Award Instructions

Policies & Procedures

Requirements and guidance for recipients of Foundation-administered awards.

The table below summarizes the reporting requirements that apply to most Simons Foundation awards, including key deliverables, submission deadlines, and who is authorized to sign and submit each item. Please refer to your award letter for any program-specific requirements or exceptions.

Unless otherwise stated in the award letter, the deadlines and requirements below apply to all Foundation-administered awards. Only users assigned the Signing Official or Financial Officer role in the Contacts & User Access section of an award may sign and submit deliverables. Principal investigators and institutional administrators may edit and view deliverables but cannot submit them.

¹ unless otherwise stated in the award letter ² Only users assigned to the Signing Official or Financial Officer roles in the Contacts & User Access section of each award have permission to sign and submit the corresponding deliverable. The PI and department or institution administrators may edit or view all deliverables, but they are not permitted to sign or submit deliverables. For questions, please see the Contact section of the Policies & Procedures.
Deliverables Deadlines Authority to Sign and Submit
Electronically Signed Copy of the Award Letter Due on or before the start date of the grant Signing Official
Financial Statement and Subcontract Financial Statement (if applicable) Due 120 days following the end of each funding year, 120 days following the end date of the grant, or within 30 days of the termination or transfer of an award. Financial Officer
Reallocation of Funds Request Funds may be reallocated without prior approval across budget categories within a funding year in a manner consistent with the approved budget and grant proposal or research plan, unless stated otherwise in the award letter. Funds may not be moved across budget categories if the result exceeds any maximum allowable cost set for a budget line item, such as salaries/wages or indirect costs. Reallocations may not exceed annual funding of the grant. Not Applicable
Progress Report Due on or before the end of each funding year of the award Signing Official
Final Progress Report Due within 120 days of the award end date or within 30 days of the termination or transfer of an award. Signing Official
Carry Forward Request For most awards Carry Forward Requests are not required. Check your award letter or contact the Simons Foundation to determine if your award requires a Carry Forward Request. If a Carry Forward is required it must be submitted 30 days prior to the end of the funding year. Signing Official
No-Cost Extension Request Required to extend the end date of a grant regardless of the amount of unexpended funds. Due 30 days prior to the grant end date. Signing Official
EFT Payment Information Web Form(s) Due at the inception of the SF Institution Profile and annually thereafter or when bank details change Both the Primary Signing Official and Primary Financial Officer must sign