Overview

Most sponsored awards include required progress reports, and these are the most common reporting obligation for USC investigators. However, some awards—particularly contracts, industry agreements, cooperative agreements, and foundation awards—include additional or alternative deliverables such as technical reports, milestone documentation, data submissions, software, or other specified outputs. Because requirements vary significantly by sponsor and award type, it is essential that Principal Investigators (PIs) carefully review the reporting and deliverables section of their award.

Reporting requirements can be found in the fully executed award agreement, in the Reporting Tab in Cayuse, and in any sponsor guidelines incorporated by reference into the agreement. Investigators are responsible for ensuring timely submission of all required reports and deliverables.

If you anticipate needing a change to your reporting schedule, milestone timeline, or required deliverables, you must contact your assigned Department of Contracts and Grants (DCG) Officer as soon as possible. In most cases, changes require a formal amendment to the award, and the sponsor must be notified and approve the modification before implementation. Adjustments should not be made without prior approval.

Understanding Progress Reports and Deliverables

Progress Reports
Progress reports document the status of a sponsored project and are typically required annually or periodically. They are used to demonstrate progress toward project goals, describe accomplishments and milestones, disclose significant challenges or changes in scope, and report updates in key personnel or effort. For federal awards, progress reports are often tied to the continuation of funding.

Many federal agencies use standardized reporting formats. For example, the National Institutes of Health (NIH) and the National Science Foundation (NSF) use the Research Performance Progress Report (RPPR) format for most non-competing continuation awards. The RPPR requires investigators to describe project goals, summarize accomplishments, report progress toward milestones, identify significant findings, disclose changes in personnel, and list publications and products resulting from the award. Certain sponsors may also require updated Other Support documentation, including active and pending support, effort commitments, and overlap disclosures.

Training grants have additional reporting requirements. These may include detailed information on trainee research progress, career development activities, Individual Development Plans (IDPs), recruitment and diversity efforts, and trainee appointment or completion data.

Deliverables
In addition to progress reports, some awards require specific deliverables. Deliverables are defined outputs identified in the award agreement and may include technical or final reports, data sets or data management updates, publications, white papers, policy briefs, software, prototypes, or milestone completion documentation. Deliverables are particularly common in industry-sponsored research, foundation awards, cooperative agreements, and contractual arrangements with defined performance milestones.

Failure to submit required deliverables may delay continuation funding, interrupt invoicing or payment, affect future funding opportunities, or place the University at compliance risk. For awards with milestone-based payments, sponsor acceptance of a deliverable may be required before payment can be invoiced.

Deadlines and Timing
Timely submission of progress reports and deliverables is essential to avoid funding disruptions.

For federal grants, deadlines vary depending on award type. Non-SNAP (Non-Streamlined Non-Competing Award Process) progress reports are typically due 60 days before the next budget period begins. SNAP progress reports are generally due 45 to 60 days before the start of the next budget period. Multi-Year Funded (MYF) awards are usually due on or before the anniversary date of the project start.

For contracts and milestone-based awards, deliverables are due according to the schedule outlined in the agreement. Because payment may be contingent upon sponsor acceptance of a technical report or certification of milestone completion, investigators should monitor deadlines closely and coordinate early if timelines may need adjustment.

For non-federal sponsors, reporting requirements vary widely. Investigators should review the Reporting Tab in Cayuse, consult the award agreement directly, and work closely with their Departmental Research Administrator. Questions about requirements or timing should be directed to the assigned DCG Officer.

Helpful Tools for Federal Progress Reports
Investigators preparing progress reports should consult sponsor guidance.

• NIH RPPR Instruction Guide
  • MFTRP Certification Form, when applicable
• NSF Progress Report and Outcomes Guide

Submission Procedures at USC
The Principal Investigator is responsible for preparing the technical content of all required progress reports and deliverables and ensuring timely submission. PIs must also retain copies of submitted materials in accordance with sponsor requirements and USC’s record retention policy.

For awards in which payment is based on milestone completion, the PI must notify and coordinate with Sponsored Projects Accounting (SPA) to ensure invoices are issued promptly once deliverables have been accepted by the sponsor.

NIH RPPR submissions require internal routing in Cayuse. A Cayuse record linked to the original Project Number must be created and routed for internal approval. Once the record has been approved and the completed progress report is finalized, the assigned DCG Officer submits the RPPR to NIH on behalf of the University.

All other progress reports and deliverables are submitted directly by the PI to the sponsor, and Cayuse routing is not required for submission. However, documentation of submission must be retained by the PI.

Best Practices
At the time of award setup, investigators should review all reporting and deliverable requirements carefully and calendar applicable deadlines. Early coordination with departmental research administrators can help prevent compliance issues. Investigators should confirm sponsor receipt when submitting directly and maintain documentation for audit purposes. If changes to reporting timelines or deliverable schedules may be necessary, DCG should be contacted promptly so that appropriate amendments can be pursued.

Need Assistance?
For questions regarding reporting requirements, deliverable schedules, amendments to reporting timelines, Cayuse routing, or sponsor compliance, please contact your Departmental Research Administrator or your assigned DCG Officer.