NASA Kentucky

Project Reporting

Please see our FAQ for NASA KY policies and answers to commonly asked questions.

NASA KY will provide Principal Investigators (PIs) with a reporting template for each award. PIs are required to report research productivity and students supported via: 1) Progress reports during the award period, 2) Final Report within 30 days of the end of the award, and 3) Post-award annual update 1 year after project completion. Reporting must be current in order for NASA KY to meet NASA and state annual report cycles. Project reports should be submitted to nasa@uky.edu.

Fiscal reporting is processed by the Research Financial Services (RFS) office at the University of Kentucky and the institutions receiving awards. The following special conditions and reporting requirements are included in the award documentation provided to institutions receiving awards.

Special Conditions

See below for current NASA KY Special Conditions documents for active awards under the following programs:
NASA Space Grant Special Conditions (pdf)
NASA EPSCoR RID Special Conditions (pdf)
 

Reporting Requirements

Invoicing and Cost Share
Invoices must include the following information: Awarded budget, current expenses, expenses to date, current cost share, and cost share to date. Invoices not having this information will be returned. It is the subawardee’s obligation to meet and report the cost sharing commitment. Failure to meet and report cost share may result in payment being withheld until cost share obligation is met.

Certification of U.S. Citizenship  (Space Grant GF and REU Programs Only)
Per prime award from NASA, subawardee will certify the following: Students selected under NASA KY Space Grant GF and REU programs who receive direct support must be citizens of the United States. Faculty employed at Kentucky institutions involved in Space Grant activities do not need not be United States citizens. Beginning 2020, non-US citizen faculty contributed effort may be counted as matching (cost share).

Final Technical Report
A brief final technical report that describes the accomplishments of the project is required no later than 30 days after the project’s completion date. A reporting template will be provided for each award.

The final technical report must include:

• 1. Award Information, including title, dates, budget, abstract and summarized achievements.
• 2. People, including PI, Co-PIs, students, staff and all collaborators.
• 3. Follow-on Funding including submissions, sources, status and awards.
• 4. Publications
• 5. Presentations
• 6. Intellectual Property
• 7. Jobs
• 8. Equipment
• 9. Narrative Report: Submit a report (5 page limit) that relates the proposed objectives to accomplishments, describes findings/results, lists teachers and students not itemized in #2 above, lists any encountered problems (if none state no encountered problems), and presents plans for future research or activities. Please include a photo with caption of the research activity if available.

Interim Reports and/or Data
Interim reports and/or data are required because of reporting and/or data requirements from our sponsors. Typically, interim reporting/data requests occur once a year and are focused on Item 1 through Item 6 above. Project reporting must be up to date to meet various program report cycles due annually for NASA and state funding. When NASA Kentucky receives sponsor requests for reporting and/or data, NASA Kentucky will electronically or by other means contact project Principal Investigators specifying the report and/or data needed, the method to transmit the report and/or data, and a deadline date. Compliance with these interim report/data requests, as with the final technical report, is mandatory.

Annual Post-Award Reporting
Principal investigators are required to report research productivity for one year post-award.

Longitudinal Tracking of Students
All students receiving direct support (stipend, travel, etc.) must be reported as instructed. Any student receiving $3,000 or more in NASA Funding and/or working 160 hours or more on NASA supported projects will be longitudinally tracked for 3 years using information provided on the SIF. Longitudinally tracked students will need to keep their information current through follow-up correspondence for the 3-year period.

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