The grant closeout process is initiated as soon as grant support ends. Recipients are required to submit all closeout documentation using the eRA Commons no later than 120 days after the expiration of the project period or after the grant transfers to a new institution.
NCI grants management and program directors review closeout documentation to determine that all applicable administrative actions and required work of the recipient have been completed.
Closeout of a grant does not automatically cancel any requirements for property accountability, record retention, or financial accountability. Following closeout, the recipient remains obligated to return funds due as a result of later refunds, corrections, or other transactions, and the federal government may recover amounts based on the results of an audit covering any part of the period of grant support.
Grant Closeout Reports
All applicable closeout reports are due no later than 120 days after the project end date. Failure to submit timely and accurate final reports may result in the NCI initiating a Unilateral Closeout. This is a serious action that could affect future funding to the organization and/or awards with the same Program Director/Principal Investigator.
Final Federal Financial Report (FFR, SF425)
The Federal Financial Report (SF425) is a single form consolidating the collection of financial information previously collected on the Cash Transaction Report (SF 272 and the Financial Status Report (SF269). NIH grantees are required to submit all required expenditure reports using the FFR. FFR expenditure reports must be submitted to NIH electronically through the eRA Commons.
Final Research Performance Progress Report (FRPPR) or Interim Research Performance Progress Report (IRPPR)
The Interim RPPR and the Final RPPR follow the same format as the current annual RPPR making it easier for recipients to navigate. The IRPPR and the FRPPR are identical in process and information required. The difference between the two is when and where they are made available to initiate and submit. The IRPPR link will be made available to the Signing Official (SO) in the eRA Commons Status screen when a grant is eligible for submission of a Competing Renewal application. The FRPPR is only available as part of the Closeout process and the "Process Final RPPR" link only appears on the eRA Commons Closeout status screen.
Final Research Performance Progress Report (FRPPR)
A Final Research Performance Progress Report (Final RPPR) is required for any grant that has ended and is not submitting an application for a new competitive segment. (Guide Notice NOT-OD-17-022). The report is used as part of the closeout process to submit project outcomes in addition to the information submitted on the annual RPPR, excluding budget and plans for the upcoming year.
If additional information is required after submission of an FRPPR, the NCI will initiate a Final Report Additional Materials (FRAM) request to the recipient. The principal investigator and the business official will be copied on the notification and links will be provided in the eRA Commons to submit the additional information online.
There is no form to download, the FRPPR data is submitted through the eRA Commons.
Interim Research Performance Progress Report (IRPPR)
Use when submitting a renewal (Type 2) application. If the Type 2 is not funded, the Interim RPPR will serve as the Final RPPR for the project. If the Type 2 is funded, the Interim RPPR will serve as the annual RPPR for the final year of the previous competitive segment. The data elements collected on the Interim RPPR are the same as for the Final RPPR, including project outcomes. (Guide Notice NOT-OD-17-037)
If additional information is required after submission of an IRPPR, the NCI will initiate an Interim Report Additional Materials (IRAM) request. The principal investigator and the business official will be copied on the notification and links will be provided in the eRA Commons to submit the additional information online.
There is no form to download, the IRPPR data is submitted through the eRA Commons.
Final Invention Statement (FIS, HHS 568)
A final invention statement and certification form must be submitted with grant closeout (except for Training grants, Fellowships and certain other programs, e.g. R13, R25, S10). It should include all inventions which were conceived during the course of work under the grant or award from the original effective date of support through the date of completion or termination.
Termination Notice (PHS, 416-7)
This form is required for Fellowships and Training grants, summarizing the information that must be supplied by Ruth L. Kirschstein National Research Service Award (NRSA) recipients on termination of their award. (Note: This form may also be used to document the termination of appointments to non-NRSA institutional research training programs, research education awards and institutional career development awards.