Overview of US grants process

This page outlines the different steps of the US grants process, from identifying a funding opportunity to completing your funded project.

1. Finding funding

Visit our Finding US funding page to learn about various US funding bodies and ways to keep abreast of current funding opportunities.

2. Applying for funding

If you are interested in a specific US funding opportunity, please ensure that you are eligible to apply and follow the appropriate Grants Office checklists and internal deadlines. All applications for US funding must go via Grants Office and the KI-authorised signing official. Therefore, all documents required for submission must be sent to Grants Office well ahead of the submission deadline. 

3. Submitting additional information ("just-in-time")

In some cases, a funding body may request that you provide them with additional information after your application has been peer reviewed and as it is being considered for funding. Such requests are particularly common for NIH applications and are called "just-in-time" requests. They allow applicants and signing officials to submit certain elements of a competing grant application at a later date in the application process.

4. Being awarded

Funding agencies normally issue a Notice of Award (NoA) that sets the framework for the awarded project. Even if KI is not the prime recipient of the award, you must submit a copy of the NoA to Grants Office.

5. Signing agreements

Types of agreements will vary depending on whether KI is the prime recipient of the award or a subawardee/subcontractor.

If KI is the prime recipient of NIH funds, a grantee indicates acceptance of an award and its associated terms and conditions by drawing or requesting funds from the designated HHS payment system or office -- once the award is accepted by the grantee, the contents of the NoA are binding for the grantee. If KI is the prime recipient of US funds other than NIH, a grantee will need to sign an agreement once negotiations between KI and the funding body are completed.

If KI is not the prime recipient, a subaward agreement or similar is required for regulating the work done at KI. In such cases, KI may need to provide additional information and assurances together with the subaward agreement.

Please forward any requests or questions you may get regarding agreements and supplemental information to Grants Office. The agreement(s) should be signed by the KI-authorised signing official. 

6. Reporting

Reporting requirements vary depending on the funding agency, but most projects require annual, or more frequent, reporting. The reports are usually divided into a scientific/technical one and a financial one, either as separate reports or as parts of a joint report. Annual financial conflict of interest (FCOI) and Effort reports are also required, and these are not project specific.

Reports that need to be signed and/or submitted via the KI-authorised signing official must be sent to Grants Office well ahead of the submission deadline.  

7. Close-out

When your project ends, we recommend that you follow the US project close-out checklist to ensure that you have done all that is required.