Closeout—Final Invention Statement

Either a principal investigator (PI) or a signing official (SO) can edit a final invention statement, but only an SO can submit it to the agency. Use this procedure to complete a Final Invention Statement that lists inventions that were conceived as part of the research grant. The second procedure below discusses viewing or changing an invention statement (which can be done only prior to submission). It also shows how an SO can submit the final invention statement.

NOTE: Only a signing official (SO) or a user with delegated report submit authority can submit the report; the program directory/principal investigator (PD/PI) can upload, preview, delete and save the closeout report submission package, but cannot complete the final step to submit.

NIH Final Invention Statement Policy Guidance

Agency-Specific Instructions: NIH only. The following policy guidance applies to NIH-funded awards only.

You must submit a Final Invention Statement (FIS) within 120 days following the termination of a grant award. The statement should include all inventions that were conceived or first reduced to practice during the course of work under the grant or award, from the original effective date of support through the date of completion or termination.

Policy: Refer to the Procedure for Submission of Final Invention Statement and Certification for more policy related information.

Reporting Inventions on the Final Invention Statement

To complete a Final Invention Statement when inventions need to be reported:

  1. Log in to eRA Commons as an SO or a PI and access the Closeout Status screen. To access the Closeout Status screen, see Accessing the Closeout Screen (SO and PI).

ClosedThe Closeout Status screen appears.

Below is a sample Closeout Status screen showing the task. Depending on the awarding agency, different tasks might appear than those shown.

Process Final Invention Statement link

  1. ClosedClick the Process Final Invention Statement link from Closeout Status.

ClosedThe Submit Final Invention Statement screen displays.

Submit Final Invention Statement screen for SO

  1. To add one or more inventions, click the Yes button.

The Add Invention screen appears.

Add Invention screen showing invention details, Add Invention button, and Save button

  1. For each invention you want to add, enter Name of Inventor, Title of Invention, and Date Reported to DHHS; then click the Add Invention button, which adds it to the list of Saved Inventions.

NOTE: To remove an invention, click its Trash Can icon in the Action column.

  1. When finished adding inventions, click the Save button.

  1. In the popup that appears, certify that all inventions are listed by clicking the Save button.
    The popup states, "I hereby certify that, to the best of my knowledge and belief, all inventions are listed which were conceived or first actually reduced to practice during the course of work under the referenced DHHS grant or award for the specified period. Further, this report does not in any way relieve our obligation to promptly and fully report all inventions directly to the National Institutes of Health, as required by the terms of the grant or award."

You are taken back to the Closeout Status screen, and the Final Invention Statement has a Status of "Saved" and has your name listed as the submitter.

Changing, Viewing, or Submitting a Final Invention Statement

After the steps above have been completed by you or another user and the Status of the Final Invention Statement shows as Received on the Closeout Status screen, you can click the Process Final Invention Statement link from Closeout Status screen again. This returns you to the Submit Final Invention Statement screen where you can edit, view, or Submit (Submit is for SOs only). Use the steps at the beginning of the prior procedure to find the award in Closeout.

On the Closeout Status screen, click the Process Final Invention Statement link.

ClosedFor awards that have a saved invention statement, the Submit Final Invention Statement screen displays with different options.

Submit Final Invention Statement screen with Change button and View Invention Statement link outlined in red

The following options appear ONLY if an invention statement has been saved, but not yet submitted. Only an SO sees the Submit button, but PIs can view or change the statement (prior to submission). Actions you can take are:

  • To view the PDF of the saved Final Invention Statement, click the View Invention Statement link.

  • To edit the saved invention statement, click the Change button.

  • To submit this invention statement, click the Submit button, then click OK in the Submit Invention certification popup that appears. You can no longer edit it after submitting. (SO only)

Once you've submitted the Final Invention Statement, the status details update as follows:

  • Status = Received
  • Result of Actions = Verified by <your name>
  • Date = Current date/date you submitted the report
  • Action = View link

Reporting That No Inventions Were Conceived or Reduced to Practice

To complete a Final Invention Statement certifying that no inventions exist:

  1. Log in to eRA Commons as an SO or a PI and access the Closeout Status screen. To access the Closeout Status screen, see Accessing the Closeout Screen (SO and PI).

The Closeout Status screen appears.

  1. ClosedClick the Process Final Invention Statement link from Closeout Status screen.

Process Final Invention Statement link

ClosedThe Submit Final Invention Statement screen displays.

Submit Final Invention Statement screen with Yes and No buttons

  1. To submit a Final Invention Statement that certifies that no inventions were conceived, click the No button.

  2. Then click OK in the Certification popup that appears, which states, "I hereby certify that, to the best of my knowledge and belief, no inventions were conceived or first actually reduced to practice during the course of work under the referenced DHHS award for the specified period."

You are taken back to the Closeout Status screen, and the Final Invention Statement's has a Status of "Saved" and has your name listed as the submitter.