Reporting
Review various closeout reporting requirements for the end of an award and closeout of research projects.
Contents
Internal UW Reports
Human Subjects Research
External Sponsor Reporting
Unless the sponsor grants an extension, submit all final performance documentation no later than 90 days following the project end date.
Some due dates may differ; check sponsor requirements in your award.
OSP Closeout Notifications for Federal Awards
OSP notifies the PI and department about a week before the end date of a federal award, to inform award is ending and to detail closeout responsibilities.
If needed, the PI may request a budget extension by completing the budget Extension Request.
If OSP is aware that final reporting has become delinquent, OSP will escalate to the Chair and Dean.
Contact closeout@uw.edu with questions.
Review the End of Award Checklist
Internal- UW Reports
Final reporting for:
- Human Subjects: Close an IRB application
- Innovation Reporting: If innovations were made, fill out the eROI form and submit to CoMotion.
- Equipment Reporting
- Financial Conflict of Interest (FCOI) GIM 10: All reporting complete as required under Management Plan
- Office of Animal Welfare (OAW)
- Faculty Effort Certification(s) Reporting (FECs) complete
- Grant and Contract Certification (GCCR) reporting complete (Non-faculty effort)
- Cost share requirements met & posted in UW systems
Human Subjects Research
The completion of your non-exempt human subjects research must be reported in a timely manner to the IRB(s) that reviewed and approved your research. “Completion” is defined as:
- All subjects have completed all study-related interventions and procedures, including any follow-up.
- You have obtained all private identifiable data and/or specimens from all subjects.
- You have completed the analysis of all private identifiable data and specimens, as described in your IRB application.
To close a UW IRB application:
- If your IRB application is still paper-based: Complete the Paper Status Report form and mail to HSD.
If your IRB application is in Zipline (the UW’s web-based IRB application system): Complete the Zipline Status Report form and upload it to Zipline.
See this Guidance for a more detailed description, including the three most common closure mistakes made by researchers.
External – Sponsor Reporting
Most sponsors require these final reports:
If there was equipment purchased you may also need to complete Final Equipment Inventory Reporting.
Check your award for specialized final reporting requirements, such as a list of publications, property report or security report.
Federal Contracts
OSP signs and submits the completed federal contract forms.
Examples of required federal contract closeout forms:
- All Work Completed Assurance/Deliverables Met
- Contractor’s Certification Concerning Royalties, Patents, and Copyrights
- Property Clearance Report
- Release of Claims and Final Invoice
Technical/Scientific (Performance/Progress report)
In all cases:
- Review your award for specific closeout requirements and deadlines.
- Submit all required reports following sponsor instructions.
- Forward a copy along with proof of submission to closeout@uw.edu.
Federal Sponsor Final Technical/Progress Report Submission Steps:
| Sponsor | Where to Submit | PI Guidance |
|---|---|---|
| NIH | eRA Commons | Initiate an Interim or Final RPPR via eRACommons.
Use plain language when filling out the Project Outcomes. NIH will review & approve this section before it will be made publicly available through the NIH RePORTER. When applicable use Human Subjects System (HSS).
Upon completion, notify closeout@uw.edu and attach a copy of the RPPR confirming submission. If the Project Outcomes of an I-RPPR/F-RPPR didn’t use plain language, shared proprietary information, or included Personally Identifiable Information (PII), NIH will request a revised Project Outcomes. To complete the request, navigate to the award in the Commons. Select IRAM/FRAM from additional actions. Enter revised Project Outcomes in the IRAM/FRAM Project Outcomes text box. Do not upload it as an attachment. Learn more about the NIH RPPR: IRAM and FRAM |
| HRSA | HRSA Electronic Handbook | HRSA: Submit all progress reports, including the final report, via the HRSA Electronic Handbook |
| AHRQ | grantfpr@ahrq.gov | Review the template and further instructions from AHRQ’s Post Award Management site.
Submit the final report via email to grantfpr@ahrq.gov. |
| CDC | Grants Management Officer | Review closeout guidance from CDC and submit the final report to the Grants Management Officer. |
| SAMHSA | grant.closeout@samhsa.hhs.gov | Follow the terms of your award and review: |
| NSF | Research.gov | Log into Research.gov and select “Awards and Reporting”. |
| DOE | DOE Energy Link System |
|
| DoD | Review the terms in your award.
Forward to the Office of Naval Research (ONR). |
Is the Office of Naval Research (ONR) Seattle Regional office administering your grant or contract for DoD? Forward a copy of all closeout forms and documentation to ONR.
Possible requirements:
|
| NASA | NSSCcloseout@mail.nasa.gov | Submit via email to the NASA Shared Center: NSSCcloseout@mail.nasa.gov |
| DOeD | G5 System | ED 524B report cover sheet is required with final technical report submission and needs:
PI Submits via the G5 System. |
| NOAA | NOAA Grants Online |
Final Invention Statement
The PI must report all innovations to CoMotion, using a Record of Innovation Form (ROI).
PIs must also report all subject inventions to the sponsor on a final invention statement.
No Inventions? PI still submits an invention statement confirming “no inventions”.
Agencies generally require institutional signature or submission in sponsor systems for both positive and negative invention statements. Contact closeout@uw.edu.
Federal Sponsor Final Invention Statement Submission Steps
| Sponsor | Where to Submit | PI Guidance |
|---|---|---|
| AHRQ | grantfpr@ahrq.hhs.gov | Submit pdf of Form HH568 to grantfpr@ahrq.hhs.gov |
| CDC | Grants Management Officer | Review closeout guidance from CDC and submit the final report to the Grants Management Officer. |
| NIH | eRA Commons | Submit Form HH568 via eRACommons.
|
| NSF | NSF does not have a standard Final Invention Statement. CoMotion reviews your ROI and submits invention reports via iEdison, as necessary. |
|
| DOE | Fill out Patent Certifications Form DOE F2050-11
Check your award documents for submission requirements. |
|
| DoD | Fill out Form DD882.
Check your award documents for submission requirements. |
|
| NASA | Disclosure of Invention and New Technology (Including Software): |
Final Financial Report
For Federal Awards, the Federal Financial Report (FFR) is prepared & submitted to the Sponsor by Grant and Contract Accounting (GCA).
The form and type of submission are outlined by the sponsor per the terms and conditions of the award. The completed report is attached and a notification is sent to the PI and Fiscal staff through GrantTracker.
Many other non-federal sponsors also require a final financial report. Review the terms and conditions of your award.
External – Other Reporting
Clinicaltrials.gov
PI/research team submits summary results to clinicaltrials.gov within one year of primary completion of the clinical trial. Review Dissemination of Results for more information.
FCOI reporting to DHHS
Office of Research submits FCOI management plans to sponsors and if PHS-Investigator, the FCOI information on its website.
iEdison Reporting
CoMotion reports innovations generated on a federally funded project.
Forms, Tools, and Resources
- Zipline
- ClinicalTrials.gov
- Data Management Resources at UW
- CoMotion: Technology Transfer Office
- CoMotion: Record of Innovation eForm
- Equipment Inventory: Closeout Reporting
- MAA: Faculty Effort Certification (FEC)
- End of Award Request Form
- Dissemination of Results
- Office of Sponsored Programs
- MAA: Grant & Contract Certification Report (GCCR)
- GCA: Cost Share
- NIH: RPPR FAQs
- End of Award / Budget Review Checklist
