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Reporting Policies and Procedures

Non-Formula Grants and Cooperative Agreements

  • Award Terms and Conditions  – The authoritative documents for reporting requirements for any NIFA grant are the terms and conditions and the agreement face sheet for the grant.  While NIFA does update its business systems and requirements from time to time, you should not be required to submit any reports outside those required by the terms and conditions or as reflected in business and system updates.  Contact the NIFA Office of Planning and Accountability at (202) 720-5623 or bhewitt@nifa.usda.gov or rmacdonald@nifa.usda.gov with questions about reporting requirements outside those listed in the terms and conditions or on the agreement face sheet.

    For all NIFA grants beginning July 1, 2008 except: 1) Formula Grant Programs; 2) the 1890 Facilities Program; and 3) the Small Business Innovation Research Program; as well as 4) awards to individuals

    Beginning in July 1, 2008, all NIFA research and research-related awards (i.e., research, education, and extension) (grants, cooperative agreements, and special projects) use the Research Terms and Conditions except: 1) Formula Grant Programs; 2) the 1890 Facilities Program; and 3) the Small Business Innovation Research Program; as well as 4) awards to individuals.  The Research Terms and Conditions, including NIFA-specific terms and conditions, can be found on the National Science Foundation web site at http://www.nsf.gov/awards/managing/rtc.jsp.

    Reporting requirements for these grants are listed in the Reports and Records section of the Research Terms and Conditions and the following articles of the NIFA-specific terms and conditions:

      • Technical Reporting
      • Financial Reporting

    June 29, 2010 Modification of Terms and Conditions of Non-formula Awards

  • All NIFA grants not included in the above
    Terms and Conditions for all NIFA grants not covered by the above are posted on NIFA’s web site at http://www.nifa.usda.gov/business/awards/awardterms.html.   

    Reporting requirements for these grants are listed in the following Articles of the Terms and Conditions:

      • Financial Reporting
      • Performance Monitoring
      • Current Research Information System (CRIS) Requirements
      • Patents, Inventions, and Copyrights
      • Genome Map And Sequence Data Disclosure (research awards only)
      • Award Closeout

    June 29, 2010 Modification of Terms and Conditions of Non-formula Awards

  • CRIS
    CRIS is NIFA’s technical reporting system for all grants and cooperative agreements.  Information reported into CRIS is used by NIFA to prepare numerous reports, assessments, and other documents and for general Institute budget, program, and grant management.

  • Financial Reporting
    Financial reporting for NIFA grants is done using the SF-425, which replaced the SF-269 and SF-272.  NIFA recently transitioned payment systems for new grants and cooperative agreements from the DHHS Payment Management System (PMS) to the Treasury ASAP system (see Transition to the Treasury Department ASAP System).  During the transition, financial reporting on a given grant will depend on the payment system in place when the grant was initiated.

    • Financial reporting for NIFA awards made using PMS.
      • Quarterly financial reporting is made using a software in the PMS system
      • Final financial reports must be made by downloading the SF-425 from the OMB Grants Management Forms  web site and submitting completed forms to awards@nifa.usda.gov.
    • Financial reporting for NIFA awards made using the ASAP system
      • Both quarterly and final financial reports must be made by downloading the SF-425 from the OMB Grants Management Forms  web site and submitting completed forms to awards@nifa.usda.gov

      • NIFA has created a ASAP customer service email box for inquiries for our customers. This email box will be for any inquiries related to ASAP enrollments, authorizations, status and payments. This email box will remain throughout the year for inquiries related to ASAP.  All requests/inquiries can be sent to ASAPCustomerService@nifa.usda.gov.

  • Intellectual Property
    The Bayh-Dole Act grants the recipient of a Federal research contract, grant, or cooperative agreement to retain the rights to any resulting inventions so long as the recipient complies with conditions and procedures as specified in the Act.  Inventions include anything which could receive patent and/or plant variety protection, regardless of whether such protection is actually sought.  The conditions and procedures include specific reporting requirements which, among other things, protect the Federal government’s interest in the invention.  NIFA requires invention reporting to be done using the Interagency Edison system.  See the NIFA Intellectual Property web page for more information on this and other intellectual property issues.

  • Genome map and sequence data disclosure (research awards only)
    All investigators funded by NIFA must submit animal or plant genome and protein sequence data and distribute animal or plant genomic resources generated by NIFA funding as described in the grant terms and conditions.

  • Frequently Asked Questions

  • Q:  What is a revision?
    A:  A revision is a major change in the overarching goals, objectives, and scope of the project which needs the approval of a National Program Leader during the five-year life of the project.

    Q:  I started my grant less than a year ago.  Do I have to do a progress report?
    A:  Unless otherwise requested (i.e., for continuation grants), a progress report is due on only those projects that have been in existence for at least 12 months.

    Q:  What happens if I fail to submit a final project report upon termination of my project?
    A:  You will not be able to receive another NIFA grant until that final termination report is received.

Other Information