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Department of Defense

Note:  Awards are subject to the DoD R&D General Terms and Conditions, October 2015 (DoD T&C).       

ARO awards are subject to OMB Uniform Guidance  2 CFR 200, dated December 26, 2014, (UG). The DoD T&C implement 2 CFR part 200 as modified and supplemented by DoD’s interim implementation found in 2 CFR part 1103. Provisions of Chapter 1, Subchapter C of Title 32, CFR, “DoD Grant and Agreement Regulations” other than parts 32 and 33 continue to be in effect.  

Summary of Standard Terms

Period of Performance Extensions

  • May incur pre-award costs up to 90 days prior to the award date, however some awards may restrict that FDP condition
  • Initiation of no cost extensions are submitted through the Office of Contracts and Grants (OCG) by the Research Administrator (RA). (AMRMC may waive approval for initial no cost extension) 
    • must be submitted 30 days prior to the award end date
    • must be in writing to the sponsor’s Grants Officer
    • PI request must provide the following information
      • revised end date (not to exceed a 12 month period)
      • estimate of award balance with brief budget justification
      • description of remaining scope of work
      • justification for the extension

Personnel Changes

  • Change of any key person named in the award requires prior sponsor approval
  • Disengagement of the PI for 3 months requires sponsor prior approval
  • A 25% reduction in effort by the PI requires prior sponsor approval

Restrictions on Allowable costs

  • Faculty salary in excess of institutional base salary requires prior sponsor approval
  • Postage, sundry office items, cost of memberships, subscriptions or other professional activities require a project specific justification sent to the OCG RA for approval and retained for audit
  • Subject to Uniform Guidance

Cost Sharing

Deviation from the approved cost sharing budget requires prior sponsor approval

Re-budgeting Authority

  • Deviation from approved budget altering the scope of work requires prior sponsor approval
  • Participant support (in/out of budget line item) requires sponsor approval
  • Carry-forward between the years is allowed without prior sponsor approval

Payments

  • Web based invoicing system – initial point of contact ‘PayWeb’ - WAWF (Wide Area Work Flow). Method of payment is cost reimbursable.  Prepared by OCG/RFS (Research Financial Services) on an electronic SF 270 and submitted through iRAPT (invoice, receipt, acceptance and property transfer)  
  • Though quarterly invoicing is acceptable monthly billings are preferred by ARL

Equipment/Property

  • Prior written approval for unbudgeted special purpose equipment costing $25,000 (unit cost) or less is waived. Capital equipment must be an approved budget line item.  PI must contact OCG and provide details to ensure OCG RA has the appropriate PeopleSoft budget nodes and account codes set up.  This is vital so the voucher will process and indirect will calculate correctly. Specific awards may restrict this DoD condition.   
  • Unbudgeted special purpose equipment costing greater than $25,000 (unit cost) must have sponsor approval. A formal request will be sent by the OCG RA. PI must provide:    
    • a justification for the equipment purchase/fabrication   
    • a revised budget detail on DoD forms will be required
    • an updated scope of work discussing the significance of the equipment with a statement confirming the overall project objectives remain unchanged
  • Title to property generally vests to UH, however the award may specifically address disposition of federally owned property.        

Travel

  • Use of US Carriers required per the Fly America Act
  • Department of Defense does not allow exceptions made for certain airlines and routes under “Open Skies” agreements
  • Foreign and conference travel must be itemized and justified in the approved budget

Program Income

  • DoD utilizes the additive method (increase the award amount) to further project objectives
  • Income can be earned only during the project performance period
  • Program income may be used for cost sharing
  • All efforts should be made to avoid having unexpended program income at the end of the grant    

Publications

Acknowledgement

Recipients must include an acknowledgement of the Government’s support when publishing material based on or developed under the award.  “This material is based upon work supported by, or in part by, the U.S. Army Research Laboratory and the U.S. Army Research Office under contract/grant number xxxxxxxxx.”

Security Classification

All basic research agreements (contracts and grants) are UNCLASSIFIED.  There may be instances where a report contains information which requires classification in the interest of the national defense.  When the Principal Investigator believes the information developed should be CLASSIFIED; he/she will notify the Contracting Officer’s Technical Representative immediately.  Classified reports will not be distributed.    

Disclaimer

A disclaimer is not specified in the DoD regulations, however it is expected in all releases of information excluding scientific articles. 

Copies to Sponsor

ARL prefers online submission of all reports via https://extranet.aro.army.mil.   

Subcontracting

  • Prior approval required for all unbudgeted subcontracting
  • Fly America requirements must be included in all subcontracts

Reporting   

  • Technical reporting must be completed by PI and should be submitted as follows:
    • Interim progress reports (IPR) are due annually within 30 days after July 31 (unless award dictates specific due dates)   
    • Final progress report (FPR) covering the entire project is due 90 days after expiration – include SF 298 as cover page
    • Annual and final technical reports are submitted through the ARO reporting website:  http://extranet.aro.army.mil with a copy to your OCG/RA
    • ARO’s email size restriction is 10MB
  • Federal financial reports (FFR) are submitted by OCG/RFS (Research Financial Services)
    • Quarterly reporting is due 30 days after the calendar quarter: Mar 30, Jun 30, Sep 30, Dec 31
    • Awards under the cost reimbursement payment method must submit annual financial reports (quarterly reporting is not required)  
      • Use SF 425
      • Due 90 days after the project anniversary date     
    • Final financial report is due 90 days after expiration – use SF 425
    • All financial reports are submitted electronically to: http://extranet.aro.army.mil  
  • Invention/Patent report is submitted by OCG RFS within 120 days after expiration. Every subject invention created is listed. A negative report is required - use SF DD882 
  • Property reports are submitted by OCG RFS as required by each DoD award