Managing a Grant

Questions and Answers Table of Contents

General Questions

Reporting Requirements Questions

Prior Approval for Changes Questions

General Questions

Is my question a general question or is it specific to my award?

If you have a question about your award, call your grants management specialist. Each award has its own characteristics. If you have a general question, read Part 11a. Managing Your Grant in the NIH Grant Cycle, which outlines the steps to take before we issue an award and what to do to maintain it.

Where can I find information on grant awards?

See our NIAID Grant Awards -- General Information questions and answers.

How long does it take to get a grant after I apply?

The earliest possible project start date is 11 months after you submit your application. Take a look at the Standard Due Dates for Competing Applications for details on the three review and award cycles.

When can I expect my Notice of Award?

You will get a Notice of Award about six to eight weeks after second-level review by our advisory Council. However, you may be able to start spending funds before getting your Notice of Award. Find details in our Early Grant Awards questions and answers and Grants Negotiation SOP.

Are increased costs covered after I change grantee institutions?

NIAID does not approve additional costs, such as salary changes, caused by a transfer. However, we do pay for higher facilities and administrative costs, based on the availability of funds. When negotiating with a new institution, keep any added expenses in mind.

Can I use leftover funds from a previous project period?

Check your Notice of Award to see if you have automatic carryover. If not, your institutional business official should send a request to your grants management specialist. See the Carryover Requests SOP for detailed instructions.

Can grantees charge preaward costs to noncompeting grants?

Yes. Grantees may incur preaward costs before the beginning date of a noncompeting grant. However, there is risk involved since incurring preaward costs does not obligate NIAID to issue an award notice or increase the amount of the approved or committed budget.

For more information, read Terms and Conditions of NIH Grant Awards in the NIH Grants Policy Statement.

What do I do if my grant has entered a new year and I haven't received additional funds?

If you haven't received funds within a week after your budget start date, contact your grants management specialist to see if there are issues or concerns that have delayed the award.

Can my salary increase each year?

Yes. Each year, NIH sets a new maximum for PI salaries, usually at the same pay as federal executive level 1.

Under expanded authorities, grantees can rebudget grant monies for a pay increase without asking our permission. You don't get more grant funds, but you can pay a higher salary from your grant if your institutional salary is more than the NIH limit.

NIH announces the new levels in the Guide, and we notify you in NIAID Funding News and post the salary levels at PI Salary Cap and Stipends. For more information, see Salaries and Stipends questions and answers.

Where do I find guidance on calculating facilities and administrative costs?

You need to seek guidance from your sponsored research office. In most cases, your grant support will pay for direct costs (project-specific) plus facilities and administrative costs (previously known as indirect costs) negotiated for your institution. See Make Sure Your Institution Has Negotiated F&A Rates in the NIH Grant Cycle: Application to Renewal.

Foreign institutions may use an F&A rate of up to 8 percent. Read more in the March 21, 2001, Guide notice.

How do I find out what information to send just-in-time?

NIH or NIAID will notify you. Also read Prepare Your Just-in-Time Information and Prepare Your Other Support Submission in the NIH Grant Cycle: Application to Renewal.

With whom do I negotiate my award?

An NIAID grants management officer or specialist. See NIAID Staff Roles questions and answers.

Do I have any leverage in the negotiation?

Yes. You may have to negotiate if the study section reduced your specific aims, your budget, or both. See the Grants Negotiation SOP for more information.

Reporting Requirements Questions

What reports must I send NIAID each year to maintain my award?

We require reports on your project's scientific progress and financial status as well as any inventions you have produced to maintain your award. For details, start reading at Your Reporting Requirements in the NIH Grant Cycle: Application to Renewal.

What is the Annual Report on Possible Research Misconduct?

The Annual Report on Possible Research Misconduct is a form your institution must file with the Office of Research Integrity certifying that it has a process for responding to allegations of research misconduct. The form must also include any reported allegations of misconduct over the past year. ORI will impose a bar to award if it does not receive this report.

For more information, see the Bars to Grant Awards -- Research Misconduct SOP.

Where can I find information on progress reports?

See our Progress Reports and eSNAP questions and answers as well as Send Us an Annual Progress Report in the NIH Grant Cycle: Application to Renewal.

Who is eligible to sign progress reports?

Grantee organizations determine who signs progress reports. For more information, see Send Us an Annual Progress Report in the NIH Grant Cycle: Application to Renewal.

Can I file an electronic progress report?

If your award is eligible for the streamlined noncompeting award process (SNAP), you may file an electronic progress report. Once your institution enrolls in the eRA Commons and registers for electronic SNAP (eSNAP), you can file your progress report electronically and meet your annual requirement for continued funding.

Find a list of eSNAP reporting requirements at Submit Your Report Electronically and instructions in the eSNAP User Guide.

Under SNAP, does my institution submit a quarterly Federal Cash Transaction Report?

Yes. Under the streamlined noncompeting award process, grantees must submit a quarterly FCTR, due 45 days after the quarter ends and within 90 days after a project terminates. Read more about this report at Specify Expenditures In Your Quarterly Report in the NIH Grant Cycle: Application to Renewal.

As a PI, must I report my inventions to NIAID?

Yes. Grantees and contractors must report inventions resulting from NIH support. Read Invention Reporting Has Four Parts in the NIH Grant Cycle: Application to Renewal.

Does NIH notify me about submitting a final report?

No. NIH does not notify you about submitting a final report, so remember to send it no later than 90 days after your grant ends.

Do you have guidelines for preparing the final progress report?

See How do I prepare the final progress report for closeout of my grant? on our Progress Reports and eSNAP questions and answers page.

Do I need to submit a final progress report for my grant if I am applying for a renewal?

See Do I need to submit a final progress report for my grant if I am applying for a renewal? in the Progress Reports and eSNAP questions and answers.

Do I need to submit a copy of our progress report along with the original?

No. You do not need to send a copy of a paper progress report.  You should be aware that most people send noncompeting progress reports through the electronic streamlined noncompeting award process (eSNAP) if the award is eligible for SNAP.

If your grant has automatic carryover authority, you can submit a SNAP, which is shorter than a standard progress report. Check your Notice of Award to see if you qualify for SNAP, and ask your business office whether eSNAP is enabled for your institution.

For more information, read Send Us an Annual Progress Report and subsequent pages in  Part 11a. Managing Your Grant of the NIH Grant Cycle: Application to Renewal, and see the PHS 2590 instructions.

Prior Approval for Changes Questions

Can I independently change the specific aims of my grant?

No. Changes in the specific aims approved at the time of award and other changes in scope require prior approval from NIAID. See What Constitutes a Change in Scope? in the NIH Grant Cycle: Application to Renewal and the Prior Approvals for Post-Award Grant Actions SOP.

Do grantees need prior approval to rebudget grant funds?

Not usually, but if rebudgeting results in a change of scope, our approval is necessary. See What Constitutes a Change in Scope? in the NIH Grant Cycle: Application to Renewal and the Prior Approvals for Post-Award Grant Actions SOP.

Do grantees need prior approval to change key personnel?

Yes. Seek our approval if any of the key personnel wants to withdraw, be absent for three months or more at a time, or reduce the time devoted to a project by 25 percent or more.

What happens to an award if the PI changes institutions?

When a PI moves to another institution, the original grantee institution can either release the award to the new institution or keep the award and nominate a new PI.

For more information, see Some Actions Require Our Approval in the NIH Grant Cycle: Application to Renewal.

To change the PI, see the Change of Prinicipal Investigator SOP.

How do I name a new PI or grantee organization for my grant?

Both actions require prior approval from NIAID, so contact your grants management specialist. To change your PI, read the Change of Principal Investigator SOP. To change your grantee organization, read the NIH Grants Policy Statement (12/03).

For a change of grantee organization, it is important that you contact your grants management specialist as soon as possible to avoid a hiatus in grant support.

How do I secure prior approval from NIAID?

Read the Prior Approvals for Post-Award Grant Actions SOP. If you have questions, contact the grants management specialist or the program officer listed in your Notice of Award.

If I need additional time, can I extend a project period without permission from NIAID?

Yes. You can extend a project period for most grants once by up to 12 months without NIAID's approval -- simply submit the request through the Commons or notify your grants management specialist of your plans. See the No-Cost Extension SOP for more information.

How do I know which actions I can take independently and when I need permission?

While some actions require prior approval from NIAID, many others you can do on your own. Find out more at Grantees Can Take Many Actions Independently and Some Actions Require Our Approval in the NIH Grant Cycle and the Prior Approvals for Post-Award Grant Actions SOP.

What if my question wasn't answered here, or I'd like to suggest a question?

Email deaweb@niaid.nih.gov with the title of this page or its URL and your question or comment. We answer questions by email and post them here. Thanks for helping us clarify and expand our knowledge base.