Reporting and Record Retention

Most multi-year projects require Principal Investigators (PIs) Is to submit annual reports detailing project progress for each performance period. These reporting requirements are outlined in the award notification. PIs should review the sponsor’s specific requirements at award setup and consult with their Pre-Award Specialist for clarification.

Final Reports

All projects typically require a final report, though requirements vary by sponsor. PIs should carefully review the award materials for report content and format details.

• If annual reports or progress reports are required, the final report will typically cover the period from the last report to the end of the project.
• If no annual reports are required, the final report will cover the entire project period.
• Final reports often include both programmatic/research outcomes and financial data. PIs should consult with their Grant Accountant in advance to determine what financial data is needed.

Financial Reports

Most sponsors require financial reports during the award period. Financial reporting requirements vary by sponsor. PIs should consult with their Grant Accountant for assistance with developing and submitting these reports.

Record Retention

It is the policy of the Office of Sponsored Programs to close an award after all final reports have been filed and all receivables have been satisfied. It is the Department’s responsibility to maintain the supporting documents for all expenses that have been posted to an award. All information and records for grants and contracts are retained for four years and three months after the award has been closed, unless the sponsor requests other terms and conditions.