Grant Closeout: Deadlines for Financial Drawdowns and Reporting in PMS

Notice Number: NOT-OD-15-135

Key Dates
Release Date:  August 4, 2015

Related Announcements
NOT-OD-14-084
NOT-OD-15-111
NOT-OD-15-136    

Issued by
National Institutes of Health (NIH)

Purpose

The purpose of this Guide Notice is to inform recipients that the deadlines for submitting final financial reports and drawing funds from the Payment Management System (PMS) are now in synch.  Recipients may request payments from PMS up to 120 days past the period of performance end date for NIH awards with a project end date on or after October 1, 2014.  PMS will no longer require NIH approval of each payment request submitted between 90 and 120 days after the period of performance end date.

Background

NIH first announced in the Interim Grant General Conditions released on February 5, 2015, that for projects ending on or after October 1, 2014, recipients must submit a Final Federal Financial Report (FFR), Final Progress Report (FPR), and Final Invention Statement and Certification (FIS) within 120 calendar days of the end of the period of performance.  However, the “expired grant” functionality in PMS requires that any payment request submitted more than 90 days after the period of performance end date be routed to the funding agency for review and approval.  PMS has now modified that functionality for NIH awards with a project end date on or after October 1, 2014 to align with NIH’s deadline for submitting a Final FFR.

Clarification

This enhancement ensures that a recipient may draw funds up to the date that its Final FFR is due to NIH. Further, simply drawing funds more than 90 days after the period of performance end date does not systematically extend the recipient’s quarterly cash disbursement reporting requirement into the subsequent quarter.  According to PMS, there is no restriction in that system that limits reporting the disbursement of that draw down on the FCTR to the calendar quarter in which the disbursement occurred.

Please direct any questions regarding PMS cash quarterly disbursement reporting to PMS Support at (877) 614-5533 or PMSSupport@psc.gov.

Inquiries

Please direct all other inquiries to:

Division of Grants Policy
Office of Policy for Extramural Research Administration (OPERA)
Office of Extramural Research
National Institutes of Health
Telephone: 301-435-0949
Email: GrantsPolicy@od.nih.gov