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Reporting Timelines

Last Updated: December 22, 2025 3:18:29 PM PST
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Introduction to Reporting Timelines

Effective January 2024, Sponsored Projects Finance (SPF) will adhere to the following to ensure timely submission of Federal Financial Reports (FFR) for compliance with federal terms and conditions.

Departments are encouraged to review and prioritize Financial Expense Reports in their queue by running a report of all outstanding action items in their SPARCM queue.

Report Timelines

A timeline of reports based on their types.

Annual Reports

  1. 90 Days Prior to Budget Period End Date: SPARCM will notify the Fund Manager and MSO/DBO assigned to the Award.
  2. On the Day the Financial Expense Report (FER) is Generated in SPARCM: Another SPARCM Notification will be sent.
  3. After Annual FER Generation until FER is submitted to Sponsored Projects Finance (SPF): SPARCM Notifications at 30, 60, 85, and 89 days after the FER generation.
  4. 2 Weeks Past the SPARCM FER Due Date (90 days after the award end date per SPF policy)
  • If the FER is not received from the Department, SPF will proceed with report submission to the sponsor based on ledger expenses or the obligated award amount (if in deficit).
  • SPF will report per reporting end date accounting period - SPF will NOT report any expenses subsequent to reporting period end date without a FER submission.
  • SPF will notify the department before submitting the report and provide a copy of the report to the Fund Manager, MSO/DBO and the Principal Investigator.
  • Exception: Training Grant Awards
    • 60 Days After the Award Budget Period: SPF will review, prepare, and send the Training Grant Dept Workbook to the department in advance.
    • SPF will not submit the report until the FER is received. Accountants can request escalated follow ups from SPF AD/ Wella.
    • Note:  Delinquent reports may result in non-compliance emails to the PI directly from the sponsor and could affect carry over balance, release of future funding/renewal, or loss of funding on the current award.

Final Reports

  1. 90 Days Prior to Award/Project Period End Date: SPARCM will notify the Fund Manager and MSO/DBO assigned to the Award.
  2. 30 Days Prior to Award/Project Period End Date: Another SPARCM notification.
  3. On the Day the Financial Expense Report is Generated in SPARCM: SPARCM Notification will be sent.
  4. After Final FER Generation until FER is submitted to SPF: Notifications at 30, 45, 60, 85, and 89 days after the FER generation.
  5. 2 Weeks Past the SPARCM FER Due Date (typically 105 days after FER generation, though is sponsor specific):
    • If the FER is not received from the Department, SPF will proceed with report submission to the sponsor based on ledger expenses or the obligated award amount (if in deficit).
    • SPF will include subsequent expenses per ledger through the most recent closed accounting period.
    • SPF will notify the department before submitting the report and provide a copy of the report to the Fund Manager, MSO/DBO and the Principal Investigator.
    • If a FER is submitted within two weeks of the sponsor deadline (2 weeks past SPARCM FER Due Date), SPF will do its best to reconcile and submit to the sponsor based on the FER but cannot guarantee FERS submitted within two weeks of the Sponsor Deadline will be taken into account when reporting.
    • Exception: Training Grant Awards
      • 60 Days After the Award Budget Period: SPF will review, prepare, and send the Training Grant Dept Workbook to the department in advance.
      • SPF will not submit the report until the FER is received but will draw down (invoice) the award per allowable expenses on the ledger until PMS closes the account at 120 days.  After this point no more funds may be drawn from the account.
      • Note: Delinquent reports may result in non-compliance emails to the PI directly from sponsor and could affect carry over balance, release of future funding/renewal, or loss of funding on the current award.

 

SPF Responsibilities

  1. SPF will set-up all FERs to be due 90 days after the reporting period end date
    • The final deadline for sponsors to receive these reports is 120 days after the reporting period end date
    • The 30-day buffer allows SPF to reconcile, address any issues in partnership with the department, and ensure draws are processed prior to 120 cut off date in the Payment Management Systems (PMS)
  2. SPF will submit financial reports on the due date or within 2 weeks before the final sponsor deadline without the FER from the department.
  3. Final FFRs will include subsequent expenses per ledger through the most recent closed accounting period. Please notify SPF of any renewal awards for balance transfers.
  4. Annual FFRs will include expenses through the reporting end date accounting period
  5. SPF will review, prepare, and send the Training Grant FER on or before 60 days after the award budget period ends.

SPF Sparcm Timeline

  • Two Weeks Past SPARCM Due Date:
    • SPF accountant will reconcile FER in dept review, then reach out to supervisor to confirm balance.
    • SPF accountant will submit the FER in SPARCM on behalf of the department.
    • SPF accountant will send out Last Chance FER Email to the Fund Manager, MSO/DBO, and the Principal Investigator for a response by end of day.
  • Two Weeks and One Day Past SPARCM Due Date:
    • If no response from department, submit FER for supervisor approval.
    • If there is a response from department, try best to have reconciled by agency due date but no guarantee expenses will be taken into account.
  • On Agency Due Date:
    • Submit the FFR in PMS.
    • SPF will notify the department before submitting the report and provide a copy of the report to the Fund Manager, MSO/DBO and the Principal Investigator. Reference updated 2024 NIH closeout policy to unilaterally closeout if FFR not received 120 days after end date.
    • If department needs a revision after FER has been Supervisor Approved, request justification from the department in order to begin revision process.

For awards with no cost extensions (NCE)

  • Accountants will check PMS Authorized data to ensure it reflects the NCE end date.
    • If PMS FFR does not reflect the NCE end date, accountant will submit a ticket via ERA Service Desk and include the NCE NOA and a screenshot of PMS asking them to confirm that the report is not due and update PMS.
    • For access inquires/issues contact the PMS help desk by submitting a ticket
    • For any other inquiries, contact OPERAFFRInquiries@od.nih.gov
  • For current delinquent reports that were due to the sponsor in October 2023 or before:
    • SPF will proceed submitting the report without the FER on December 1st, 2023
    • SPF will notify the department before submitting the report and provide a copy of the report to the Fund Manager, MSO/DBO and the Principal Investigator
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