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After the Award is Made… THEN WHAT?. Grace Olascoaga Chief, Grants Management Officer Grants Administration Branch National Institute of General Medical Sciences (NIGMS ). After the Award: The Grants Management Perspective. Topics of Discussion. Notice of Award (NoA) Progress Report

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after the award is made then what

After the Award is Made…THENWHAT?

Grace Olascoaga

Chief, Grants Management Officer

Grants Administration Branch

National Institute of General Medical Sciences (NIGMS)

topics of discussion
Topics of Discussion

Notice of Award (NoA)

Progress Report

SNAP (Streamlined Non-competing Award Process)

Non-SNAP (categorical)

Federal Financial Report (including Financial Status Report info)

Carryovers & Offsets

Prior Approvals (including change of grantee institution)

topics of discussion continued
Topics of Discussion (continued)

Requests for additional funding

Revision application (competing)

Administrative supplement


The process


notice of award noa
Notice of Award (NoA)

What is the Notice of Award letter?

What are the components of the NoA letter?

Grantee acceptance of award

what is the notice of award letter
What is the Notice of Award letter?

Legally Binding Document

Identifies grant number, grantee, PI

Establishes funding level, support period

Sets forth terms and conditions

Includes NIH Contact Information for assigned Program Director & Grants Management Specialist

Sent to the business official (e-mailed)

Available in Commons Status

components of the noa
NoA Section I:

Award Data & Fiscal Information

Summary totals for current and future years

Fiscal year of award

Indicates whether an unobligated balance has been applied to the award amount

Cofunding by another NIH Institute/Center or Office

NoA Section II:, info about:

Grant Payment Information

OIG Hotline Information

Other terms/info that apply to all awards

Components of the NoA
components of the noa continued
Components of the NoA (continued)

NoA Section III: Terms & Conditions

Standard terms, by reference:

Grant program legislation and regulations

Restrictions on the expenditure of funds in appropriation acts

45 CFR 74 or 92 as applicable

NIH Grants Policy Statement

components of the noa continued11
Components of the NoA (continued)

NoA Section III: Terms & Conditions

Also (some dependent on award characteristics):

ARRA Terms

Federal Demonstration Partnership institutions noted

Carryover - automatic or prior approval

Included/excluded from Streamlined Noncompeting Award Process (SNAP)

Phase III Clinical Trials (when applicable)

components of the noa continued12
Components of the NoA (continued)

NoA Section III: Terms & Conditions

Requirements for DUNS # and CCR registration

Transparency Act

Multi-Year Funded

Public Access

Closeout term (when applicable)

Co-funding (when applicable)

Program Income

components of the noa continued13
Components of the NoA (continued)

NoA Section IV: IC Special Terms and Conditions

Cooperative Agreement

Restrictive terms

Information items

Staff Contact Information

Spreadsheet Summary

grantee acceptance
Grantee Acceptance

The grantee indicates acceptance of the terms and conditions of the award by drawing down funds from the Payment Management System

progress reports
Progress Reports


Elements of a Progress Report

How to submit


key elements of the progress report
Key Elements of the Progress Report

Face Page (Non-SNAP)

Budget and justification (Non-SNAP)


Other Support (Non-SNAP)

Progress Report Summary

Checklist page (Non-SNAP)

All Personnel Report

snap progress reports administrative fiscal requirements
SNAP Progress Reports - Administrative & Fiscal Requirements

Grants Policy Statement, Streamlined Non-Competing Award Process

Detailed budgets not required

Federal Financial Report due at end of competing segment


snap administrative fiscal requirements
SNAP Administrative & Fiscal Requirements

Has there been change in the other support of senior/key personnel since the last reporting period?

Provide complete other support only if active support has changed for the PI and key personnel, or new senior/key personnel are added

Will there be, in the next budget period, a significant change in the level of effort for the PD/PI or other personnel designated on the Notice of Grant Award from what was approved for this project?

Describe any significant change (25% or greater reduction) in the level of effort of key personnel named in the Notice of Award

Is it anticipated that an estimated unobligated balance (including prior year carryover) will be greater than 25% of the current year’s total budget?

Explain why there is a balance, (including prior year carryovers), > 25% of the current year’s total budget and how you plan to use the funds

non snap progress reports administrative and fiscal requirements
Non-SNAP Progress Reports -Administrative and Fiscal Requirements

Submit complete non-competing continuation application (PHS 2590)

Detailed budget, justification, and updated other support, IRB and IACUC if appropriate

Address unobligated balance > 25%

Total Costs as commitment base

Annual Federal Financial Report (electronic submission)

non snap progress reports administrative and fiscal requirements continued
Non-SNAP Progress Reports -Administrative and Fiscal Requirements (continued)

Face Page

Correct contact information

Human Subjects/Animals



Education Certification for new personnel

Budget Page


Written justification

Updated Other Support

Checklist page

how to submit snap progress report
How to submit SNAP Progress Report

Electronically via eRA Commons, 45 days before next budget start date

Commons-registered institutions and PIs:

Have access to due date information through the Commons Status system (electronic submission for SNAP)

Have access to pre-populated face pages via Status

eRA Commons Website:

how to submit non snap progress report
How to submit Non-SNAP Progress Report

Hard copy to centralized mailing address, two months before next budget start date:

Division of Extramural Activities Support, OER, NIH

6705 Rockledge Drive, Room 2207, MSC 7987

Bethesda, M.D. 20892-7987

Bethesda, M.D. 20817 (courier/express)

Telephone: (301) 594-6584

what not to submit with the non competing progress reports
What Not to Submit with the Non-Competing Progress Reports

Carryover requests

Requests for supplemental funding

Requests for additional time to the final budget and project period

These are administrative actions that need to be addressed separately.

what can delay the award process continued
What Can Delay the Award Process? (continued)

Lack of or slow response to inquiries

Info sent without identification—always include grant number

Missing counter-signature of an authorized business official

Budgets with inadequate justification

Other Support for an individual that exceeds 100%

what can delay the award process
What Can Delay the Award Process?

Missing information for Key Personnel

Out-of-date IRB/IACUC approvals

Lack of population data for clinical trials


All grantees have access to a searchable list of due progress reports at:

Two separate progress report reminders e-mailed to the PI

Two months prior to the due date

Two weeks after the due date for overdue reports

federal financial report including financial status report info
Federal Financial Report (including Financial Status Report info)

The Office of Management and Budget has consolidated the Financial Status Report (FSR or SF-269/SF-269A) and the Federal Cash Transaction Report (FCTR or SF-272/SF-272A) into a single form known as the Federal Financial Report (FFR or SF-425/SF-425A) 

federal financial report including financial status report info continued
Federal Financial Report (including Financial Status Report info) (continued)

Beginning 2/1/2011 NIH implemented the expenditure data portion (i.e., FSR info) of the FFR in the eRA Commons

Annual FFR due 90 days after the end of calendar quarter in which the budget period ends

Final FFRs due 90 days after the project period end

FSR info under expenditure data of FFR. Only cumulative data reported on FFR

(Federal CashTransaction Reporting completed in Payment Management System on the FFR using cash transaction data elements)

federal financial report including financial status report info continued29
Federal Financial Report (including Financial Status Report info) (continued)

Expenditure data and Cash Transaction data on the final FFR must reconcile


Grant might not be processed if a prior year FFR has not been submitted to and accepted by NIH

Grants Policy Statement, Financial Reports

carryover offset what s the difference
Carryover/Offset – What’s the Difference?

One increases the approved budget

and the other…

Decreases the current fiscal year’s dollars by “partially paying” the current year’s grant with funds from a prior year

carryover offset


Unobligated Balance:

Definition: Amount indicated on the Federal Financial Report (FFR) that represents funds the grantee institution was awarded but has not obligated (spent).

The amount listed as “unobligated funds” on the FFRshould include any funds that remain restricted from use in prior years/budget periods. This is a cumulative amount and should never decrease unless there has been a carryover or partial payment (offset).


Unobligated funds that are carried forward from one fiscal year or budget period to another.

For grants not subject to automatic carryover, this action requires a written request from the grantee (countersigned by the institution’s authorized business official), including a detailed budget page and budget justification.

The budget page should reflect both Direct costs and F&A costs.

The approvedbudget is increased on the NoA allowing the grantee to spend funds carried forward from the previous fiscal year/budget period.

The Total Federal Award Amount remains unchanged, (must reflect $0), since funds are carried forward from a previous fiscal year as opposed to adding funds, (new $$).


Unobligated funds used to “partially pay” the current fiscal year budget period.

When a grant is offset:

The Approved Budget DOES NOT increase or decrease

However, the Total Federal Award Amount DECREASES the current fiscal year’s dollars… indicating that the Approved Budget will be ‘partially paid’ with funds from a prior fiscal year.

prior approval
Prior Approval

Certain post-award actions require the prior approval of the NIH Grants Management Officer

NIH Grants Policy Statement, 8.1.2 Prior Approval Requirements:

prior approval37
Prior Approval

Examples of actions requiring NIH Prior Approval:

No-Cost Extensions beyond first extension

Change in status of PD/PI or Senior/Key Personnel or grantee organization status

Change of grantee institution

Pre-award costs more than 90 days (competing grant)

prior approval38
Prior Approval

Examples (continued):

Addition of a foreign component

Carryover of unobligated balances

Undertaking activities disapproved or restricted as a term of award

Change in scope

prior approval39
Prior Approval

Change in scope:

Grantee makes initial determination of significance of a change, consulting the Grants Management Specialist as needed.

The following items may indicate a change in scope:

Change in aims

Significant rebudgeting (deviation between categories of more than 25% of total awarded costs)

Change in use of animals or humans

Significant change in key personnel

Shift in research emphasis

Application of new technology

Refer to NIH Grants Policy Statement for further information.

prior approval40
Prior Approval

Change in status, including absence, of PD/PI and other Senior/Key Personnel named in NoA:

Grantee must notify NIH if individual will:

Reduce his/her time by more than 25% of effort level approved at time of award

Withdraw from the project

Be absent for 3 or more months

prior approval41
Prior Approval

Change in status, including absence, of PD/PI and other Senior/Key Personnel named in NoA (continued):

Prior approval must be from NIH for the replacement of the PI

Request should include:

Justification for the change

Biographical sketch of the individual proposed

Other sources of support

Budget changes resulting from the change

Human Subject Education Certification (if applicable)

prior approval42
Prior Approval
  • Change of grantee institution
    • Grants Policy Statement, Change of Grantee Organization

prior approval change of grantee institution
Prior Approval (change of grantee institution)
  • Original grantee must complete:
    • Official Statement Relinquishing Interests and Rights in a PHS Research Grant (PHS 3734)
    • final Federal Financial Report and Final Invention Statement
prior approval change of grantee institution44
Prior Approval (change of grantee institution)
  • Proposed new grantee must complete:
    • Request for change of institution
    • Application includes:
      • Face page
      • Budget (current and future years) based on Direct Costs committed
      • Updated biosketches for PD/PI and senior/key personnel (existing and proposed new)
      • Progress report (for transfer on anniversary date)
      • Statement whether research plans/aims have changed from original submission
prior approval change of grantee institution45
Prior Approval (change of grantee institution)


  • Application includes:
    • Updated “other support”
    • Resources page, including effect of move on project
    • Checklist page
    • Certification of IRB/IACUC approvals, assurance numbers
    • List of equipment purchased with grant funds to transfer to new organization (this list indicates acceptance of title)
prior approval change of grantee institution46
Prior Approval (change of grantee institution)
  • Troublespots?
    • The PI is moving… TOMORROW (or MOVED A MONTH AGO)!!!
    • The PI is relocating to WHERE?
    • Establishing consortium
    • Relinquishing Statement
    • Equipment
    • Final Federal Financial Report from original grantee
relinquishing statement phs 3734
Relinquishing Statement PHS 3734


Do not include Carryover (unobligated balance from prior years)

prior approval48
Prior Approval

All requests for prior approval must be:

Submitted in writing or via email – include complete grant number, PI name and contact information, grantee name

Submitted to the awarding IC’s Grants Management Specialist no later than 30 days before the proposed change

Signed by the administrative official

Only responses to prior approval requests signed by the GMO are valid

requests for additional funding revision application
Requests for additional funding: Revision Application

Only to support an expansion in scope of the research

Received 3 times a year and are peer-reviewed by both a study section and council

requests for additional funding administrative supplement
Requests for additional funding: Administrative Supplement

To meet increased costs within the scope of the research, unforeseen when competing application or progress report was submitted

Must be submitted directly to the IC with a complete and detailed budget and a written justification

Requires Prior Approval

closeout final reports
CLOSEOUT: Final Reports

Final Federal Financial Report (FFR)

REMEMBER, cash transaction and expenditure data must reconcile

Final Invention Statement and Certification

Final Progress Report

Grants Policy Statement, 8.6 Closeout


Failure to submit timely and accurate closeout reports may affect future funding!

90-day requirement is a term and condition of NIH grant awards!

resource web links

Office of Extramural Research Grants Home Page:

NIH Grants Policy Statement (10/10):

NIH Guide:

PHS 398 Application (form pgs are PDF-fillable):

PHS2590 Progress Report (form pgs are PDF-fillable):

Types of Grant Programs: