The NIH requires Closeout documents when a funded grant ends.
The NIH requires the submission of final Closeout documents within 120 days of the end of grant support after a funded grant has expired, terminated, or transferred. Closeout documents required include:
- Final Federal Financial Report (FFR)
- Final Research Performance Progress Report (F-RPPR)
- Final Invention Statement (FIS)
Failure to submit timely and accurate Closeout documents can affect future funding to the organization, including sanctions and delay of future awards.
NIH Closeout documents are submitted electronically through eRA Commons. In order to see which Closeout documents are required after a grant has ended, the PI or anyone with the delegated ASST role can log into eRA Commons, select the last budget period of the grant and look under the Requires Closeout link in the Action column under the listing for the grant.
The Final FFR is completed and submitted by staff in the MCW Sponsored Programs Office; if you have questions regarding the Final FFR, please contact SPO for assistance.
Effective January 1, 2017, the Final RPPR (F-RPPR) replaced the Final Progress Report (FPR) for grant closeouts. The F-RPPR is submitted via eRA and is due within 120 days of the end of the project period.
See NIH notice of this change at NOT-OD-17-022.
Tips for Completing the F-RPPR:
- The completion of the F-RPPR uses the exact same instructions as the annual RPPRs.
- Only the PI or SO have access to the F-RPPR; no proxy or Commons delegate can assist in completing this report.
- Participant section is required. Normally, for RPPRs, this section is completed by someone other than the PI with the Assistant role. The PI should be prepared with participant efforts when completing the F-RPPR.
- There is no need to route the F-RPPR in Commons. This option is available for PIs which causes confusion, but submission is completed by the PI.
A newly required section in the F-RPPR is Project Outcomes. The Outcomes section allows PIs an opportunity to provide a concise summary of the significance of their research and will be made available to the general public.
The NIH does not require institutional review of the report and will accept submission directly from the PI. The project PI can initiate the F-RPPR, complete the forms and submit to NIH with no interface from GCO. When you’ve completed the Final RPPR you can go ahead and submit right away.
The completing of the F-RPPR uses the exact same instructions as the annual RPPR. The RPPR guide should be referenced when assistance is needed to complete the F-RPPR forms.
Chapter 6 of the NIH Research Performance Progress Report (RPPR) Instruction Guide (PDF) provides instructions for completing Sections A-I of the report.
Refer to the following sections of the Instruction Guide (PDF) when completing your report:
- Cover Page - Section A (PDF section 6.1, pg. 69)
- Accomplishments - Section B (PDF section 6.2, pg 70)
- Products - Section C (PDF section 6.3 , pg. 75)
- Participants - Section D (PDF section 6.4, pg. 82)
- Impact - Section E (PDF section 6.5, pg. 88)
- Changes - Section F (PDF section 6.6, pg. 89)
- Special Reporting Requirements - Section G (PDF section 6.7, pg. 91)
- Budget - Section H (PDF section 6.8, pg. 102)
- Outcomes - Section I (PDF section 6.9, pg. 104)
Effective February 9, 2017, if the recipient organization has submitted a renewal application on or before the date by which a Final Research Performance Progress Report (Final-RPPR) would be required for the current competitive segment, then submission of an "Interim RPPR" via eRA Commons is now required. The Interim RPPR (IRPPR) will be used for the submission of a Competing Renewal application. See the related guide notice NOT-OD-17-037 NIH Implementation of the Interim RPPR while a Renewal Application is Under Consideration.
Status: Not Submitting a Competing Renewal Application:
- Submit a Final RPPR no later than 120 days from the project period end date
Status: Submitting a Competing Renewal Application:
- Submit an Interim RPPR no later than 120 days from the project period end date
If Funded: The Interim RPPR is accepted as the annual RPPR
If Not Funded: The Interim RPPR is accepted as the Final RPPR
View Submitting Your Interim RPPR on eRA Commons for step by step instructions.
A. Competing Renewal NOT Submitted:
Submit a Final-RPPR no later than 120 calendar days from the period of performance end date.
B. Competing Renewal Submitted:
Submit an Interim-RPPR no later than 120 calendar days from the period of performance end date. If the competing renewal is funded, NIH will treat the Interim-RPPR as the annual performance report for the final year of the previous competitive segment.
C. Competing Renewal Submitted BUT NOT Funded:
Submit an Interim-RPPR no later than 120 calendar days from the period of performance end date. If the competing renewal is not funded, NIH will treat the Interim-RPPR as the institution's F-RPPR. To reduce burden, NIH will not require recipients to submit an additional Final-RPPR if the renewal application is not funded.
What are the differences between the Interim Final RPPR, the Final RPPR?
Both the Interim RPPR and the Final RPPR are currently identical in process and information required. The only difference between the 2 Final RPPRs is when they are made available to initiate and submit.
The Interim RPPR link will be made available to the Signing Official (SO) in the Status screen when a grant is eligible for submission of a Competing Renewal application.
What are the differences between the Interim/Final RPPR and the annual RPPR?
- In the Interim/Final RPPR, only Section D.1 is required in the Participants section
- Sections F: Changes
- Section H: Budget are not part of the Interim/Final RPPR
- Section I: Outcomes is new. Section I is required for both the Interim/Final RPPR
The FIS (Form HHS 568) (PDF) must be submitted whether or not the funded project results in any subject inventions and whether or not inventions were previously reported for the grant. The FIS must list all inventions that were conceived or first actually reduced to practice during the project period of the grant. The FIS is completed in eRA Commons by the PI, then routed in the system to be verified and submitted to the NIH by the MCW GCO.
Completing the FIS Form:
- Search for your grant in Commons and click the “Requires Closeout” link. This takes you to the Closeout Status screen:
- Select “Process Final Invention Statement” and upload the required information regarding the invention(s) you are reporting.
- If no inventions, the form still must be completed and indicate “None.”
- Route this to GCO for submission to the NIH (choosing Dr. Ann Nattinger as SO). The GCO analyst for your department will perform an independent verification of the information on the form, and if there are no discrepancies, complete the final submission to the NIH.