Reporting Requirements

Interim Program/Progress Reports

The Principal Investigator is responsible for submitting interim program/progress reports to the sponsor within the specified time frame and format indicated by the sponsor in the award document. Reports containing any financial information must be reviewed by the Controller's office before submittal. Copies of these reports should be sent to SP and the Controller's office. If assistance is needed, contact SP office at least one week (or as soon as possible) prior to the due date.

Interim/Final Financial Reports

The Controller's office must approve all financial reports before they are submitted to the sponsor.

Final Technical Reports

Upon termination of the project, the PI is responsible for submitting the final Technical Report to the sponsor within the time frame specified. Failure to submit this report in a timely manner could jeopardize future funding by the sponsor. A copy of the Final Report should be submitted to SP.

Closeout Documents

Many sponsors require that other administrative reports are submitted to officially closeout an award. SP, in conjunction with the Controller's office, is responsible for submission of these reports.

Records Retention

According to OMB Circular A-110, "Financial records, supporting documents, statistical records, and all other records pertinent to an award shall be retained for a period of three years from the date of submission of the final expenditure report, or, for awards that are renewed quarterly or annually, from the date of the submission of the quarterly or annual financial report, as authorized by the Federal awarding agency." There are a few exceptions to this requirement, which are noted in the Circular. Retention requirements may be different for non-Federal grants. Upon a grant's official close-out, the PI, SP, and Controller's office should meet to examine the grant's record retention requirements and note when the retention period ends.

At the end of the retention period, records should be purged from physical and electronic files. For further direction and guidance regarding record retention, call the SP office.