Many sponsors require submission of a final technical report, although each agency may prescribe a different format. If special forms are to be used, the agency will send them directly to the Principal Investigator (PI) or provide a sample in the award or a web address. RSP will coordinate submission of the report to all required recipients by a receipted delivery process, or the PI may submit it directly to the sponsoring agency with a copy to RSP. If the report is required for final invoice or billing approval, a full copy is requested 5 working days before the deadline for submission to support these final financial actions.
The final fiscal report is generally due 60-90 days after the end of the project period for a federal prime award or 30-60 days for a subaward or state/local government/private sponsor. This report is prepared by the Grants & Contracts Business Manager and is usually submitted directly with copies to the PI for verification prior to submission. It is advisable that the PI monitor project obligations closely, by careful review of the accounting records throughout the project period, to make sure all expenditures are accurately recorded. It is recommended that these records be reviewed at least monthly in order to make any corrections within the next 30 day budget period. The completed final fiscal report is sent to the sponsor's project director by the Grants & Contracts Business Manager. The researcher receives a copy of the report and transmittal letter when it is submitted to the agency.
Since OMB Circular A-21 requires a certification of charges, the Grants & Contracts Business Manager will provide the statement, "I certify, to the best of my knowledge, that all expenditures reported are for appropriate purposes and in accordance with the agreements set forth in the application and award documents," and endorse it with the signature of the accountant in charge and PI, if required by agency terms.
The university is usually required to flow-down the requirements that are part of the prime award on fiscal activities, inventions, and equipment to all subcontractors or subawardees. If such a requirement applies to a subrecipient, the documentation will be included in the formal subaward instruments (purchase order for services; subaward or subcontract) as part of the contracting procedures. The PI is responsible for insuring that any required reports or documents are submitted by the subrecipient as outlined in the contract as part of the final reporting process. For information, the PI should refer to the prime award documents and the subrecipient documentation or contact RSP.