Grant Closeout

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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. If the recipient is delinquent submitting grant closeout reports, the NCI may initiate a Unilateral Closeout action. This is a serious action for the recipient institution and can impact future funding.

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.

The recipient is required to submit:

  • A final federal financial report (FFR; SF425)
  • A final research performance progress report (FRPPR)*
  • A final  invention statement and certification (HHS 568)

As of January 1, 2017, a Final Research Performance Progress Report (Final RPPR) is required for any grant that has ended and any grant that is not to be extended through award of a new competitive segment. (Guide Notice NOT-OD-17-022)

*Effective February 9, 2017, if the recipient organization has submitted a renewal application on or before the date an FRPPR would be required for the current competitive segment, then submission of an "Interim RPPR" (IRPPR) via eRA Commons is now required. The IRPPR will be used for the submission of a Competing Renewal application (Type 2). (Guide Notice NOT-OD-17-037)

The Interim RPPR and the Final RPPR 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 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.

The format of the IRPPR and the FRPPR follow the same format as the current annual RPPR making it easier for recipients to navigate.

Note: The requirement to report "Outcomes" is new and is required for both the IRPPR and the FRPPR.

If additional information is required after submission of an FRPPR, the NCI will initiate a Final Report Additional Materials (FRAM) request. If additional information is required after submission of an IRPPR, the NCI will initiate an Interim Report Additional Materials (IRAM) request. The PI 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.

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.