PHS 416-5

All fellows must complete this form for the first year of their fellowship, indicating their start date under the fellowship and other requested information.

There is no electronic submission system for fellowship activation notices.
 

Individual Fellowship form and instructions
Individual Fellowship form and instructions

• See NIH Grants Policy Statement, Section 11.2.11.1 Activation Notice

PHS 2271

Use for each appointment of an individual as a trainee under a Kirschstein-NRSA or other institutional training grant.
Also use for appointments on career development awards.

Must use the eRA Commons xTrain system to prepare and submit PHS 2271 Statement of Appointment forms.
 

For reference only

Statement of Appointment form and instructions

• See NIH Grants Policy Statement, Section 11.3.13.1 Statement of Appointment (Form PHS 2271)
• xTrain Help & Tutorials

SF 425

The Federal Financial Report (FFR) is used to submit financial information about individual grant awards. The FFR is required on an annual basis, except for domestic awards under the Streamlined Noncompeting Award Process (SNAP) and awards that require more frequent reporting as indicated in the Notice of Award. When required on an annual basis, the report must be submitted for each budget period no later than 90 days after the end of the calendar quarter in which the budget period ends.

In lieu of the annual FFR expenditure data, NIH will monitor the financial aspects of grants under SNAP by using the information submitted directly to PMS.

A final FFR shall be submitted at the completion of the award agreement for all awards. For final FFRs, the reporting period end date shall be the end date of the project or grant period. The final FFR must be submitted within 120 days after the end of the competitive segment.

FFR instructions should be used in combination with the NIH Federal Financial Report supplemental instructions

• eRA Submit Federal Financial Report page
• NOT-OD-24-017: NIH Will Send Reminder Notifications to Recipients with Final Federal Financial Reports (FFRs) in Rejected Status Beginning November 2023
• NOT-OD-23-086: Updated Process for Requesting Drawdowns Outside of the Liquidation Period
• Effective April 1, 2022, recipients are no longer required to submit quarterly cash transaction reports 30 days after the end of each calendar quarter. Instead, PMS will pre-populate the cash transaction section (lines 10a through 10c) of the FFR using recipient real-time cash expenses information from PMS, and adjust recipient-reported disbursements to equal cash advance drawdowns on all non-closed sub-accounts (PMS type P). See NOT-OD-22-099 for additional details.
• In June 2021 NIH began converting final FFRs to interim FFRS in the Payment Management System to bypass some system checks to reconcile expenditure versus quarterly cash transaction data (NOT-OD-21-138). This conversion practice was discontinued in September 2022 (NOT-OD-22-215)

HHS 568  

The Final Invention Statement is one of three reports required as part of the closeout process for the end of an award. It must be submitted within 120 calendar days of the project period end date of all awards that support research. The Statement must 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.

Recipient must submit a Final Invention Statement and Certification (HHS 568), whether or not the funded project results in any subject inventions, and whether or not inventions were previously reported.

Must use eRA Commons to prepare and submit the Final Invention Statement (HHS 568). Although a principal investigator can create the Final Invention Statement, only a signing official can submit it to the agency.
 

Final Invention Statement form and instructions
Final Invention Statement form and instructions

• See NIH Grants Policy Statement, Section 8.6.3 Final Invention Statement and Certification
• Learn more about submitting your Final Invention Statement through eRA systems

Use only if specifically requested by NIH. 

PHS 2590 Forms

PHS 2590 Instructions

The RPPR is used by recipients to submit progress reports to NIH on their grant awards. There are three types of RPPRs

• Annual RPPR - Use to describe a grant’s scientific progress, identify significant changes, report on personnel, and describe plans for the subsequent budget period or year.
• Interim RPPR – Use when submitting a renewal (Type 2) application. If the Type 2 is not funded, the Interim RPPR will serve as the Final RPPR for the project. If the Type 2 is funded, the Interim RPPR will serve as the annual RPPR for the final year of the previous competitive segment. The data elements collected on the Interim RPPR are the same as for the Final RPPR, including project outcomes.
• Final RPPR - Use as part of the grant closeout process to submit project outcomes in addition to the information submitted on the annual RPPR. A final progress report is required for any grant that has passed its project end date and will not be extended through award of a new competitive segment. 

There is no RPPR form available for download. Submit RPPR data through the eRA Commons. The links for each type of RPPR are accessed through the Commons Status tab. The Interim RPPR link will also be accessed through the Commons Status tab. It will appear one day after the project segment end date, but before it has moved to closeout. The Final RPPR link will become available through the closeout module once the grant is eligible for closeout.

• NIH RPPR Instruction Guide
• NIH RPPR Online Help
• Final Invention Statement

• Research Performance Progress Reports (RPPR) website
• RPPR Help & Tutorials
• RPPRs: Who Can Do What?

Use data tables with Institutional Research Training grant applications and progress reports. 

NIH is currently transitioning to updated data tables. Applicants and recipients must select the appropriate version based on their use date.

Beginning with RPPRs due on or after October 1, 2019 (FY 2020), recipients must create the required training data tables for submission with NIH and AHRQ T15, T32, T90/R90, and TL1 progress reports via the xTRACT system (NOT-OD-19-108).

Instructions and samples are available on the Data Tables webpage linked above for various data table scenarios.

• Instructions and samples are available on the Data Tables webpage for various data table scenarios.
• xTract Help & Tutorials
• Research Training Data Tables FAQs

The Project/Performance Site Location(s) form included in NIH application packages allows for the collection of 300 performance sites. If you need to add more site locations than the form allows, prepare a separate file using this format page, convert it to PDF, and upload it in the "Additional Locations" attachment field on the Project/Performance Site Location(s) form.

Additional Performance Site Format

General instructions for completing the "Additional Locations" attachment field on the Project/Performance Site Location(s) form are found in the Form Instructions section of the How to Apply – Application Guide. Also check Section IV. Application Information of the funding opportunity for any opportunity-specific instructions.

See Project/Performance Site Location(s) form for a reference copy of the data collection used for the first 300 project/performance sites.

The R&R Senior/Key Person Profile (Expanded) Form included in NIH application packages allows for the collection of a contact PD/PI and 99 additional other senior/key individuals (including any multi-PD/PIs). If you need to add more Senior/Key Person Profiles than the form allows, prepare a separate file using this format page, convert it to PDF, and upload it in the "Additional Senior/Key Person Profile(s)" attachment field on the R&R Senior/Key Person Profile (Expanded) Form.

Additional Senior/Key Person Format

General instructions for completing the "Additional Senior/Key Person Profile(s)" attachment field on the R&R Senior/Key Person Profile (Expanded) Form are found in the Form Instructions section of the How to Apply – Application Guide. Also check Section IV. Application Information of the funding opportunity for any opportunity-specific instructions.

See R&R Senior/Key Person Profile (Expanded) Form for a reference copy of the data collection used for the contact PD/PI and 99 additional other senior/key individuals.