Awards Reporting

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

NASA Kentucky collects technical reporting data through the statewide Kentucky EPSCoR Reporting System (KERS) at Basic information for each new award is entered into KERS by NASA KY. Interim, final, and post-award performance data are entered by the PI. KERS will automatically email the PI a login and password for access to the system. Periodic requests for updates and annual reminders will be also be sent via email. The reporting elements are described below.

Fiscal reporting is processed by the Sponsored Projects Accounting (SPA) office at the University of Kentucky and the institutions receiving awards. The following reporting requirements are included in the award documentation provided to institutions receiving awards.

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 Programs Only)
Per prime award from NASA, subawardee will also certify the following: Students selected as Space Grant Fellows or Scholars and faculty who receive direct support must be citizens of the United States. Faculty involved in Space Grant activities who do not receive direct support from the award funds need not be United States citizens. Non-US citizen faculty contributed effort may not 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. This final technical report shall be electronically submitted via the Kentucky EPSCoR Reporting System (KERS) at, or similar electronic means as instructed, by completing each item (1 through 9) as prompted by the system.
The final technical report must include:

  • KERS Item 1. Award Information, including title, dates, budget, abstract and summarized achievements.
  • KERS Item 2. People, including PI, Co-PIs, students, staff and all collaborators.
  • KERS Item 3. Follow-on Funding including submissions, sources, status and awards.
  • KERS Item 4. Publications
  • KERS Item 5. Presentations
  • KERS Item 6. Intellectual Property
  • KERS Item 7. Jobs
  • KERS Item 8. Equipment
  • KERS Item 9. Response Question: Upload 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: NASA and KY EPSCoR. 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 program report cycles due annually in March and June for NASA and July for 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 five years post-award (Kentucky EPSCoR requirement). These reports will be submitted via KERS, or similar electronic means as instructed, when requested as above for Interim Reporting.

Longitudinal Tracking of Students
All students receiving direct support (stipend, travel, etc.) must be reported in KERS, or similar electronic means as instructed. Any student receiving $5,000 or more in NASA Funding or working 160 hours or more on NASA supported projects will be longitudinally tracked for 5 years using information provided on the SIF. Longitudinally tracked students will need to keep their information current through follow-up correspondence for the 5-year period.

Contact Us

NASA Kentucky Space Grant Consortium and EPSCoR Programs
University of Kentucky College of Engineering
112 Robotics Bldg (RMB)
Lexington, KY 40506-0108

Phone: 859-218-6272 (859-218-NASA)

Dr. Suzanne Weaver Smith, Director

Jacob Owen, Assistant Director

Mark Pittman, Program Manager