Report
The Principal Investigator (PI) is responsible for preparing and submitting all programmatic (technical/scientific) reports by the deadlines specified in the award agreement or contract. These reports typically include:
- A summary of research progress
- Results and outcomes
- Publications or data products stemming from the project
- Explanations of challenges or delays
- Any required analysis of variances, such as cost overruns or unusually high expenditures
Timely and accurate reporting is essential to maintain sponsor compliance and ensure continued funding.
Financial Reporting and Departmental Responsibilities
PIs and departmental administrators must maintain sound departmental accounting practices to support day‑to‑day financial monitoring of sponsored projects. The award’s terms and conditions outline the specific financial information that must be reported to the sponsor.
Departmental administrators generally play a key role, including:
- Regularly comparing departmental records with the University’s official financial system
- Monitoring transactions not yet reflected in Management Reports
- Ensuring that expenditures are recorded promptly and accurately
Because Management Reports form the basis of the University’s official financial reporting to sponsors, departments must keep their internal records up‑to‑date. Expenses should be recorded consistently and in alignment with project activity so that financial reports accurately reflect the project’s progress and allowable use of funds.
See Manage Your Budget for more guidance on financial monitoring tools and best practices.
Effort Reporting, Cost Sharing, and Subrecipient Monitoring
Both PIs and departmental administrators are responsible for:
- Tracking and documenting effort commitments on sponsored awards
- Monitoring and recording cost sharing, when applicable
- Overseeing subrecipient performance (subrecipient monitoring), including ensuring compliance, monitoring progress, and confirming that subrecipient invoices are reasonable and supported by project work
- Ensuring all reporting obligations to the sponsor are met in accordance with award terms and conditions
Strong oversight in these areas helps safeguard the University's stewardship responsibilities.
Interim Reports
Most sponsors require periodic interim reports (annual, semi‑annual, or at sponsor‑specified intervals) during the life of the award. Interim reporting typically includes:
- Progress updates describing scientific or programmatic accomplishments
- Discussion of challenges, delays, or changes to the planned work
- Updated publications or products
- Current and pending support updates (for some sponsors)
- Effort updates for key personnel
- Financial information, such as burn rate or cumulative expenditures, when required by the sponsor
These reports allow the sponsor to monitor project performance and may influence continued funding in multi‑year awards.
Responsibility for Interim Reports
- The PI is responsible for drafting and submitting all required interim scientific/programmatic reports.
- The department administrator assists with personnel, effort, and financial data as needed.
- When interim financial reports are required, these are normally completed and submitted by OSP or central finance offices, but depend on timely departmental entry and reconciliation of expenditures.
Sponsor-Specific Expectations
NIH:
- Annual progress reporting is completed using the Research Performance Progress Report (RPPR) in eRA Commons.
- Multi‑year funded awards may require streamlined “Multi‑Year RPPRs.”
NSF:
- Annual and final reports are submitted through Research.gov, and the PI must report both scientific progress and results of the prior year's activities.
Other federal agencies, foundations, and industry sponsors may require additional interim metrics, milestone reports, or financial summaries at different intervals.
Timely Submission Matters
Interim reports are often tied to:
- Release of next-year funding
- Continued access to award funds
- Maintaining compliance and good standing with the sponsor
Late or missing interim reports can result in delayed funding, suspension of spending authority, or other administrative actions.
Final Reports
Requirements for final programmatic and financial reports are outlined in the award notice and must be completed as part of the award closeout process. Information on final reporting can be found in Close-out.
Final RPPR
For NIH-funded projects, PIs should review the Research Performance Progress Report (RPPR) instructions and requirements to ensure accurate and timely submission. For NIH reporting, review the RPPR preparation instructions.
