Principal Investigators (PIs) may be required to submit progress, technical or other reports to sponsors. These reports may or may not be tied to payment schedules but must be submitted on time as specified in the award conditions. Sponsors may withhold payments (including payments across all UCLA awards) if reporting requirements are not met.
Some reports may require review or submission by Office of Contract and Grant Administration (OCGA) or Extramural Fund Management (EFM). PIs should allow sufficient time for internal review before sponsor deadlines.
Email reminders are issued 30 and 15 days before the report due date to the Principal Investigator (PI), the departmental contact listed in the Post Award Management System (PAMS), and the department’s post-award email address, when available. Reminders are sent for the following report types:
- Technical/Scientific Reports
- Equipment Reports
- Invention Reports
- Project Outcomes Reports
- Other Non-Financial Reports
Common Sponsors
National Institutes of Health (NIH)
NIH requires accurate and complete reporting throughout the life cycle of a grant. Common reports include:
- Research Performance Progress Report (RPPR):
- Initiated and submitted by the Project Director/Principal Investigator (PD/PI) in eRA Commons (Status module).
- Effective for all applications and RPPRs submitted on or before October 1, 2025, individuals named as senior/key personnel must take Research Security at the University of California available in CITI (CITI Job Aid) and the UC Learning Center (UCLC) prior to proposal or RPPR submission. The training available in CITI and the UC Learning Center are the same.
- Streamlined Non-Competing Award Process (SNAP) RPPRs are submitted to NIH directly by the PI.
- Non-SNAP RPPRs require OCGA review and submission.
- Interim and Final RPPR:
- Due no later than 120 days after the award end date.
- Invention Report: All inventions must be reported to the sponsor. PD/PIs self-report inventions throughout the award period.
- Final Invention Statement (FIS):
- Due within 120 days after the end of the project period when no subsequent competing segment is funded (HHS 568).
- Submitted along with the other required closeout documents through the eRA Commons.
- The PD/PI prepares the FIS. OCGA coordinates with the Technology Development Group (TDG) to confirm and submit.
- If discrepancies arise, the PI may be asked to work directly with TDG.
- Learn more about Award Closeout.
- Federal Financial Report (FFR):
- Required annually, no later than 90 days after the end of the calendar quarter in which the budget period ends (unless more frequent reporting is required).
- For SNAP Awards, refer to NIH Reporting Requirements.
- Final FFR is prepared and submitted by EFM and is due no later than 120 days after the end of the competitive segment.
- Learn more about Award Closeout.
Always refer to the specific award for reporting details.
National Science Foundation (NSF)
NSF requires three types of project reports:
- Annual Report:
- Required for all standard and continuing grants and cooperative agreements.
- Typically, due no later than 90 days before the end of the current budget period.
- Final Annual Report:
- Required for all standard and continuing grants, cooperative agreements and fellowships.
- Due no later than 120 days after the award end date. Learn more about Award Closeout.
- Project Outcomes Report: Written for the public and summarizes the outcomes of NSF-funded research.
- Due no later than 120 days after the end date of the NSF award.
Principal Investigators and co-Principal Investigators prepare and submit project reports in Research.gov.
Department of War (DoW)
DoW requires award recipients to submit reports during the post-award phase as indicated in the award terms and conditions.
In general, DoW requires the following reports:
- Annual Technical Progress Report:
- Due no later than 30 days after the award's anniversary date for the prior 12-month period.
- The Principal Investigator submits the technical reports and appendices in eBRAP.
- Federal Financial Report (FFR):
- Frequency and due dates are specified in the award terms and conditions.
- Due no later than 90 days after the end of the calendar year.
- Final Technical Progress Report:
- Due no later than 120 calendar days after the award end date.
- Final Federal Financial Report (FFR):
- Work with EFM to prepare and submit the Final FFR at the end of the grant award.
- Due no later than 120 days after the award end date.
- Final Invention/Patent Report:
- Upload concurrently with the Final Technical Report if there are no inventions or patents to report.
Other reports based on the award terms and conditions may be required, such as the following:
- Quarterly Technical Reports
- Quad Charts (typically, for awards with military interest)
- Public Health Service Inclusion Enrollment Reporting (for Clinical Trials)
- Other Program-Specific Reporting
National Aeronautics Space Administration (NASA)
NASA requires award recipients to submit reports during the post-award phase as indicated in the award terms and conditions. Read the Notice of Funding Opportunity (NOFO) and award terms and conditions for award reporting requirements. A NOFO or award may require more frequent reporting than noted below.
In general, NASA requires the following reports:
- Annual Research Performance Progress Report (RPPR):
- Due no later than 60 days prior to the annual anniversary date of the award start date.
- Final RPPR:
- Due no later than 120 days after the expiration of the award period of performance.
- Semi-annual Federal Financial Report (FFR):
- Required for all grants and cooperative agreements except where the award terms and conditions require invoicing.
- Due no later than 30 days following the end of each reporting period
- Other reports may be required based on the award terms and conditions.
Read the NASA Grant and Cooperative Agreement Manual (GCAM) on the NASA website and the associated NOFO and award terms and conditions for detailed reporting requirements.
Reporting Tools
Some sponsors require the use of sponsor specific systems for report submission. If you have questions about report submissions or system requirements, contact OCGA (awards@research.ucla.edu).