In addition to review of reports and telephone contact, Federal awarding agencies may conduct site visits to your project. Program officers and grants management officers will contact project staff with questions and concerns that may arise. Site visits allow Federal staff to observe the project underway and conduct any necessary on-site review of records.
As a grant recipient, you are responsible for managing and monitoring each project, program, subaward, function, or activity supported by the award. Recipients are generally required to submit the original and two copies of performance reports. Refer to your award package for details on format requirements for performance reports. Many programs are now implementing standard Performance Progress Report forms, and some programs are working with OMB to customize those forms in order to collect relevant performance data. When required, performance reports generally contain brief information regarding each award, including:
- A comparison of actual accomplishments with the goals and objectives established for the period, the findings of the investigator, or both (as appropriate, and whenever the output of programs or projects can be readily quantified, such quantitative data should be related to cost data for computation of unit costs.)
- Reasons why established goals were not met (if appropriate)
- Other pertinent information including, when appropriate, updates on expenditures and analysis or explanation of cost overruns, under-spending, or high unit costs
Performance Reporting Frequency
The Federal awarding agency determines the frequency with which the performance reports are to be submitted in the award package. Quarterly or semiannual reports are due thirty days after the reporting period. Final performance reports are due ninety calendar days after the expiration or termination of the award. The notice of award or the program announcement will provide details about progress reporting requirements for your grant program.