i. Program/Progress/Technical Reports

The PI is responsible for the management and conduct of sponsored activities. As part of that responsibility, the PI is required to understand and comply with the technical reporting requirements associated with their awards. This includes preparing and submitting programmatic reports to document progress achieved to date in accordance with the sponsor’s required format and due dates and for retaining copies for the required period once the award is closed.

The PI can refer to the award analysis for the project available in MyRF for specific reporting requirements and due dates on individual grants or contracts. A copy of these reports should be forwarded to the SRA grant specialist to be included in the official record for the project.

The submission of late reports is a significant issue that can negatively impact both the PI and the institution. Failure to submit reports in a timely manner could result in the sponsor denying payment of SDSU Research Foundation invoices and/or may jeopardize future funding from the sponsor. When a sponsor agency notifies the PI and SDSU Research Foundation of an overdue report, the SRA grant specialist follow-ups with the PI regarding the status of the late report. If a second notice is received and/or the technical report is more than 30 days past due, the Dean of the College will be notified. Any disallowances resulting from the failure to submit required technical reports may be charged to Research Support Funds.

The SRD also monitors available on-line sponsor resources to identify upcoming or past due technical reports. These reports may be shared with the Dean of the College to coordinate with the PI to ensure that reports are submitted in a timely manner.

ii. Financial Reports

SDSU Research Foundation’s finance and accounting department prepares all interim and final financial reports required by sponsor agencies. Sponsors normally require a final financial report 60-120 days after the end date of a project. It is important that the PI finalize all expenditures within 30 days of the end of a project to ensure accurate financial reporting and closeout of the award in accordance with federal requirements. SRD grant specialist will contact the PI or their administrative staff to confirm final expenditures have been submitted to ensure all costs are included in the final financial report. SRD grant specialist also ensure that additional reports such as invention statements, and equipment reports are submitted in accordance with sponsor requirements.

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