Skip to main content

Need SPA Email Addresses? - please click on Contact Us

Disclosures of Other Support (Current and Pending Support) - Federal Agency Guidance

This document contains guidance for completing Other/Current and Pending Support documents. Many federal agencies are revising their instructions regarding Other Support. They request similar, though not uniform, information and provide somewhat ambiguous instructions. Given these factors, we offer below some clarifying statements to standardize and set expectations on what to include in Other/Current and Pending Support documents submitted by Vanderbilt University. Please be sure to carefully read and follow the guidance provided by individual sponsors on how to prepare Other Support documents.

**It is the investigator’s responsibility to ensure the accuracy of Other/Current and Pending Support documents, in accord with the application guidelines or the sponsor’s instructions.**

Generally Include - Additional Information Available here

  • Any activity conducted within the scope of an Investigator’s Vanderbilt University appointment that provides funding or requires a commitment of time must be reported.
    • Commitments are regular obligations of time (part of an investigator’s regular activities), not short-term obligations, such as attending a meeting and making a presentation.
    • If an investigator has a commitment for an activity but is receiving no salary support from the activity (salary is cost shared by the University), that activity must be reported.
    • Typically, activities that provide funding or have a quantifiable commitment of time are Federal or Non-Federal sponsored projects.
    • Even if a research project does not involve a quantifiable commitment of time, if the PI/senior key personnel is spending time on the project, the project should be included.
    • Awards resulting from internally-funded competitions should be included. 
  • All collaborations and affiliations that provide funding or require a commitment of time must be reported, whether foreign or domestic.
  • Start-up funding provided by an organization other than Vanderbilt University must be reported.
  • Consulting agreements where the PI or senior/key personnel will be conducting research as part of the consulting activities must be reported. If the agreement will result in a co-authored publication, it may be considered research.
  • For subawards to Vanderbilt, include the total amount specific to the subaward requested or received by Vanderbilt.
  • For NIH Other Support documents, an Investigator’s VA-funded activities should be included. More guidance is included in the NIH section.

As appropriate, please:

  • Include the proposal being submitted as a pending proposal.
  • Address potential overlap or over-commitments. As this is a primary concern of Federal agencies, please be clear in your explanations.
  • List projects with no-cost extensions.
  • Update information as much as possible, e.g., remove outdated proposals or expired awards, unless specifically requested by sponsor, such as NIH or DoD.

Generally Exclude

Certain information does not need to be included in Other Support. You do not need to include:

  • Start-up funding from Vanderbilt University
  • Consulting agreements that involve non-research consulting activities
  • Training awards, prizes, or gifts.
  • Gifts are resources provided where there is no expectation of anything in return. Care must be taken to ensure that funds are appropriately categorized. (This does not include those sponsored projects that are being administered by DAR.)

What follows are examples of Federal sponsor-specific guidance on what they request in their Other Support documents. Because sponsor guidance may change, SPA recommends that the investigator/department pay close attention to the sponsor’s instructions in the request for proposal, policy guide, etc. on how to prepare these documents. Each sponsor may request slightly different information or require that it be provided following their own format. 

Investigators and departments should be prepared to respond to a sponsor’s questions about the information provided in Other Support.

NIH guidance and instructions on Other Support have evolved over the last few years. Major resources include the following:

NIH Pre-award and Post-award Disclosures Relating to the Biographical Sketch and Other Support

Updated March 2021: NIH Other Support webpage

Published March 12, 2021: NOT-OD-21-073 “Upcoming Changes to the Biographical Sketch and Other Support Format Page for Due Dates on or after May 25, 2021” and updated FAQs.

Published July 16, 2020: Protecting U.S. Biomedical Intellectual Innovation. On this page, NIH included a section entitled, “Examples of What to Disclose to NIH about Senior/Key Personnel on Applications and Awards.” The table in this section contains detailed information on what to include in documents such as the Biosketch and Other Support and what may need to be submitted in the application, during JIT, in the RPPR, or as part of the FCOI process.

Published July 10, 2019: NOT-OD-19-114 “Reminders of NIH Policies on Others Support and on Policies related to Financial Conflicts of Interest and Foreign Components” and FAQs (updated multiple times)

 

 

 

 

 

 

 

 

 

From the NIH Grants Policy Statement, Revised October 2019:

Definition of Other Support: Includes all resources made available to the researcher or senior key personnel in support of and/or related to all of their research endeavors, regardless of whether or not they have monetary value and regardless of whether they are based at the institution the researcher identifies for the current grant. Other support does not include training awards, prizes, gifts, or start-up support from the US-based institution.

Source: https://grants.nih.gov/grants/policy/nihgps/HTML5/section_1/1.2_definition_of_terms.htm

NIH has indicated that they review Other Support information to ensure that:

  • All resources, domestic or foreign, directly supporting the individual’s research endeavors have been reported.
  • Sufficient levels of effort are committed to the project
  • There is no scientific, budgetary, or commitment overlap
  • Only funds necessary to the approved project are included in the award
  • Any foreign resources that meet the definition of a foreign component have received appropriate prior approval.

Source: https://grants.nih.gov/faqs#/other-support-and-foreign-components.htm?anchor=question56209


NIH Other Support Guidance


Other Support must be provided for all individuals identified in the application as the PI or senior/key personnel. More detailed information is available on the NIH Other Support webpage.

What to include in NIH Other Support:

  • Resources and financial support from all foreign and domestic entities available to the researcher in support of and/or related to their research endeavors. This includes all resources and support, whether provided through Vanderbilt University, another institution, or to the researcher directly.
  • In-kind contributions, e.g., laboratory/office space, equipment, supplies, or employees or students supported by an outside source
  • Financial support for laboratory personnel
    • For example, a student or postdoc funded by a foundation or their home university working on research in support of the PI or senior/key personnel’s research endeavors should be reported as an in-kind contribution to Other Support.
  • Provision of high-value materials that are not freely available (e.g., biologics, chemical, model systems, technology, etc.)
  • Consulting agreements when PD/PI or other senior/key personnel will be conducting research as part of consulting activities
  • Start-up funds provided by sources outside Vanderbilt
  • Individuals with a 9-month appointment must report any time spent researching a foreign award over the summer. See the NIH FAQ on this topic.
  • For a researcher working on a subproject for another Vanderbilt PI, provide the project number and PD/PI name for the overall project. Provide all other information, including total award amount and person-months, for the subproject only.
  • For a researcher working on a subaward to Vanderbilt where the NIH grant is awarded to another institution, provide the project number and PD/PI name for the prime award. Provide all other information, including total award amount and person-months, for the subaward only.

Some specific examples of information that should be disclosed in NIH Other Support include, but are not limited to:

  • Other funding (e.g., salary, stipend, honoraria, etc.) paid to a Vanderbilt University researcher by an outside entity. This may include participation in a foreign talent program.
  • Financial support for laboratory personnel (e.g., students, postdocs, or scholars working in a researcher’s lab at Vanderbilt University and supported by a foreign entity either through salary, stipend, or receipt of living or travel expenses).
  • Provision of lab space at another institution, foreign or domestic.
  • Any agreement with a foreign university for which the Vanderbilt University faculty member directs non-UW students, postdocs, or other personnel affiliated with that university.
  • Any contractual agreement with a foreign institution or government agency.
  • Any non-Vanderbilt University agreement in which foreign funds or other resources are provided to the faculty for activities either at Vanderbilt University or at a foreign institution.

What not to include in NIH Other Support:

  • Training awards, prizes, or gifts. Care must be taken to ensure that funds are appropriately categorized. 
  • Start-up funds provided by Vanderbilt University
  • Non-research consulting activities
  • Facilities, services, or resources available for shared use and not specific to the individual investigator

NEW NIH Other Support Requirements (effective for due dates on/after May 25, 2021)


  • The Other Support form must be signed by the PI or senior/key personnel. Once a signature has been obtained, the document must be made into a flattened PDF.
  • Supporting documentation:
    • For foreign activities or resources, recipients must submit “copies of contracts, grants or any other agreement specific to senior/key personnel foreign appointments and/or employment with a foreign institution.” This may include:
      • Appointment letters or other documents (agreement) related to the terms and conditions of the appointment with foreign entities
      • Employment agreements with foreign entities
      • Grants and contracts received as a result of their appointment and/or employment with the foreign entity (received as an individual or through the foreign entities involved)
    • If not in English, the recipient must provide translated copies.
    • Must be part of Other Support PDF.

NIH Other Support for VA Supported Investigators


From Special Instructions for Individuals with Multiple Research Appointments (e.g., dual university/Department of Veterans Affairs appointments):

When an individual holds multiple appointments involving support for research activities, information from each appointment must be included separately in the Other Support documentation. The support from each funding source should be clearly and separately delineated so that the separate appointments can be considered independently when determining any potential overlap.

List each appointment separately and include enough information on the type of appointment; (e.g., full-time academic or 6/8 VA) so that an individual’s commitment can be assessed. Within each appointment, include appropriate sources of research support providing the standard detailed information cited above.

Note that when an individual has multiple appointments (VU & VA), it is possible that the combined effort can result in more than 12 calendar months (not from any one institution, but a combination of multiple appointments). In all cases, an individual’s combined total professional effort must meet a test of reasonableness.

Source: https://www.research.va.gov/services/shared_docs/Other-Support-JIT.pdf

 

NOTE: The National Science Foundation released an updated Proposal and Award Policies and Procedures Guide (PAPPG) on January 24, 2020. The new PAPPG is effective on June 1, 2020. Beginning October 5, 2020 NSF will be requiring the use of an NSF-approved format to prepare Current and Pending Support, and the agency has made available a website on Current and Pending

 

From NSF Proposal and Award Policies and Procedures Guide, January 24, 2020:

h. Current and Pending Support

Note: The requirement to use an NSF-approved format for preparation of current and pending support will go into effect for new proposals submitted or due on or after October 5, 2020. In the interim, proposers must continue to prepare this document in accordance with the guidance specified in the PAPPG (NSF 20-1). NSF, however, encourages the community to use the NSF-approved formats and provide valuable feedback as we enhance them for the October implementation.

Current and pending support information must be separately provided through use of an NSF-approved format, for each individual designated as senior personnel on the proposal. Current and pending support includes all resources made available to an individual in support of and/or related to all of his/her research efforts, regardless of whether or not they have monetary value. Current and pending support also includes in-kind contributions (such as office/laboratory space, equipment, supplies, employees, students26. In-kind contributions not intended for use on the project/proposal being proposed also must be reported27.

Current and pending support information must be provided for this project, for ongoing projects, and for any proposals currently under consideration from whatever source28, irrespective of whether such support is provided through the proposing organization or is provided directly to the individual.

The total award amount for the entire award period covered (including indirect costs) must be provided, as well as the number of person-months (or partial person-months) per year to be devoted to the project by the individual.

Concurrent submission of a proposal to other organizations will not prejudice its review by NSF, if disclosed.29 If the project (or any part of the project) now being submitted has been funded previously by a source other than NSF, information must be provided regarding the last period of funding.

Source: https://www.nsf.gov/pubs/policydocs/pappg20_1/pappg_2.jsp#IIC2h

The Department of Defense has indicated that information provided in Previous/Current/Pending Support will be used to support protection of intellectual property, national security, and to limit undue influence. See Memorandum.

 

From General Application Instructions, Version 601, Department of Defense, Defense Health Program, Congressionally Directed Medical Research Programs:

PI Previous/Current/Pending Support: This file must be titled “Support_LastName.pdf” where “LastName” is the last name of the PI.

For all previous (award period of performance ending within the past 5 years), current, and pending research support, include the title, time commitments, supporting agency, name and address of the funding agency’s procuring Contracting/Grants Officer, performance period, level of funding, brief description of the project’s goals, and list of the specific aims. If applicable, identify where the proposed project overlaps with other existing and pending research projects. Clearly state if there is no overlap.

List all positions and scientific appointments, both domestic and foreign, held by senior/key personnel that are relevant to an application, including affiliations with foreign entities or governments. This includes titled academic, professional, or institutional appointments whether or not remuneration is received, and whether full-time, part-time, or voluntary (including adjunct, visiting, or honorary).

Report all resources and other support for all individuals designated in an application as senior/key personnel–including for the PI and for other individuals who contribute to the scientific development or execution of a project in a substantive, measurable way, whether or not they request salaries or compensation. Information must be provided about all current support for ongoing projects, irrespective of whether such support is provided through the applicant organization, through another domestic or foreign organization, or is directly provided to an individual who supports the senior/key personnel’s research efforts.

Report all current projects and activities that involve senior/key personnel, even if the support received is only in-kind (e.g., office/laboratory space, equipment, supplies, employees). All research resources including, but not limited to, foreign financial support, research or laboratory personnel, lab space, scientific materials, selection to a foreign “talents” or similar-type program, or other foreign or domestic support must be reported.

Provide the total award amount for the entire award period covered (including facilities and administrative costs), as well as the number of person-months (or partial person-months) per year to be devoted to the project by the senior/key personnel involved.

If there is no previous, current, or pending support, enter “None.” An updated previous, current, and pending support document will be required if an award is recommended for funding.

Source: https://cdmrp.army.mil/funding/pa/FY21-BCRP-GAI.pdf

From NASA GUIDEBOOK FOR PROPOSERS RESPONDING TO A NASA FUNDING OPPORTUNITY, Revised as of May 2020, Effective as of June 23, 2020:

3.16 Current and Pending Support

PIs and Co-PIs must provide all ongoing and pending projects and proposals (regardless of salary support) in which they are performing or will perform any part of the work. Co-Is proposing to spend 10% or more of their time to the proposed effort must provide a list of ongoing and pending projects and proposals (regardless of salary support) that require a significant share (more than 10%) of their time. Proposals do not need to include the current proposal on the list of pending proposals unless submitted to another funding opportunity (NASA or another sponsor).

For those investigators for whom it is required (see above), the proposal shall provide the following information for each current and pending project:

  • Title of funded project or proposal title;
  • Name of PI on award or proposal;
  • Program name (if appropriate) and sponsoring agency or organization, including a point of contact with their telephone number and email address;
  • Performance period;
  • Total amount received by that investigator (including indirect costs) or the amount per year if uniform (e.g., $50 k/year); and
  • Time commitment by the investigator for each year of the period of performance.

The proposing PI must notify the NASA Program Officer identified in the NOFO immediately of any successful proposals that are awarded for substantially the same research as proposed to NASA, any time after the proposal due date and until the announcement of NASA’s selections.

Current and pending support is not required for Co-Is at non-U.S. institutions. Current and pending support is usually not required for students. It may be requested, depending on the specifics of the NOFO. Proposers may request student funding in three different ways:

  • As a direct labor cost, the same as a key or other personnel.
  • As a scholarship or other student aid that must comply with the requirements in 2 CFR 200.466, Scholarships and student aid costs."
  • As a participant support cost as defined in 2 CFR 200.75.

 

Source: https://prod.nais.nasa.gov/pub/pub_library/srba/documents/2020_edition_Proposers_Guidebook.pdf


NIH Other Support Reporting -coming soon