There are many different types of reports that sponsors may require. Below is a listing of the common reports for sponsors, along with information about when they are required, who prepares them, and who submits them.

 

 

 

 

 

Report Name

Description

Frequency/Timing

Prepared by:

Submitted by:

Federal Financial Report (SF-425) and General Financial Reports

Report showing cash received (versus disbursed), expenditures by both the sponsor and recipient, and direct versus indirect expenditures.

Monthly, Quarterly, Annually, and Final

Grants & Contracts

Grants & Contracts

Program Income (NSF)

Report showing income earned by an awardee that is directly generated by a supported activity or earned due to NSF funding.

Annually

Grants & Contracts

Grants & Contracts

Scholarship & Fellowship Financial Reports

Reports detailing expenditures incurred on scholarship/fellowship awards.

Monthly, Quarterly, Annually, and Final

Bursar’s Office

Bursar’s Office

Programmatic (Technical, Progress) Reports

Reports which provide information to the sponsor as to the work performed and accomplishments to date by the PI.

Depends on award Terms & Conditions

PI

PI

Tangible Personal Property Report (SF-428)

Includes information related to tangible personal property (equipment and supplies),

Depends on award Terms & Conditions

Property Control & PI

Property Control & PI

Final Certification Property Inventory

Documentation reflecting the University’s closeout inventory of real and personal property provided by Sponsor or partially or wholly acquired with project funds.

Quarterly AND end of performance

Property Security

OSP Closeout Department

IP Disclosure

Submission of any new discoveries, inventions, or materials by the PI.

End of performance and/or as needed

OSP, OTL, & PI

OSP, OTL, & PI

Release and Assignment

Legal documents that explain the fiscal relationship between the University and sponsor after the award ends

End of performance after all fiscal obligations are met

OSP Closeout Department

OSP Closeout Department

Final Invention/ Patent Certification

Documentation of  any process, use, article of manufacture or composition of matter conceived or first actually or constructively reduced to practice in the course of the Research

End of performance

OSP Closeout Department

OSP Closeout Department

Classified Material Certificate

Documentation of any classified document or technical item, equipment, installation, device or weapon either manufactured or in a process of manufacture, as well as the components used, for their manufacture, containing classified Information.

End of performance

Research Security

OSP Closeout Department

 

Acronyms used in the table: OSP = Office of Sponsored Programs, OTL = Office of Technology Licensing, PI = Principal Investigator

 

If you have any questions regarding the contents of this article, please contact Josh Rosenberg at josh.rosenberg@business.gatech.edu.

 

October, 2022