unit. Additionally, a detailed budget for each project account will be required to reflect the breakdown of the account for award set-up.

    Budget Reductions (new as of 10/09/2017)

    ORSP will communicate the need for a budget reduction due to a sponsor award reduction to the PI/Department Administrator via a standardized email template.

    • Scenario A: If the award matches the proposed budget or budget submitted at Just-In-Time or equivalent, no further action is needed.

    • Scenario B: If the sponsor provides a revised budget, no further action is needed.

    • Scenario C: If award reduction is greater than 25% of the total proposed budget or rebudgeting requires sponsor approval, ORSP will request a revised budget from the PI/Department Administrator.

    • Scenario D: If award reduction is less than 25% of the total proposed budget and rebudgeting does not require sponsor approval, ORSP will notify the PI/Department Administrator that a revised budget should be submitted within 5 working days. Otherwise, ORSP will perform a straight line budget cut by the overall percent reduction across each category for award set-up purposes only.

    Outgoing Subawards

    If the award includes outgoing subawards, the Award Set-Up Unit or ORSP Grant Specialist will contact the PI/Department Administrator listed on the RAPSS award record to complete the Subrecipient Commitment Form (if not completed at the time of the proposal), and provide the required subaward documents (final budget, budget justification, final SOW, Subrecipient Commitment Form, and Statement of Intent) to the subaward team. For more information on issuing an outgoing subaward, please see Subaward Processing

    Compliance: Conflict of Interest

    ORSP or the Award Set-Up Unit will verify compliance approvals, as applicable, with the Office of Regulatory Affairs (ORRA). Once the review has occurred and appropriate approval obtained, ORSP or the Award Set-Up Unit will continue with the award set-up process.                      

    When do you need to disclose in eCOI:

    • At Proposal Submission: A Financial Conflict of Interest Disclosure must be submitted and be active (research certification made within the past 12 months) at the time a proposal is submitted for sponsor funding.

    • At Award Set-up: A Research Certification must be created in the eCOI system once an award is received.  If a disclosure has never been submitted before, the Investigator must submit a disclosure now.  The award will not be processed for set-up until all study team members have certified in the eCOI system.

    • Annually: Disclosures must be updated at least annually.  Investigators will only be notified to update their disclosure annually if no action has been taken within the last 11 months.

    • Within 30 days of a new Significant Financial Interest (SFI): A revised COI disclosure must be made within thirty days of discovering or acquiring a new significant financial interest (e.g., through purchase, marriage, or inheritance).
    Compliance: Human Subjects (IRB)

    Award Type

    Protocol Status

    Action

    New Awards (Including supplements or new scope of work)

    All

    ORRA will complete congruency review

    Non-Competing Continuation/Modification

    Pending, Approved with Stipulations

    Approved and Protocol End Date ha passed or will expire within 30 days

    Approved and Protocol End Date has not passed (and will not expire in 30 days)

    Congruency review not required, continue with award set-up
    Compliance: Animal Subjects (IACUC)

    Award Type

    Protocol Status

    Action

    New Awards (or Supplement with Scope Change)

    All

    ORRA will complete the congruency review

    Continuations

    Significant Change to Vertebrate Animals as identified in RPPR

    Protocol has expired

    All Other Award Types

    All

    Congruency review not required, continue with award set-up

    Compliance: IBC Biohazards (REHS) / Materials, Machines, Lasers, Chemicals (REHS) / Human Embryonic Stem Cell (hESCRO)

    REHS will complete review for protocols on all awards types with permits and/or registrations from a non-Rutgers organization

    Compliance: Export Controls

    ORRA will complete review for protocols on all award types with export controls.

    Clinical Trials

    For clinical trials with a defined budget (ex. NIH):

    • Rutgers internal budget template is required for award set-up (new, modifications, continuations, etc.). The full budget will be entered into the financial system.

    • If an end date is specified, the sponsor defined end date will be entered in the system. Otherwise, the award will be set-up for a five-year period.

    For clinical trials without a defined budget (ex. Industry):

    • If the sponsor does not provide a total estimated or maximum budget amount, the department will determine Target Budget. NOTE: GCA advises departments to utilize the best/optimistic estimate to minimize the number of future award/contract limit increases.

    • Rutgers' internal budget template is not required for award set-up. Only the per-patient budget provided to the sponsor is needed. 

    • The award will be set-up for one period of five years, unless otherwise noted by the sponsor. 

    Departments will send invoices to Grant and Contract Accounting (GCA) monthly when sent to the sponsor. GCA will increase the budget and book AR accordingly.

    Modifying an Award

    The table below  provides additional detail regarding areas related to processing award modifications:

    New Budget Periods

    When an award is sent from RSP for set-up, Grants and Contracts Accounting (GCA) or the Award Set-up Unit will determine whether a new Index/Account will be created for each budget period or the project period.  This process applies to the main account, as well as any project accounts (unless the project account has a defined period of performance).

                         

    1. A new contract number will be created if any of the following applies to the award:
    • New award number
    • The new competing segment, including the new sponsor award number

          2. There will be one project for the full period associated with one contract if any of the following apply to the award:

    • The award is under expanded authority
    • The award does not have restricted carry-forward

          3.  There will be one project per budget year associated with one contract if any of the following apply to the award:​​

    • ​Restricted carry-forward
    • Change in payment method [e.g. from G to P subaccount (NIH only)]
    • Supplemental funding with a new scope
    • Restricted funding with concurrent indirect cost rate (e.g. when multiple F&A rates for a single budget period)

     

    ​​      -Additional projects will be created for awards with multiple Principle Investigators

          -New contracts and new projects will be created for cost-share and program income associated with sponsored project contracts​

    No-Cost Extensions

    The RSP Grant Specialist is responsible for submitting No-Cost-Extension requests to the sponsor on behalf of the Principal Investigator. Please see No-Cost Extensions for more information.

    Carry Forward of Unobligated Funds

    The RSP Grant Specialist is responsible for submitting Carry Forward (or Carryover) requests to the sponsor on behalf of the Principal Investigator. Please see Carryover for more information.

    Budget Reallocations

    The RSP Grant Specialist is responsible for submitting Budget Reallocation requests to the sponsor on behalf of the Principal Investigator. Please see Budget Reallocation for more information.

  • The following sections outline the process for requesting and executing a new subaward agreement, amending an existing subaward agreement, requesting subaward pre-award spending, and monitoring subawards through ORSP.  Contact the ORSP subaward specialist at ru_subawards@researcch.rutgers.edu. Please download the University policy to the right for more detail regarding Subrecipient Issuance and Modification.

    Executing New Subawards

    Note: A subaward should never be issued to an individual. Please see Subaward Preparation for other important subaward information including preparing proposal documents and distinguishing between subawards vs. service contracts.        

    1. Upon receipt of a fully-executed agreement, the Grants Specialist will send the Principal Investigator and/or Department Administrator an initial award notice email with follow-up actions, including any related to subawards.

    2. ORSP may utilize the initial documents provided at proposal submission to initiate the subaward process, if no changes are requested by the department.  (see Subaward Preparation)

    3. If needed, the Principal Investigator and/or Department Administrator submit any revised subrecipient documents to the Grant Specialists:

      • Subaward Commitment Form: including institutional contact information and any compliance documents (such as IRB/IACUC).

      • Budget and Budget Justification: including the subrecipient’s direct and indirect costs, calculated using the subrecipient’s approved facilities and administrative (F&A) and fringe benefit rates, and any committed cost sharing.

      • Scope of Work: including a clear description of the work to be performed, the proposed timelines and deliverables, and other information such as biosketches of subrecipient key personnel if necessary.

      • Compliance Protocols/Information: including approval letters for IRB, IACUC, Biosafety, etc.

    4. Grant Specialist reviews the subrecipient documents against the Prime Award File, verifying consistency and denoting any special clauses, flow-down, or unusual requirements. Grant Specialist sends finalized documents to the Subaward Specialist for review and execution.

    5. Subaward Specialist completes an internal subrecipient risk assessment and prepares a subagreement using the appropriate template for execution.

    6. Subaward Specialist negotiates terms and conditions with the subrecipient and receives a partially-executed subagreement.

    7. ORSP/OCC Director/ Assistant Director approves and fully-executes the subagreement via an authorized institutional signature. Subagreements cannot be fully-executed until the account/index number is established for the associated Rutgers award.

    8. The purchase order is established by the Subaward Specialist. Please be sure to provide the following information:

      • Project Number

      • Expenditure Type

      • Unit-Division-Organization (UDO) code

      • Location code

      • Business Line

    9. Subaward Specialist distributes the fully-executed subagreement to the Subrecipient, Rutgers PI/Department, and DGCA.

    Amending Existing Subawards

    NOTE:  If a new account number or index number is established, then a NEW subaward will need to be issued.  Please see New Subaward Set Up.                    

    As research relationships and projects evolve, changes may need to be reflected in the existing subaward.  Common reasons for amending a subaward include providing additional funding, extending the period of performance, or modifying the reporting schedule. It is important to note that some changes, such as scope of work changes, change in the subaward recipient's principal investigator or transferring the subaward from one recipient to another, may require the prior approval of the prime sponsor.

    If an amendment is needed, then a Subaward Modification Checklist is completed by the Principal Investigator (PI) and forwarded to RU_SUBAWARDS@grants.rutgers.edu along with the following documents:

    • Subrecipient’s Scope of Work for next increment if necessary
    • Subrecipient’s Budget and Budget Justification for next increment if necessary
    • Subrecipient’s IRB/IACUC or other compliance approval documents if necessary

    Subaward Pre-Award Spending:

    When Rutgers is the Prime institution, the sponsor may give notice of a pending award, but receipt of the official award notice may be delayed. In such cases, an Intent to Subcontract Letter can be issued to the Subaward institution so that the collaborating institution can begin work. This option would pertain to:

    1. New awards under pre-award spending

    2. Continuation years on an existing award

    It is important to note that just as Rutgers assumes liability for its spending prior to receipt of the actual award notice, the liability for any expenditures of the Subaward institution is assumed by said institution for any expenditures prior to issuance of a fully executed subcontract. The Intent to Subcontract Letter is prepared by the department and then signed and submitted by ORSP.

    Subaward Monitoring

    Once a subagreement is issued, the Principal Investigator is responsible for monitoring subrecipient costs and performance. Please download the University policy to the right for more detail regarding Subrecipient Monitoring. The Department Checklist for Subrecipient Monitoring is also available under downloads to help guide review of subrecipient invoices and progress towards programmatic goals.

  • Awards are made by sponsors, to institutions in full consideration of the skills and talents of the Principal Investigator (PI) managing the project. Periodically, situations arise when a PI is no longer available or able to continue the project. For example, a PI may have changed direction in research activity, the PI may require a temporary or permanent leave of absence, or the PI accepts a position at another institution and is leaving the University. The sponsor must be informed immediately in writing when such an event occurs. The sponsor will want to evaluate the circumstances and determine if another Rutgers PI can meet the project goals or if the project will be moved to another institution to either follow the current PI should he/she be leaving or another institution/PI that might be better suited to continue the work (this will result in early termination for our institution).                                           

    All notifications to sponsors must be in writing and co-signed by an RSP official. Verbal conversations are not considered official notification. The Rutgers department is advised to gauge spending carefully to avoid unallowable expenses during any transition. When the PI is no longer managing the project, continuing expenses will be questioned by the sponsor or by the auditors. Not informing the sponsor of a PI change can have costly consequences to the Department and University.

    Internal Changes in Principal Investigator

    In the event that a Rutgers University grant/contract must be transferred internally from one PI to another, please follow the procedure outlined below.

    • The Principal Investigators involved in a grant/contract transfer must notify their ORSP Grant Specialist of the intended transfer through submission of a completed ORSP Internal Grant Transfer Request Memo. This document must be signed by the Relinquishing and Accepting PIs, as well as their respective Deans and Department Chairs.

    • A change of PI letter (or electronic system notification) must also be submitted to the Sponsor and co-signed by the ORSP.

    Transfer of Award(s) To Rutgers Instructions

    When transferring an award(s) from another institution, please utilize the following guidelines to ease the transition of your award to Rutgers.

    Step #1: Work with the grants officer at the grantee institution to contact the sponsor’s grant officer assigned to the project and request the following items:

    • Transfer/relinquishing forms
    • Contact information
    • Special instructions specific to your situation (if any)

    Example: For NIH grants, contact the NIH Grant Management Officer (GMO) named on the award document. For NSF grants, contact the Program Officer named on the award document. The NSF grant transfer process is conducted through Fastlane.

    Step #2: Complete the necessary sponsor forms for award and/or equipment transfer.

    • The grantee institution is responsible for submitting final financial reports to the sponsor. Grants cannot be transferred from one institution to another until the financial reports are submitted.

    • If transferring equipment, check with the grantee institution to determine its policy for transferring grant-related equipment.

    Step #3: The following documents must be submitted to ORSP in order for Rutgers to accept the grant transfer and a grant account can be set up in DGCA.

    • Copy of any relinquishing statement signed by the grantee institution

    • A full proposal including:

      • Completed and electronically endorsed RAPSS Funding Proposal

      • Budget should reflect the balance shown on the relinquishing statement and incorporate Rutgers’ F&A rates.

    Note: If there are carry forward balances or the grant is transferring mid-year and the sponsor will not adjust the F&A rates, please contact your Grant Specialist for consultation prior to the submission.

    Step #4: After receiving approval from the ORSP; the revised proposal, budget, and any additional forms are submitted directly to the program or grants officer assigned to the project either by the Grants Specialist or the PI (sponsor dependent).

    Transfer of Award(s) To A Different Institution

    If you will be transferring your award(s) from Rutgers to another Institution, please utilize the following guidelines to ease the transition of your awards to your receiving Institution. Please note that the awarding agency must approve all grant transfers from one organization to another. Therefore, coordinate with your Grants Specialist to contact the sponsor’s awards officer assigned to the project and request the following items:

    • Transfer/relinquishing forms

    • Contact information

    • Special instructions specific to your situation (if any)

    Example: For NIH grants, contact the NIH Grant Management Officer (GMO) named on the award document. For NSF grants, contact the Program Officer named on the award document. The NSF grant transfer process is conducted through Fastlane.

    Step #1: Complete the necessary sponsor forms for award and/or equipment transfer.

    • While completing forms, work in conjunction with the departmental business office and DGCA to determine and agree upon account balances. DGCA is responsible for submitting final financial reports to the sponsor. Grants cannot be transferred from one institution to another until the financial reports are submitted.
    • Route any documents requiring “institutional signatures” to your Grants Specialist for review and execution Please note: Deans, Department Chairs, etc. are not authorized to relinquish grants or equipment on behalf of Rutgers.

    Step #2: Complete any additional requirements outlined by the agency or the institution to which the award is being transferred.

    If you have any questions/concerns regarding any of the information included in this document, please contact your Research Contract/Grant Specialist for further assistance.

  • What is a Budget Reallocation or Rebudget?

    budget reallocation / rebudget is a request for changes in the approved budget that require sponsor prior approval (link to prior approval).

    These requests are generally in the form of a letter to the sponsor which must reach the sponsor 30 days prior to the expiration of the award. Some agencies require request 45, 60, and even 90 days prior to the expiration of the award. Please review the award for specific terms and conditions regarding budget reallocations.

    Requesting a Budget Reallocation

    If you require a budget reallocation or rebudget, please contact GCA and your ORSP Grants Specialist via an email providing the following documents:

    1. Justification Letter detailing why the requested budget reallocation is needed and how it will benefit the project.

    2. Amended Budget & Budget Justification in the original proposal format (i.e. SF424, NSF Budget Format, etc.) including detail for direct and indirect costs, calculated using the approved facilities and administrative (F&A) and fringe benefit rates, and any committed cost sharing.

  • What is Prior Approval?

    Prior approval means the advance written approval of a specific cost or action to a particular federal award, by an authorized official of the sponsoring entity. Written approval must be in the form of a letter/memo provided as an email attachment or hard-copy from the authorized official; verbal approval during a telephone or in-person conversation is not sufficient. For Federal awards, the authorized official is typically a Grants Management Officer (GMO) assigned to the award.

    Understanding Prior Approval Requirements

    The Uniform Guidance (UG), effective as of December 26, 2014, contains many of the same prior approval requirements included previously in OMB Circulars A-110 and A-133. UG § 200.407 contains a complete list of items related to seeking prior approval by the Federal agency. Rutgers guidance for prior approval is downloadable to the right.

    Many federal agencies have waived certain cost-related and other prior approval requirements for many activities and expenditures, and provided authority for these activities and expenditures to the grantee institution (previously referred to as "expanded authorities" under OMB Circulars). However, such waivers may not apply to certain awards as dictated by the sponsoring agency:

    • Certain award instruments, mechanisms, and types of recipients
    • Certain grants or grantees, including those that require close project monitoring or technical assistance, or certain large multi-project grants.
    • Certain awards with particular terms and conditions.

    Please review the award terms and conditions to determine to what extent prior approval requirements and waivers are applicable. If an award is excluded from some or all waivers, the award notice will indicate any change from the standard terms and conditions.

  • What is a No-Cost Extension?

    No-Cost Extension (NCE) is an extension of the period of performance beyond the expiration end date of the award. Extensions are sometimes needed to allow the principal investigator to successfully complete a project. As the phrase “no cost” suggests, there is no additional funding provided by the Sponsor.

    An NCE may be requested by the Principal Investigator when all three of the following conditions are met:                 

    • The end of the project period is approaching, AND

    • There is a programmatic need to continue the research, AND

    • There are sufficient funds remaining to cover the extended effort

    Requesting a No-Cost Extension

    If you require a NCE, please contact your ORSP Grants Specialist via email with the following attachments:

    1. Award Information including the award number, award  title, and sponsor name.

    2. Justification Letter detailing what unexpected event(s) delayed the progress of the project, how the unexpected events were remedied, what progress will occur during the NCE period to successfully complete the Statement of Work, and how the NCE will benefit the project’s results.

    3. Anticipated Balance indicating the anticipated amount of funds remaining for the NCE period.

    4. Compliance Information (as applicable) detailing the protocol type (e.g. IRB, IACUC, REHS), number, title, and expiration date

    Please note that funds remaining in the account is not a justifiable reason for requesting a NCE. Extensions may be requested only for programmatic reasons (such as the work took longer than expected). However, it is appropriate to state that sufficient funds remain in the account to support the project for the additional period of time.

    No-Cost Extension Deadlines

    Sponsors require NCE requests be submitted prior to the award’s current end date. Please notify your ORSP Grant Specialist as soon as possible upon determining the need for an NCE Request in order to ensure adequate time for review, approval, and adherence to sponsor-specific guidelines and electronic systems.

    Review the award document terms and conditions to determine applicability and prior approval (link to prior approval) requirements. A few examples of sponsor deadlines for NCE Requests are provided below:

    Award Type

    Detail

    Example Deadlines

    Federal One-Time Extension with Prior Approval Exempted

    Some federal sponsors have delegated the responsibility for approving NCEs for awards to the institution. For example, NSF, NIH, ARO, AFOSR, NEA, NEH, DOE and DoED allow an institution to internally approve a one-time request to extend the end date of the project period up to an additional 12 months, unless otherwise noted in the award terms and conditions. Prior approval is required for any subsequent extension.

    For NIH, request is due between 0-90 days prior to award expiration.     

    For NSF, request is due ≥ 10 days prior to award expiration

    Federal, State, Municipalities, and Not-For-Profit Entities with Prior Approval Required

    Other federal, state, municipalities, and not-for-profit sponsors require prior approval for NCE requests. For example, ONR, AFOSR, and State of New Jersey generally require prior approval for NCE requests. If the sponsor has not delegated approval authority to the institution, a written prior approval must be obtained by the sponsor.

    For NIH, request is due ≥ 30 days prior to award expiration

    For NSF, request is due ≥ 45 days prior to award expiration

    Note: NSF requires that NCE requests be submitted via FastLane. The Principal Investigator or department administrator should initiate the request through FastLane, then push the Submit to SRO button. The Fastlane request notification is received by both the GCA and the ORSP Grant Specialist. Once the request has been reviewed, confirmed, and approved, the request will be submitted to NSF via FastLane.        

    Outcome of NCE Requests

    The ORSP Grant Specialist will notify the principal investigator whether the sponsor approves or rejects a NCE request. The sponsor always retains the right to refuse a NCE request. Examples of reasons to refuse might include:

    • An extension may not be granted solely because there is money left over. Programmatic benefit must be justified.

    • Funding may have come from a prior year’s appropriation and cannot be extended.

    • The amount requested in the extension request appears excessive to the sponsor.

    • Request falls beyond the required NCE request deadline.

    It is best to request the NCE ahead of time to manage an orderly accomplishment of project work and to have a contingency plan in case the sponsor does not approve the extension.

  • What is Carryover or Carry-Forward?

    For awards subject to prior approval (link to prior approval) requirements, recipients must request to carryover/carry-forward unobligated funds from one budget period to the next. When submitting a carryover request, keep the following in mind:

    • The unobligated balance for the applicable budget year must be determined by the recipient's finance office and confirmed with GCA before a carryover request is submitted.

    • Carryover requests must be submitted at least 120 days before the end of the program year in which the funds are being requested.

    • Approved carryover funds must be obligated in the year in which they are awarded.

    • Carryover funds are intended to cover only prospective costs, not costs already incurred by the recipient.

    • Carryover funds are to support one-time activities that align with the grantee’s existing goals and objectives. Approval for one-time activities does not constitute automatic approval for funding these activities in the future.

    Please reference the award terms and conditions to determine if the carryover of funding from one year to the next requires prior approval by the sponsor. For NIH awards, this stipulation is referenced in section III of the award notice stating: “Carryover of an unobligated balance into the next budget period requires Grants Management Officer prior approval.” For other sponsors, the information can be found in their respective policy guidance documents. Please reach out to your ORSP Grant Specialist with any questions.

    Requesting Carryover of Unobligated Funds

    If you require to carryover unobligated funds for any sponsor, please utilize the below guidance to generate a letter of request to be sent via email to your ORSP Grant Specialist. ORSP will verify the carryover amount with GCA and submit the request to the sponsor accordingly.

    Generating a Letter of Request to Carryover Unobligated Funds:

    • The request must include the grant number and PI name

    • The request must include an appropriate scientific justification:

      • A plan for the use of funds,

      • A detailed categorical breakdown, including F&A costs, if applicable,

      • A justification of the unobligated balance of funds

    • The scope of the request should be limited to the approved goals of the project, or clearly delineate where the request exceeds the approved goals of the project.

      • Under NIH policy, the request can only refer to immediate needs in the current year to justify the need for the carryover.

      • It is not acceptable to indicate the funds will be needed for future budget periods. The major point is how the funds will be used in the NEXT budget period.

    • The request should present the implications for the project if the request is not approved.

    • The request must be reasonable, allowable, and necessary.

    • If the request duplicates funding already provided in the current year support, i.e., overlap, the request may not be approved. Include specific details on how the project will benefit from the unobligated funds.

    • If the request generates a recurring cost need in future years, the request must also detail how the future year costs will be supported in subsequent budget years.
  • What is a Progress Report?                   

    Most sponsors require interim and final progress reports to be submitted reporting objectives and deliverables accomplished. The ORSP Grant Specialist is responsible for reviewing and submitting progress reports to the sponsor on behalf of the investigator.

    Progress Reports

    The Research Performance Progress Report (“RPPR”) is an annually required report to document grantee accomplishments and compliance with the terms of the NIH award. An RPPR is mandatory for all SNAP and Fellowship awards for the reporting due date on or after 5/15/2013.

    If an RPPR is required, the report is initiated in eRA Commons by the Principal Investigator and thoroughly completed. Please note that detailed budgets are not required (unless specified), information is prefilled from eRA Commons where possible and all NIH Compliance and Policy Questions are required to be completed. Upon successful completion of the RPPR, please route the report to your ORSP Grants Specialist for review. If amenable, your Grants Specialist will then submit the RPPR on behalf of the investigator and the institution.

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