Research Administration

The principal investigator submits the final Progress Report to the sponsor and forwards a copy to Grants and Contracts Accounting. The report includes:

• A summary of progress toward the achievement of the originally stated aims
• A list of significant results (positive or negative)
• A list of publications
• A report on the inclusion of gender and minority study subjects (NIH only)
• A report on whether children were involved in the study
• A description of data, research materials, protocols, software or other information resulting from the research that is available to be shared with other investigators and how it may be accessed

The Research Performance Progress Report (RPPR) is a uniform  progress report format for grants awarded by all federal agencies that support research and research-related activities. Office of Management and Budget (OMB) requires this format on all federal awards.

Granting agencies determine which reporting category is required, and this will be outlined in Notice of Award. It is due the 15th of the month prior the month in which the budget period ends.

The Principal Investigator prepares the report and submits to the GCA analyst for institutional review and signature. Grants and Contracts Accounting then submits to the sponsor on behalf of the PI.

The final Invention Statement must be submitted whether or not the funded project resulted in any inventions. The report must list all inventions that were conceived or first actually reduced to practice during the course of work under the award. If there were no inventions, the form indicates “none.”

Depending on the terms and conditions of the award, annual financial reports might be required. The reporting schedule will be published in the Notice of Award and it is important for the PI to understand when they are expected.

Grants and Contracts Accounting prepares the financial reports and sends them to the PI for review. 

Concurrence by the PI is required on all financial reports before they can be submitted to the sponsor. If the PI does not respond within 7 days of receiving the report for review, Grants and Contracts Accounting initiates its Escalation Policy to resolve the matter.

Important information for the PI to review on the financial reports:

• Total expenses
• Total funds authorized
• Unobligated balances
• Carryover balance
• Previous years carryover
• Cost sharing commitments, if required
• Program income, if any

It is essential the PI work with Grants and Contracts Accounting to resolve any discrepancies before submitting to the sponsor.

These are standard timelines for federal awards. Remember, individuals awards might have different requirements, so please review your Notice of Award to ensure what deadlines and reporting requirements apply on your award.

Note, regardless of the sponsor timeline, UTMB requires the financial report be ready to submit 90 days after the end of the project. This ensures compliance with all possible deadlines.