Project Reporting

Most projects will require various reports throughout the life of a grant or contract. Generally, there are two types of reports that must be submitted, programmatic and financial. In certain circumstances other reports such as invention, technology or property reports may also be required. To determine what additional reports are required, review the terms and conditions of the award.

Reporting to the sponsor is a very important activity. It demonstrates that the PI is making substantial progress toward the goals and objectives of the project and is spending funds in an appropriate manner. Failure to complete and submit all required reports in a timely and acceptable manner can result in the suspension of the project, rejection of pending proposals, withholding of payments, and ultimately jeopardizes the PI and the university’s eligibility to submit future proposals, and risks both the PI’s and the university’s reputation.

It is incumbent upon the PI to complete and submit all reports to the sponsor by the required due date. Any cost disallowed by the sponsor duty the PI’s failure to submit required reports according to the sponsor’s schedule will be the responsibility of the PI, department, or PI’s unit head.

A copy of all programmatic/other reports must be provided to the OGRD at time of their submission.

Financial Status Reports

Final Financial Reports

It is a condition of the award that all required reports be submitted to the sponsor according to the schedule provided in the award documents. It is incumbent upon the PI to ensure that required information needed for reports is complete and that all reports are submitted on time. Failure to submit timely reports can jeopardize both the PI and university’s eligibility for future funding.

Your Post-Award POC will prepare and submit the final financial report. The POC will work with the PI to complete the report. It is important to estimate anticipated expenses and include them in the final invoice even if they have not posted in the Banner accounting system to the index by the final invoice due date. It is important to understand some charges may take several months to post to the index.

For more information visit our Project Close-Out Activities page.

Programmatic Reports

Address progress of project activities and outcomes, and ensure that the scope of work is progressing and substantial progress is being made. These reports are usually due at least annually as well as at the end of the project period. The PI is responsible for the content and on time completion of these reports.

There are times that the OGRD is required submit approve and/or these reports in the sponsor’s reporting system. Please review the terms and conditions of the award and communicate with your POC to develop a timeline for completion and determine the process for submission.

Close-Out Reporting

The PI is responsible for preparing and submitting the final program report to the sponsor as outlined in the terms and conditions. Items generally required at the close of each project include:

Submission of the final program report
Submission of the final invention/technology/property report(s) as applicable
Submission of the final financial report by the university
Accounting for, and determining disposition of, any equipment purchased for the project
Proper disposition of any over-expenditures
Any other requirements set forth by the sponsor

The PI must ensure that a record of all project expenses, both grant funded expenditures and matching contributions, has been submitted to the OGRD. Any cost sharing or matching committed to the project must be documented to the same extent as if it were a cash transaction. While the financial reports provided by the university adequately identify the transactions on the actual grant or contract it is the PI’s responsibility to compile the records for in-kind contributions and expenses paid by other sources of funding which are used to satisfy match or cost-share requirements of the agreement.

Included in this record should be an assurance that all personnel commitments (grant funded, university funded, and in kind) to the project have been fulfilled. Timesheets and Personnel Activity Reports that certify the time spent by each individual on the project on a monthly basis should be kept on file as part of this record.

Frequently, projects cannot be closed after the termination date because open commitments, or encumbrances still remain as a result of last-minute purchases. The PI must further review open commitments regularly during the life of the project to determine whether they are still necessary to complete the project or should be canceled. The Banner accounting system can provide a list of open commitments (FGIOENC) and will list the totals by account code on the (FRRGITD) Grant Inception to Date Report.

Some charges, such as copier costs, telephone charges, report printing charges, and interdepartmental billings normally show on the accounting system at least one month later than they are charged. These costs must be considered in planning the project close out.