Skip to main content

Air Force Office of Scientific Research

Awards are subject to the DoD Research General Terms and Conditions, September, 2017 (DoD T&C).

AFOSR 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 without prior AFOSR approval
  • Initiation of no cost extensions are submitted through the Office of Contracts and Grants (OCG) by the Research Administrator (RA).
    • submit 30 days prior to the award end date 
    • must be in writing to the AFOSR Grants Officer
    • PI request must provide the following information 
      • revised end date (not to exceed the next 12 month period) 
      • estimate of award balance with brief budget justification
      • describe remaining scope of work
      • reason the extension is needed

Personnel Changes

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

Restrictions on Allowable Costs

  • Faculty salary in excess of institutional base salary requires prior AFOSR 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

Re-Budgeting Authority

  • Any deviation from the approved budget requires prior AFOSR approval
  • Participant support (in/out of budget line item) requires AFOSR approval
  • Carry-forward between the years is allowed without prior AFOSR approval
  • Any change to the approved cost sharing budget requires prior AFOSR approval   

Subcontracting

  • Prior approval required for all unbudgeted subcontracting
  • Fly America requirements must be included in subawards that may involve international travel

Payments

Method of payment is cost reimbursable prepared on SF 270 submitted through the iRAPT (invoice, receipt, acceptance and property transfer) system formally known as WAWF (Wide Area Workflow).

Equipment/Property

  • Prior written approval for unbudgeted special purpose equipment costing $25,000 (unit cost) or less is waived. PI should contact OCG and provide details to ensure OCG RA has the appropriate PeopleSoft budget nodes and account codes set up.  This is very important so the voucher will process correctly and indirect will calculate correctly.  
  • Unbudgeted special purpose equipment costing greater than $25,000 (unit cost) must have AFOSR approval. A formal request to AFOSR 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

  • AFOSR utilizes the additive method to further project objectives, however 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 the Air Force Office of Scientific Research under award number xxxxxx-xx-x-xxxx”. Each publication shall be clearly labeled by the award number and other appropriate identifying information
Disclaimer

All materials except scientific articles or papers published in scientific journals must include the following disclaimer: “Any opinions, findings, conclusions and or recommendations expressed in this material are those of the author(s) and do not necessarily reflect the views of the United States Air Force.”

Copies to Sponsor

PI must provide a copy to the AFOSAR Program Manager (PO) and send a copy to the AFOSR reporting website:  http://afosr.reports.sgizmo.com/s3/

Reporting - Identified In Each Award Document

  • Technical reporting must be completed by PI and should be submitted as follows:
    • Generally, an annual report is due on the anniversary date
    • Final report covering the entire project is due 120 days after expiration – include SF 298
    • Annual and final technical reports are submitted  to the Program Manager and the reporting website: http://afosr.reports.sgizmo.com/s3/
  • Financial reports are submitted by OCG Research Financial Services (RFS)
    • Quarterly reports are required if any payment is made in advance
      • Use SF 425
      • Reporting is due 30 days after the quarter
      • Quarterly performance periods: Mar 30, Jun 30, Sep 30, Dec 31  
    • Awards under the cost reimbursement payment method are not required to submit quarterly financial reports
    • Final financial report is due 120 days after expiration – use SF 425
    • All financial reports are sent to the Grant Administration Office identified on the award document and afosr.pkcontracting@us.af.mil
  • Invention/Patent report is submitted by OCG RFS within 120 days after expiration listing every subject invention made under the award. A negative report is required - use SF DD882 
  • Property reports are submitted by OCG RFS as required by each DoD award