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Closeout of an award is the process by which NIH determines that all applicable administrative actions and all required work of an award have been completed by the grantee and NIH. Beginning October 1, 2014 NIH updated its closeout process based on new HHS closeout policies.
NIH Closeout Requirements
Grantees must submit the following closeout reports:
- Final Federal Financial Report (except for Fellowships)
- Final Progress Report (except for Fellowships for which the Termination Notice will continue to serve as the Final Progress Report)
- Final Invention Statement and Certification (except for Training grants, Fellowships, and certain other programs—e.g., activity codes C06, R13, R25, S10)
All applicable closeout reports are due no later than 120 days after the project end date. Failure to submit timely and accurate final reports may affect future funding to the organization and/or awards with the same PD/PI.
Brief Overview of Required Reports
The forms for all closeout reports may be found in the Grant Closeout section (at the bottom of the page) at https://grants.nih.gov/grants/forms.htm.
The Final Federal Financial Report (FFR) – Must be submitted electronically through eRA. Line by line instructions for this form are found in the Federal Financial Report Instructions. Additional instructions with NIH-specific information are included in the NIH Supplemental Instructions for Completing the FFR. Instructions for electronic submission are detailed in the eRA Commons FFR Expenditure Data User Guide.
Note: Quarterly federal cash transaction report data, including for the final quarter of the project period, must be submitted to the Payment Management System, except for NIH awards in PMS B subaccounts (i.e., awards to foreign entities and to Federal agencies).
Final Progress Report – This report summarizes progress made toward the achievement of scientific aims and identifies significant outcomes. Electronic submission through eRA Commons is recommended and encouraged!
Note: NIH anticipates transitioning from the FPR to the Final Research Performance Progress Report format in FY 2016, at which point electronic submission through eRA Commons will become mandatory.
Final Invention Statement and Certification – This form is required for all awards except Training grants, Fellowships, and certain other programs—e.g., activity codes C06, R13, R25, S10. It should include all inventions which were conceived or first actually reduced to practice during the course of work under the grant or award, from the original effective date of support through the date of completion or termination.
Termination Notice (PHS 416-7) – This form is required for Fellowships and Training grants. It summarizes the information that must be supplied by Ruth L. Kirschstein National Research Service Award (NRSA) recipients on termination of their award and for a limited period thereafter. It must be submitted within 90 days of the fellow or trainee's appointment.
Note: This form may also be used to document the termination of appointments to non-NRSA institutional research training programs (e.g., T15), research education awards (e.g., R25), and institutional career development awards (e.g., K12).
Detailed information about the requirements and descriptions of the reports are available in the NIH Grants Policy Statement, Section 8.6, Closeout.
- NIH Guide Notices
- Frequently Asked Questions
eRA Commons Resources
- Closeout Tutorial – Final Report Additional Materials (FRAM) how-to video
- Commons User Guide
- Office of Financial Management
Points of Contact