Project Management

Where to Begin:

Once the email notification from the RF Award Set-Up team has been received, the DA will follow these steps:

  • Confirm the budget and header details are correct in OBIEE and/or self-service banner.
  • Hire and train staff:
    • For Einstein salary, submit EPAFs through Human Resources
    • For Montefiore salary, initiate requisitions through the Purchasing Dept
    • If there was a delay in setup, process retroactive Labor ReDistributions (LRDs) for salary and correct Effort Reporting through RF.
      • Effort must match salary and what was included in the proposal budget
      • If you need to re-open a previously certified Effort Report, please contact Lisa Solaro in RF Post Award.
  • Set up Outgoing Subcontracts through RF if needed
  • Process Cost Transfers (CTs) for supplies/OTPS through RF if there was a delay in setup
  • Prepare the space, supplies, experiments, and equipment

Recipients are responsible for managing the day-to-day operations of their grants. There are multiple areas for the PI and DA to monitor related to grants management, compliance, and reporting throughout the project period of the grant:

Human Subjects Monitoring (ASSIST)

Please see the NIH site for Human Subjects Study Monitoring and Einstein’s Human Subject Research Project Management site.

For NIH, the PI must enter Human Subjects data into ASSIST.

Submitting information in ASSIST:

  1. Please make sure that you log in to Albert Einstein College of Medicine without the Inc. at the end.
  2. Log in to your eRA Commons/ASSIST. There are navigation buttons on the left panel and 2 tabs in the center of the screen. For data entry you will need to select the “HSCT post submission tab.”
  3. Click on the edit button and then select “add new study.”
  4. Input the requested data and save. (Save and release.)
  5. When ready to submit, select “return to summary” on the navigation panel and then “update submission status”. This will open a dialog box with a drop-down menu – select “ready for submission.”
    • The PI has to change the status from “work in progress” to “ready for submission” in order for OGS to access the document and submit.
  6. The AOR will be notified and will submit the data.
  7. You can call the eRA Commons HelpDesk at 1-866-504-9552 if you need more help or view the ASSIST User Guide.

Scientific/Program Management:

  • Conduct and oversee the execution of the project aims or statement of work
  • Scientific progress, experiments, data, and results
  • Lab space/ Equipment
  • Personnel

Click here for more information on Human Subjects reporting in eRA Commons.

Post Award - Financial Management

Post award - Financial Management

The department of Research Finance (RF) provides relevant and timely grants management financial information to the executive leadership team, faculty members, and the leaders of the academic and administrative departments.

Topics:

  • Other Pre-Award Submissions (OPAS)-
    • Prior Approval
    • Budget modifications
    • Carryover Requests
    • No Cost Extensions
    • Change of scope / Sample Letters

Please refer to the Research Finance Intranet site for the topics below:

  • Capital Equipment
  • Cost sharing/ matching
  • Deficits and Disallowances
  • Financial Systems- Banner and OBIEE Reporting Tool
  • How to charge Fellowship and Training Grant Expenses
  • Montefiore LOA Process
  • Program Income
  • Restrictions
  • Sponsored Cost Principles

  • Monitor Budget vs Expenses through Financial Systems (Banner, OBIEE) and Einstein Grant Reports.
  • Review and Approve Expenditures
  • Purchasing/ quotes/ bids
  • OPS/ Prior Approval Requests
  • Change of scope/ Sample Letters

For more information, refer to the NIH Post-Award Monitoring and Reporting site.

OPAS

Applications for extramural funding often require communications with granting agencies after the initial proposal submission in order to:

  1. update the existing application prior to review or
  2. provide administrative and compliance documentation that facilitates the issuance or extension of an award.

When the transmitted information requires formal approval of, or direct submission by, institutional officials, this type of submission of post-application/pre-award information will be termed “OPAS” (Other Pre-Award Submissions).

See our OPAS Cayuse guide

OPAS Types:
  • Budget modifications
  • No Cost Extensions
  • Carryover Requests
  • Other: PI change in eRA Commons, title change, change in key personnel, change in institution, compliance, withdraw an application, any other change, modification, or update.
OPAS General Process:

OGS/RF provide support to PIs and DAs in processing OPAS. Every sponsor type and NIH institute has it’s own specific requirements and process as described in each section below, but the following basic principles apply to all OPAS types:

  1. The DA/ PI will prepare OPAS materials according to the guidelines and procedures adopted by the grantor agency.
  2. OGS/ RF approval required for OPAS must be obtained using Cayuse.
  3. Sponsor approval is obtained when required.

OPAS in Cayuse:

  • Naming convention: OPAS-PI last name/Type of OPAS/Deadline (e.g., OPAS-Smith/JIT/2-10-16
  • Cayuse entry steps and screenshots can be found here.

OPAS Routing:

Do NOT route OPAS. Once completed in Cayuse, notify Dr. Indranil Basu at Indranil.basu@einsteinmed.edu or the appropriate person at OGS or RF for review, according to the following table:

OPAS Type OGS Responsible Party
Post Submission Additional Material(s) Indranil Basu
No Cost Extension (NCE) Bethany Oates
Title Change Indranil Basu
Budget Modifications/Re-budget Gerard McMorrow
Carryover Request Denise Giocondo and Bethany Oates
Face page - to be signed Indranil Basu
Statement of Intent - to be signed Indranil Basu
Compliance Requirement - IACUC or IRB Indranil Basu
Any other change or modification Indranil Basu
Any Update Indranil Basu
Changing the funding opportunity Indranil Basu
Withdraw application Indranil Basu
Prior Approval

Einstein's Prior Approval Policy

NIH OPAS Prior Approval:

Once OGS/RF has reviewed and approved the request, for NIH, the following requests can be submitted through the eRA Commons Prior Approval Module:

CDC OPAS Resources:

CDC Prior Approval Policy

CDC Guide for Submitting Amendment Requests via eRA Commons/ ASSIST

Note : Approvals are at the discretion of the awarding agencies/ institutions so it is important to keep in mind that not all requests may be approved. Also, additional documentation may be required.

Budget Modification sample request letters

Refer to the Research Finance site for Post Award forms, policies, and procedures. When the project period has been completed, proceed to Close Out.

Budget Modifications/Re-budgets
  • Sometimes there are necessary changes required after the grant is awarded, which were not anticipated in the planning stages of the project. Budget modifications may be needed post set-up to accommodate the actual expenditure needs. This process is handled by RF Post Award, with OGS handling sponsor prior approval requests when needed.
  • Not all sponsors allow budget modifications and/or, they may require prior written approval before the funds can be available for spending.
  • Policies vary within different institutes, agencies, and programs. Be sure to confirm what is required with your sponsor/ GMS.
  • Step 1 - The DA must determine if sponsor prior approval is required before the budget modification can be processed. Some changes include requirement of the sponsor’s prior written approval. Other changes do not and may be processed internally by RF on behalf of the sponsor.
    • For Non-NIH grants, review the sponsor guidelines in the award agreement and on their website.
    • For NIH grants: According to the NIH Standard Terms of Award, Federal administrative requirements allow agencies to waive certain cost-related and administrative prior approvals; these are known as expanded authorities (EA). Therefore, for projects that are covered under EA as stated in the NOA, changes that are not significant (see below) do not require approval.
  • Re-budget steps if sponsor approval is required:
  • Step 2 - According to sponsor guidelines in the agreement or on their website, the DA will prepare the forms, budget change, and justification as required.
    • Justification – Briefly justify the proposed budget changes. Indicate whether these changes affect the specific aims of the project. If a category is reduced, explain how project goals can still be met.
  • Step 3 - Attach or upload the documents into Cayuse and then email the request with the SP# to Gerard in OGS. Routing is not required.
  • Step 4 - Gerard will review the wording, the dollar amount calculations, and compliance with the sponsor guidelines. He will give OGS approval to submit or request changes.
  • Step 5 - Once approved by OGS, submit the request according to the sponsor guidelines. For NIH, see How to request prior approval.
  • Step 6 - Once approved by the sponsor, complete the Budget Change Request Form, obtain signatures, attach the sponsor approval as backup, and submit it to RF Post Award at RF.postaward@einsteinmed.edu with the Subject: Budget Transfers.
  • Re-budget steps if sponsor approval is NOT required:
  • Step 2- Complete the Budget Change Request Form, obtain signatures, for non-NIH attach the sponsor guidelines that no approval is needed as backup, and submit it to RF Post Award at RF.postaward@einsteinmed.edu with the Subject: Budget Transfers.

If the institute/sponsor requires a letter, see our sample Budget Modification Request letter.

For more information on when sponsor’s prior approval is required, please refer to Albert Einstein College of Medicine Sponsor Prior Approval Policy (FIN-POL-2019-027).

Carryover
  • At the end of each budget period, the DA will work with RF Post Award on a progress report or interim invoice that will include the total reportable expenses and unspent balance. When funds awarded for a specific budget period have not been spent by the end of that budget period, some sponsors allow unspent funds to carried over into the next budget period.
  • NIH defines Carryover as: Unobligated Federal funds remaining at the end of any budget period that may be carried forward to another budget period to cover allowable costs of that budget period. Obligated, but unliquidated, funds are not considered carryover.
  • Not all sponsors allow carryovers and/or, they may require prior written approval before the funds can be available for spending.
  • Policies vary within different institutes, agencies, and programs. Be sure to confirm what is required with your sponsor/ GMS.
  • Click here for NIH’s Carryover criteria and required documents
  • Large unspent balances run the risk of being lost. At the discretion of the sponsor, they may withhold approval or approve only part of the request. The carryover may be awarded as an additional authorization or as an offset (when sponsors have approved the carryover, but then reduce the award amount for the next budget period by the amount of the previous unspent balance.)
    • Example: The unobligated balance on Y1 is $100,000. Y3 award amount is $500,000. The NIH awards Y3 using $400,000 of Y3 funds and $100,000 of Y1 funds. The project loses $100,000.
  • Note: If it is anticipated that an estimated unobligated balance (including prior year carryover) will be greater than 25% of the current year’s total approved budget, you must use section G.10 in the RPPR to justify and explain when and how you plan to spend the funds.

These instructions can also be found in the Einstein Carryover Policy.

Step 1 - The DA determines if the sponsor and award allow automatic carryover. This must be done before the carryover request can be processed by RF post award.

  • For Non-NIH grants - review the sponsor guidelines in the award agreement and on their website.
  • For NIH grants - Most NIH grants have automatic carryover authority and grantees do not have to request approval from the NIH in order to carry over funds from one budget period to the next. However, it is important for the DA to review the special terms and conditions in the NOA.
    • According to the NIH Standard Terms of Award, Federal administrative requirements allow agencies to waive certain cost-related and administrative prior approvals; these are known as expanded authorities (EA).
      • Prior approval for carryover is NOT required when:
        • The NOA states in Section III: “An unobligated balance may be carried over into the next budget period without Grants Management Officer prior approval.”
    • Grantees that do not have automatic carryover authority are required to submit a written request. The following mechanisms typically do not have automatic carryover and require NIH prior approval:
      • Cooperative Agreements (U).
      • Program Centers (P30 and P50).
      • Awards to Individuals, including Fellowships (F).
      • Non-Fast Track, Phase 1 (one-year) SBIR (R43) and (one-year) STTR (R41).
      • Training Grants (T) Carryover requests for trainee slots will not be considered, but in rare circumstances, carryover for trainee-related expenses and travel could be considered.
      • Clinical Trials (regardless of activity code).
      • Prior approval for carryover is required when:
        • The NOA states in Section III: “Carry over of an unobligated balance into the next budget period requires Grants Management Officer prior approval .”
  • Carryover steps if sponsor approval is required:
    • Step 2 - According to sponsor guidelines in the agreement or on their website, the DA will confirm the exact carryover amount with RF Post Award based on the reconciliation completed.
    • Step 3 - The DA prepares the forms, budget, letter, and justification as required.
      • For NIH, there are now 3 attachments required:
        • Explanation of unobligated balance
        • Detailed Budget and
        • Scientific Justification
    • Step 4 - The DA will upload the documents into Cayuse and then email the request with the SP# to Denise for NIH or Gerard for NYS. Routing is not required.
    • Step 5 - For NIH, Denise will review the dollar amount, budgets, and compliance with the sponsor guidelines. Gerard does this for NYS. They will give approval to submit or request changes.
    • Step 6 - Once approved by RF/ OGS, for NIH, OGS (usually Indranil) will submit the request according to the sponsor guidelines.
    • For NYS, OGS approves and Indranil submits in Grants Gateway.
      Note: There may not be an automatic notification from Grants Gateway to for approval. Please let OGS know that review and approval are pending.
    • Step 7 - Once carryover is approved by the sponsor, RF will coordinate the budget approval in Banner and increase the next year’s budget (once the new project number is set up) by the carryover amount in each budget category as approved.
  • Carryover steps if sponsor approval is NOT required:
    • Step 2 - Once the financial reconciliation has been submitted, RF post award will decrease the current year budget and increase the next year’s budget (once the new project number is set up) by the carryover amount in each budget category as appropriate.

Items to include in a carryover request letter:

For NIH, according to the NIH Grants Policy Statement 8.1.2.4: When NIH prior approval is required, the AOR should submit a request to the GMO that includes at a minimum the following information:

  • Amount of funds requested for carryover (as confirmed by RF) from year X to year Y.
  • Provide detailed budgetary and scientific reasons why the funds were not spent within the last budget period, including why there is a need for carryover.
  • Explain why the requested unobligated funds are necessary for use in the current budget period in order to achieve the approved research aims.
  • Provide reasons why the carryover request cannot be accomplished by re-budgeting the current funds.
  • Describe what steps will be taken to use the funds during the new annual budget year and reduce the need to request additional carry-over funds or a no-cost extension.
  • Ensure that there is no change of scope or describe the change of scope if applicable.
  • Attach a detailed budget - Include direct costs, F&A costs, and total costs for how the funds would be used if approved.

If the institute/ sponsor requires a letter, see our sample Carryover Request letter

No Cost Extensions (NCEs)
  • NIH defines a No-Cost Extension as an extension of time to a project period and/or budget period to complete the work of the grant under that period, without additional Federal funds or competition.
  • Not all sponsors allow NCEs and/or, they may require prior written approval before the funds can be available for spending.
  • Policies vary within different institutes, agencies, and programs. Be sure to confirm what is required with your sponsor/ GMS.

Conditions for requesting a NCE :

The fact that funds remain at the expiration of the grant is NOT, in itself, sufficient justification for an extension without additional funds.

Grantees may extend the final budget period of the project when the following conditions are met:

  • If no additional funds are required from the NIH awarding office
  • If there will be no change in the project’s originally approved scope
  • If no term of award specifically prohibits the extension

In order to mandate an extension, one of the following criteria must be applicable:

  • Additional time beyond the established expiration date is required to ensure adequate completion of the originally approved project aim’s and objectives
  • Continuity of NIH grant support is required while a competing continuation/renewal application is under review
  • The extension is necessary to permit an orderly phase-out of a project that will not receive continued support

Step 1 - The DA determines if the sponsor and award allow automatic NCEs. This must be done before the budget and project period can be extended by the RF Award Set-Up Team.

  • For NIH, No Cost Extensions may be performed automatically one-time only by the Signing Official (SO) no earlier than 90 days before the end of the project and no later than the end date.
    • Note: The link for accessing the feature is available 90 days before the project end date and is removed at midnight on the project end date.
    • Also note: There can only be one no cost extension through eRA Commons per grant. If you have applied previously for an extension for this grant, an Extension link will not be available.
  • For NIH, for a 2nd NCE, or if you are not eligible for an automatic no cost extension, prior approval must be requested from NIH.
  • For more information, see the NIH Standard Terms of Award and Prior Approval Requirements.

NCE steps if sponsor approval is required:

  • Step 2 - The DA must confirm the exact unobligated balance amount with Denise Giocondo in RF Post Award
  • Step 3 - The DA prepares the forms, budget, letter, and justification according to sponsor guidelines in the agreement or on their website.
    • For NIH, there are now 3 attachments required:
      • Progress Report (not RPPR)
      • Budget document and
      • Justification document
  • Step 4 - The DA will upload the documents into the previous Cayuse SP record and then email the request with the SP# to Indranil Basu. A new cayuse record and routing are NOT required.
  • Step 5 - If human/animal subjects are involved, ensure the IRB/IACUC approval is current and send the approval dates to Indranil.
  • Step 6 - For NIH, Indranil will review the dollar amount (once Denise confirms), budgets, and compliance with the sponsor guidelines. He will approve or request changes (if needed).
  • Step 7 - Once approved, Indranil will submit the request in eRA Commons.
  • Step 8 - Once the NCE is approved by the sponsor, RF Award Set-Up usually receives a revised NOA or fully executed agreement, which is used to extend the budget and project periods in Cayuse and Banner.

NCE steps if sponsor approval is NOT required:

  • Step 2 - Use the No-Cost Extension feature in the eRA Commons Status module, which allows signing officials (SOs) to request an NCE of between 1 and 12 months.
  • Step 3 - “Request” the 1st NCE in eRA Commons via the Extension link.
  • Step 4 - Once the NCE confirmation email is received, OGS sends it to RF Award Set-Up to extend the budget and project periods in Cayuse and Banner.

Items to include in a 2nd NCE request:

  • The amount of time requested in months and the requested new project period end date
  • A description of the project activities that require support during the extension and a statement about the funds available to support the extension.
  • Detailed explanation of why the project could not be completed by the originally approved end date
  • Scientific rationale for continuing the project
  • A brief progress report that communicates the scientific progress made after the last RPPR was submitted
  • The estimated unobligated balance (The total direct cost and F&A remaining)
  • PHS 2590 Form Page 2 (Detailed budget reflecting proposed plans to use the remaining funds)
  • PHS 2590 Form Page 6 (Checklist reflecting calculated F&A costs)
  • Budget justification
  • Level of effort of key personnel named in the NOA. Section 8.1.1.3 of the NIH Grants Policy Statement requires a measurable level of effort of key personnel during an extension
  • Updated certifications and assurances, including IRB (if applicable under the Revised Common Rule) and IACUC approvals

If the institute/sponsor requires a letter, see our sample 2nd NCE sample request letter

Change of Scope/Sample Letters

OPAS sample letters: (To be used when there is no change of scope)

Change of scope :

  • A change in scope is a change in the direction, aims, objectives, purposes, or type of research training, identified in the approved project. The recipient must make the initial determination of the significance of a change and should consult with the GMS as necessary.
  • Prior approval is required for any change in scope. Specific requirements should be confirmed with the sponsor/ GMS.
  • For all of the below, include: How this change will affect the project scope and aims; revised budget; the IDC checklist may also be required when excluded categories are involved.

Examples of some change of scope re-budgets- What to include in request letters :

  • PI change of effort - Reduction over 25%- Include what is changing and why, % need to drop to, how the remaining funds will be used.
  • Equipment needed over $25k - If the equipment was not in original budget (perhaps something broke) or additional funds are needed for equipment- Include the amount, quote, scientific reason why this is needed, what budget line the funds are coming from, why the funds are no longer needed there.
  • Subcontract high balance - The subcontractor is not spending and/or cannot do the work- Include the reason why they are not able to do the work, who is going to do that work in their place, how the remaining funds will be used (new subcontract or rebudget).
  • Change in key personnel - Single to Multi PI or Multi to Single PI or someone named in NOA can no longer work on the project- Include a reason why, who will cover the remaining work.
  • Significant rebudgeting - Change in a single direct cost budget category by more than 25% of the total costs awarded- Include where are the funds needed and why, where the funds are no longer needed and why.
Compliance
  • Participate in audits or site visits
  • Cost transfers, LRDs, Effort Certification
  • Institutional Compliance Resources (IRB, IACUC, OBBD, EHS)
  • Subcontracts and other collaborators (Subrecipient Monitoring)

Please refer to the Research Finance Intranet site for the topics below:

  • Audit Requirements
  • Cost transfers
  • Effort Reporting/ Certification
  • Einstein Compliance Resources
  • LRDs
  • Sub-recipient Monitoring
Interim Reporting
RPPRs
  • Each sponsor has specific guidelines for the types of Progress Reports required (scientific and financial) and when they are due. It is essential for the DA and PI to become familiar with these requirements in the NOA, subcontract agreement, award letter, sponsor website, etc…
  • For NIH grants, first review the NOA to determine if the project is under SNAP (Streamlined Non-Competing Award Process). This will alter what is required and how it is submitted.
    • The NOA will state in Section III: “This grant is subject to Streamlined Noncompeting Award Procedures (SNAP).”
  • NIH requires recipients to submit Research Performance Progress Reports (RPPRs) as part of the non-competing continuation award process. See NIH Reporting Requirements
  • Types of RPPRs :
    • Annual
    • Final
    • Interim
  • NIH RPPR Submission- who, what, where, when, how
  • Einstein/ Cayuse RPPR preparation guidelines
  • NIH RPPR Instruction Guide – Refer to Section 5 for Navigation in eRA Commons and Section 6 for instructions for each page and question

For a listing of which RPPRs are due for your department, click here, which will navigate you to the eRA commons, personal profile, Manage RPPR search.

These steps are applicable to Cayuse.

The administrator takes the following actions:

  1. From eRA Commons draft the RPPR and copy and save the draft RPPR.
  2. Begin an IPF:
    1. Copy the previous Non-Competing (NC) application if within Cayuse SP. If not, see below for mid-segment RPPR.
    2. Input the required fields; for example, key personnel on the investigator/ research team page, direct and indirect costs for the subsequent budget period, etc. For all sponsors, in Cayuse 424, enter the subsequent year detailed budget for internal review.
    3. c. In the Proposal Attachment section, attach:

    3. NOTE: the IPF can’t be submitted for routing if the required fields are not populated.

  3. Non-Competing (NC) Application Routing:

    NCs must be routed in Cayuse SP for review and approval.

    • If NIH, please add “RPPR – NIH Only”, as #2 in the routing order, which will trigger Rose Ramunno’s review. “OGS Review for Budget” will automatically be added, please ensure it’s listed as the last approver.
    • If not NIH, please add “OGS Review for Budget”, which will trigger Gerard McMorrow’s review.
    • OGS review for basic science or clinical is automatically added and should be at the same level as EH&S, Human Subjects, Animal Institute.

    4. REGARDING PI CERTIFICATION

    • In Cayuse, the lead PI will receive an email requesting s/he certifies the proposal. However, the PI certification is NOT required in Cayuse.

    These steps are information applicable to the NIH RPPR procedure in general.

  4. The Administrative Official listed should be Suzanne Locke. The Signing Official should be Rose Ramunno.
    Administrative Official: Signing Official:
    SUZANNE LOCKE 1300 Morris Park Ave Bronx, NY 10461
    Phone number: 718-430-2786
    Email: Suzanne.Locke@einsteinmed.edu     		ROSE RAMUNNO 1300 Morris Park Avenue Bronx, NY 10461
    Phone number: 718-430-8846
    Email: rose.ramunno@einsteinmed.edu
  5. Calendar Months of effort for Einstein employees should be verified in OBIEE by the DA that dollars charged for each individual agrees to the months on the participant page for the year the RPPR is reporting. This is reviewed by the Financial Analyst in RF.
  6. For outgoing subcontracts, DAs should request the following information from each subcontract PI several weeks in advance of the deadline to allow time for each institution to prepare the reports:
    • Active Other Support for sub-award Pl and all key personnel
    • Personnel Report information for all personnel devoting effort in current budget year
    • Unobligated balance for the current grant year and, if the balance is >25%, include an explanation for why there is a high balance and a justification of how it will be used in the upcoming grant year
    • Detailed budget and justification for the next budget period (as required)

    The DA will need to verify the months for personnel not on Einstein payroll are accurate. OGS/ RF cannot check this.

  7. If OBIEE shows an estimated balance >= 25% of current year award (including prior year carryover) this will need to be disclosed as a large carryover and explained in Section G.10 of the RPPR. If not disclosed in the RPPR, an email can be sent to Rose and noted in Cayuse how the balance will be reduced to < 25% by the end of the current budget period.
  8. For NIH grants with human subjects research, Section G.4.b Inclusion Enrollment Data must be completed in ASSIST and the status changed to “ready for submission”. Click here for more information on Human Subjects reporting in eRA Commons.
  9. Before routing the RPPR, check for errors and correct them as needed. If there are errors, the system will not allow the AOR/ SO to submit the RPPR in eRA Commons. If there are warnings, Rose will assume they are ok and she will submit.
  10. RPPRs should be routed in eRA Commons only after the SP proposal has been approved in Cayuse.
  11. PIs must route via eRA Commons to the AOR/ SO for RPPRs - Rose Ramunno.

RF Post Award – takes the following actions NIH RPPRs:

  • The FA reviews #5 and #7 above.
  • If any issues arise, Rose coordinates with the Department Administrator.
  • Once the SP Proposal is routed, Rose will take the following actions:
    • Reviews the subsequent budget period noted in step 2b above.
    • Approves in Cayuse. This can be confirmed in the status history section as “Proposal Approved”
    • Once the PI has completed the RPPR and submits in eRA Commons, then Rose will receive an email to approve in eRA Commons.

RPPR sections confirmed by RF:

  • D.1 What individuals have worked on the project? (RF confirms effort and person months)
  • G.10 Estimated unobligated balance
    • G.10.a Is it anticipated that an estimated unobligated balance (including prior year carryover) will be greater than 25% of the current year’s total approved budget? If yes, provide the estimated unobligated balance.
      • Note: RF may not always agree with the PI’s balance, but it is noted that RF shows a different figure and that NIH will sometimes refer directly to our PMS LOC draw to confirm the exact balance.
  • H.1 Budget Form (when required)

NIH Final RPPRs - mid segment:

  • Mid-segment refers to applications submitted prior to Cayuse SP (Jan 2021)
  • The DA will follow steps 1 – 11 above.
  • Step #2 has a modification- If there isn’t an SP record for the original proposal or a prior NC application, you can’t copy the prior proposal. Therefore, a new proposal must be created with the proposal type = Non-Competing Continuation/ Progress report. The DA should download a pdf from Cayuse S2S application (formerly Cayuse 424) and upload this as an attachment. This is required for the FA to validate #5 and 7 above.
  • Routing process in eRA commons

Note about Interim RPPR vs Final RPPRs:

  • The Interim RPPR (IRPPR) is used when you are submitting a Competing Renewal application (Type 2). If you opt NOT to apply for a Competing Renewal, complete the Final RPPR as you normally would within 120 days of the project end date. If you are going to complete a Competing Renewal application (or have already submitted such an application), you will submit an Interim RPPR. This must be submitted within 120 days of the project end date.
  • If you are awarded the renewal, the Interim RPPR will be treated as your annual RPPR and no other progress reporting will be needed for that segment of the study. If the application is NOT awarded, then the Interim RPPR will be accepted as the Final RPPR.
  • For what to include in a Final RPPR, click here.

Note: For Interim and Final RPPRs- Under D.1 recipients should only report on the individuals/staff that worked on the project during the last budget period minus any approved no-cost extensions.See the RPPR Instruction Guide Section 6.4 for more interim FFR information.

Other Interim Reporting

NIH requires recipients to submit a variety of financial and progress reports which are due at specific times during the lifecycle of a grant award.

  • All reports must be accurate, complete, and submitted on time.
  • Submit timely programmatic progress and financial reports, as required by the NOA or fully executed agreement

Public Access Progress Report Additional Materials (PRAM)

Please refer to the Research Finance Intranet site

For more information, please visit the NIH Post-Award Monitoring and Reporting site and the NIH Grants Policy Statement on Reporting.

Cash Management

Cash Management

Visit the NIH Post-Award Monitoring and Reporting site for more information on this portion of the process.

LOC

Please refer to the Research Finance Intranet site

Refer to the Research Finance site for Post Award forms, policies, and procedures.

When the project period has been completed, proceed to Close Out.