Region 4 Funded Projects Guide

Region 4 Funded Projects Guide



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This guide supports funded project awardees with the administrative tasks required of them specific to the NNLM Region 4 and the University of Utah Grants and Accounting Department. Much of the information in this guide is also described in Awardee's Memorandum of Agreements (MOA) or Subaward Statement of Work (SOW). 

If there are questions about this guide, please speak with a Region 4 representative.

Once You Have Been Funded

  • Keep your MOA or SOW letter handy.
  • Bookmark this Guide for future reference
  • Region 4 Representatives: 
    • John Bramble, Executive Director - Best person for most question.
    • Sammantha Nunn, Program Manager - Best person for submitting project reports and questions about project documents.
    • Suzanne Sawyer, Program Coordinator - Best person for travel and purchase card activities.
    • Robert Millsap, Financial Analyst - Best for all National Institutes of Health Grant Policy compliance issues and strategies.
    • Dana Abbey, Engagement Specialist: Community Based Organizations and Point of Contact for Arizona, Colorado, and New Mexico - Best person for project pre and post award implementation strategies for her states.
    • David Brown, Engagement Specialist: Public Health Organizations and Point of Contact for North Dakota, South Dakota, and Wyoming - Best person for project pre and post award implementation strategies.
    • George Strawley - Engagement Specialist: Library Organizations and Point of Contact for Idaho, Montana, and Utah - Best person for project pre and post award implementation strategies.  
  • Document and plan to report on participant feedback so you can tell your project's story.
  • When in doubt, contact someone with the Region 4 office. We are here to help your project succeed.

NIH Requireement

NIH Requireement

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NIH Acknowledgement

Developed resources related to this project must include an acknowledgement of NIH support and a disclaimer stating the following:

"Developed resources reported in this [publications, press releases, internet sites] are supported by the National Library of Medicine (NLM), National Institutes of Health (NIH) under cooperative agreement number: UG4LM013724. The content is solely the responsibility of the authors and does not necessarily represent the official views of the National Institutes of Health."

If the recipient plans to issue a press release about research supported by an NIH grant, it should notify the NIH funding component in advance to allow for coordination. Please visit NIH Media Contacts for more information. 

Funding Statement Images (For use on items produced by awardees. 

Publications Resulting from NNLM Funded Projects

As of April 7, 2008, final peer-reviewed manuscripts arising from NIH funds must be submitted to PubMed Central (PMC) upon acceptance for publication. The NIH Public Access Policy ensures that the public has access to the published results of NIH funded research. It requires scientists to submit final peer-reviewed journal manuscripts that arise from NIH funds to the digital archive PMC upon acceptance for publication. To help advance science and improve human health, the Policy requires that these papers are accessible to the public on PubMed Central no later than 12 months after publication. The NIH Public Access site should be consulted for additional information.

Authors that publish NIH-supported, peer-reviewed articles in full PMC-participating journals (such as the Journal of the Medical Library Association) have fulfilled their obligations to NIH Public Access and have nothing else to do.

If an NIH-supported peer-review article is published in a non-PMC journal, the final manuscript must be submitted to PMC via the NIH Manuscript Submission System (NIHMS). If the author was supported by an NIH contract, and the contract details are not available for selection in the NIHMS, the author should contact the NIHMS Help Desk to have this information added to the system. This lets the NIHMS Help Desk correlate requests with specific manuscript numbers and specific users, and helps us resolve the issue faster.

The link to the help desk is on the bottom of every page in NIHMS. The NIHMS Help Desk will need the following information:

  • Grant Number: UG4 LM013724 with the University of Maryland, Baltimore
  • Contract title/name: Network of the National Library of Medicine
  • Awarding NIH institution: National Library of Medicine

Help Resources: Consult the PowerPoint by Bart Trawick for instructions.

Development of Training Materials

All awardees are required to share any data or training material resulting from funding. This information must be submitted to the following collection sites as applicable:

In addition, recipients of funding are expected to use or adapt existing training materials before developing new materials. Consult with the Region 1 Office and the NNLM Training Office (NTO) prior to developing materials.

Accessibility (508-Compliance)

The Department of Health and Human Services synopsis of Section 508 accessibility requirements, requires that all Federal agencies are obligated to make all electronic and information technology (EIT) that they develop, maintain or use compliant with Section 508. EIT purchases made on or after June 25, 2001, are subject to Section 508.

Federal regulations and guidelines (e.g., Section 501 and Section 504 of the Rehabilitation Act) require equal access for individuals with disabilities. Therefore, Federal agencies are required, upon request, to provide information and data to individuals with disabilities through an alternative means of access that can be used by the individuals.

The National Library of Medicine (NLM) is a part of the National Institutes of Health (NIH), U.S. Department of Health and Human Services (HHS). Recipients of National Library of Medicine funding through the NNLM must also meet these requirements.

For more information on making your resources accessible, please visit HHS Accessibility Resources.  

    Getting Started

    Getting Started

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    Training Request

    If you would like training conducted by NNLM staff to help with professional development of your staff and volunteers or for the audience you are providing outreach, please contact John Bramble or your state point of contact

    Required Documentation


    !!!Suzanne and Sam - please fill out this section!

    Prior to starting a subaward, documents will be sent to you by Colette Beaulieu, NNLM Region 1 Office Manager. Some of the documents that will need to be completed may include:

    • FDP Cost Reimbursement Research Subaward Agreement
    • Financial Conflict of Interest Statement (FCOI)
    • A-133 Sub-recipient Financial Questionnaire.
    • Memorandum of Understanding

    A recent addition to requirements for NNLM funding is Institutional Review Board (IRB) approval for Human Subjects Research. NNLM Region 1 will take care of this, asking any necessary questions about your project and letting you know when approval is received. 

    Please note that you can not start your project until all documents are completed and are notifed that it is a fully executed agreement.

    Call 410-706-2855 if you have any questions regarding completion of these documents to ensure they are fully executed. 

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    Funding Terminology


    A budget is an estimate of the costs of a proposed project, including direct costs and indirect (or Facilities & Administration (F&A)) costs. Budgets generally consist of an itemized list of expenses, an explanation of the expenses, and a justification of why those expenses are necessary.

    Direct Costs

    Direct costs are the costs of a project that can be clearly identified with that specific project. They include: equipment and supplies, consultant fees, travel costs, etc.

    Federal Identification Number (EIN)

    A Federal ID Number/Employer Identification Number is an official 9 digit number given by the US Government that is used to identify a business in order that the amount of tax that the business needs to pay can be calculated.

    Indirect Costs (or Facilities & Administration (F&A))

    Indirect costs, also called Facilities and Administrative costs (F&A), include facility maintenance, depreciation, utility costs, sponsored programs administration, and general department administration. Since indirect costs cannot be itemized for projects, they are calculated using a fixed percentage rate. It is common for institutions to have a negotiated indirect cost rate in place, but if not, a 10% Modified Total Direct Cost (MTDC) may be applied. An institution may also choose to waive indirect costs entirely.

    Period of Performance

    The period of performance is the period during which the award recipient is expected to complete project work and incur any expenses. The period of performance for all NNLM Region 1 awards begins on May 1st and ends on April 30th of the following year (unless otherwise noted).

    While NNLM Region 1 may make awards announcements prior to May 1st, the contract for the work is not issued until that date and project work should not begin until then. Keep the period of performance in mind when planning a project.

    If you have questions or concerns regarding the period of performance when planning a project, please email the NNLM Region 1.


    A subaward is an award provided by a pass-through entity, such as the University of Utah NNLM Region 4 offices, to a sub-recipient to carry out as part of a Federal award. These are often projects with costs exceeding $50,000 and is between university organizations.  It does not include payments to a contractor or payments to an individual that is a beneficiary of a Federal program. A subawardee has responsibility for programmatic decision making and exercises judgment throughout the scope of the project.

    Invoicing Process

    Invoicing Process

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    Invoicing Process

    • All awards are made on a cost reimbursement basis.
    • Awardees should submit invoices on a monthly basis.
    • Receipts are not required with invoices but should be kept on file by subawardees for auditing purposes.
    • Email all invoices to Colette Beaulieu.
    • The University of Maryland, Baltimore offers a sample invoice template, but other invoice templates are also accepted.
    • The requirements for an invoice include: 
      • Payee name, mailing address and Federal ID number
      • Date of invoice submission
      • Name of PI and award name
      • Each expense listed as a line item
    • If you have questions about the invoicing process, please emall Colette Beaulieu or call 410-706-2855

    The Use of Appropriated Funds for Promotional Materials

    The U.S. Department of Health and Human Services has developed a policy that promotes the Administration’s commitment to act in a fiscally responsible manner by minimizing our administrative costs to perform our mission-critical functions in the most efficient, cost-effective way. It is the Department’s policy that appropriated funds not be used to pay for promotional items.

    Promotional items include, but are not limited to: clothing and commemorative items such as pens, mugs/cups, folders/folios, lanyards, and conference bags that are sometimes provided to visitors, employees, grantees, or conference attendees. Typically, items or tokens to be given to individuals are considered personal gifts for which appropriated funds may not be expended.

    More information is located at: HHS Policy on the Use of Appropriated Funds for Promotional Items.

    Fly America Act

    Federal travelers are required by 49 U.S.C. 40118, commonly referred to as the "Fly America Act," to use U.S. air carrier service for all air travel and cargo transportation services funded by the U.S. government. For more information, please see the policy on GSA.



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    Technology Evaluation

    If your project includes the purchase of technology, you must complete an evaluation of the technology to determine its benefits in your project. Your evaluation should occur 30 days after you begin using the technology for your project.

    Technology Evaluation Form

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    Professional Development

    Professional Development awardees should complete the following reports.

    • Professional Development Award Report
    • NNLM Activity Report
    • No Mid or Final Report is necessary. However, we do require you to submit a blog post that is a reflection of your Professional Development Activity
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    Exhibitor Report

    • NNLM Activity Report
    • No Mid or Final Report is necessary. However, we do require you to submit a blog post to present a webinar about your experience and lessons learned. 
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    Activity Reports

    All activities related to your project proposal must be reported. This includes:

    • Awareness & Promotion
      • Demos
      • Exhibits/Health Fairs
      • Poster Sessions
      • Other Promotional Activities
    • Training, Career Development, & Education
      • Career Development
      • Classes / Courses/ Trainings / Workshops
      • Lectures
      • Panels
      • Presentations
      • Symposia
      • Webinars
    • Persistent User Engagement & Partnerships
      • Focus Groups
      • Technology
      • User Feedback / Needs Assessment

    For the 2022-2023 funding year, NNLM staff will enter your reports into the system. We appreciate your patience with start-date delays this year and hope to simplify the process for you. Please use the forms below to collect relevant activity information and email completed forms to Nancy Patterson. These forms are likely to be updated and Nancy will alert you to any changes. 

    Activity Report Forms:

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    Mid-Project Report Update

    * Does not apply to: Professional Development or Exhibitor Awards

    In addition to Activity Reports, a mid-project (or mid-year) progress report must be submitted to your Region 1 representative. This report is a brief summary of progress made towards meeting the goals and objectives to date. Your Mid-Project Report must be submitted by November 30, however an extension may be granted. This form is similar to what is typically reported in your Final Report and may help you when you submit your Final Report at the end of the project period.


    Final Project Reports

    * Does not apply to: Professional Development or Exhibitor Awards

    All Final Project Reports are to be submitted by May 15 at the end of the project period. 

    • Final Project Reports are submitted online like your Activity Reports. However, instead of "Add Activity to Project," select "Add Project Final Report."
    • Before entering the report into, you can complete the PDF or Word version in advance and copy/paste it into the DRS.
    • Please note that parts of these reports may be made public, and should be edited carefully for spelling and grammatical errors.
    • You can enter your Final Report at any time:
      • Select "Save Draft" in if you begin entering content in the Reporting System but want to finish submitting your report.
      • Select "Send to RML for Review" if you are finished entering your report. 
      • NNLM Region 1 staff will contact you with any questions. 
    • Reports may be submitted any time after the project has begun. We recommend starting early and writing the report as the project progresses.

    Contact Nancy Patterson (or the NNLM Region 1 Office) with any questions.

    Project Changes

    Project Changes

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    Project Changes 

    It is common that small changes will occur to your project after the agreement is issued and fully executed between your institution and the University of Maryland, Baltimore.

    For example, an employee written into the project may leave your institution in the middle of the project or severe weather may make travel to an outreach event impossible. Some of these changes do not require an official change to the Agreement, while others do.

    For any changes, email a brief narrative of the changes to Nancy Patterson or request to schedule a discussion.



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    Project Extensions

    Projects extensions may be approved in circumstances in which an awardee needs additional time to complete the project beyond the project period (period of performance).

    To request an extension, please contact Nancy Patterson with a description of the barriers faced and a new timeline for the project.

    Please note that cost extensions will not be granted beyond the project period. All funds approved must be expended by the end of original project period.

    The project extension granted will be towards ensuring completion of the project reporting requirements only.