Multi-Year Funded Awards

Updated: 10/30/2025
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Purpose

This document provides guidance for awards that were previously issued as New (Type 1 or Type 2) or Non-Competing Continuation (Type 5) awards that are now funded as Multi-Year (Type 4). A Multi-Year Funded (MYF) award is one in which the project period and budget period are the same, extend longer than one year, and/or are funded from a single appropriation.

This change may occur mid-segment.

Guidance FAQs

I received a revised Notice of Award (NOA) that closes out my current award while simultaneously receiving a separate NOA that is Multi-Year Funded (Type 4). What are my next steps?

1. Review the award document: budget period end date, revised terms and conditions, status of expenses.
2. Coordinate with your Post Award Research Specialist (PARS) to submit a Closing Memo to close out the original award.
3. Notify any subcontractors, consultants or other collaborators of the upcoming award change and need for final invoice on the award that is being closed out.
4. The PARS will close the current project period and submit the Final Financial Report.
5. Update allocations (payroll, shared services, subcontracts, etc.) to new Project ID once set up has been completed.

Will my Oracle Award ID change?

• No, your Oracle Award ID will remain the same. However, you will receive a new Project ID.
• Type 4 awards also include a document number change, meaning the billing will be separated by Oracle Bill and Revenue Plans tied to the different HHS document numbers.
• The document number is used to obtain funds through the letter of credit.
• Important to Note: Funds obligated under the previous document number will expire 120 days after the prior segment ends. Timely closeout of the previous segment is critical.

Does the PI still need to submit RPPRs for the MYF award?

Yes. Although the MYF award has one extended budget period, the PI will still be required to complete annual progress reports on the award’s anniversary date. See NIH instructions for Progress Reports for MYF awards here.

If there are subawards under the original award, will the change in award type affect the subrecipients?

Yes. You must immediately inform your subrecipients that the current period must be closed, and funds cannot be carried forward without prior sponsor approval. (If carry over is needed, the subcontractor would initiate the request, route to its Authorized Organization Representative and then to UChicago, where the departmental grants administrator would route the request to URA by submitting an Award Modification Request (AMR) in AURA for review prior to submission to the sponsor.)

The subrecipient will receive two amendments:

1. To deobligate any remaining funds from the Type 1/Type 5 award.
2. To obligate the new funds for the Type 4 award

Will my subaward Purchase Order (PO) change because of the change in award type?

Yes. You will receive a new PO number for the award change. The previous PO will be closed once final invoice is received.

Next Steps:

1. Contact subrecipient right away regarding award change and request a final invoice for current budget period.
2. Are there unspent funds? If yes, notify URA Outgoing Subaward team (outgoingsubs@uchicago.edu) that a deobligation modification is needed.
3. Has the final invoice been received? If yes, submit Subaward Request form to URA Outgoing Subawards to issue deobligation modification.
4. Initiate payment of final subaward invoice.
5. Submit closing memo to URA Post Award.
6. Submit Subaward Request form for funding to subrecipient under Type 4 (MYF) award.

See below Responsibility Matrix that outlines the process workflow for subawards.