Overview of US funding process

1. Finding funding

Visit our finding US funding page to explore various US funding sources and stay updated on current 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 the Grants Office and the KI-authorised signing official. 

Therefore, all documents required for submission must be sent to the Grants Office well ahead of the submission deadline.

3. Submitting additional information (Just-in-Time)

In some cases, a funding agency 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. 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). The NoA is the legal document issued to notify the recipient that an award has been made and that funds may be requested. NoAs are sent to the email address specified in the Institutional Profile. Principal investigators and Signing Officials can view NoAs from the Status Information screen. 

Regardless of whether KI is the prime recipient of the award, you must submit a copy of the NoA to the Grants Office.

5. Signing agreements

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

• If KI is the prime award 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 award 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 award recipient, a subaward agreement is required to regulate the work conducted at KI. In these instances, KI may be required to provide additional information and assurances along 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 always be signed by the KI-authorised signing official.

6. Reporting

Reporting requirements vary by funding agency, but most projects require annual or more frequent reporting. These reports typically consist of a non-financial or scientific section and a financial section, which may be submitted either as separate documents or as part of a combined report. Additionally, annual financial conflict of interest (FCOI) and effort reports are required, though these are not specific to individual projects.

Reports that need to be signed or submitted through the KI-authorized signing official must be sent to the Grants Office well in advance of the submission deadline.

7. Close-out

When your project ends, we recommend using the US project close-out checklist to ensure that you have completed all required steps.