Guidance for the Repayment of Grant Funds
Notice Number:

Key Dates

Release Date:

March 10, 2023

Related Announcements

NOT-OD-21-128 - Updated Process for Submission of Federal Financial Reports for Closed Payment Management System Subaccounts

Issued by



The purpose of this notice is to provide updated guidance to NIH recipients who need to return funds in the HHS Payment Management System (PMS) for NIH grant awards that have ended, but funds have not yet expired (e.g., funds obligated from an annual appropriation within 5 years of current fiscal year).

Effectively immediately, when recipients need to return funds on an NIH grant, and the refund is $20,000 or greater, NIH recipients must (1) submit a revised FFR and (2) post the refund to the PMS document if the funds have not expired and are reconciled and closed in PMS.  All refunds under $20,000 on closed PMS documents should be sent directly to PMS with instruction to post the funds to Miscellaneous Receipts.  PMS refund instructions may be found at

A chart outlining the updated refund process for various scenarios may be found at under Compliance Resources.


Please direct all inquiries to:

FFR Reconciliation and Financial Support Center
NIH Office of Policy for Extramural Research Administration (OPERA)
Office of Extramural Research