Manage Your Contract Award

The Office of Naval Research (ONR) provides resources for award recipients to manage their contracts.

Access Your Contract Award

All ONR award/modification documents are available via the Department of Defense (DoD) Electronic Document Access System (EDA) within the Procurement Integrated Enterprise Environment (PIEE) (formally known as Wide Area Workflow e-Business Suite).

EDA is a web-based system that provides secure online access, storage and retrieval of awards and modifications to DoD employees and vendors. If you do not currently have access to EDA, you may complete a self-registration request as a “Vendor” via https://wawf.eb.mil following the steps below:

  1. Click "Accept."
  2. Click "Register" (top right).
  3. Click "Agree."
  4. In the "What type of user are you?," drop down and select "Vendor."
  5. Select the systems you would like to access (WAWF at a minimum).
  6. Complete the User Profile and follow the site instructions.

Allow five business days for your registration to be processed. EDA will notify you by email when your account is approved.

EDA provides view-only capability of contract documents that match the validated DUNS or CAGE codes that the vendor is registered for.

EDA offers electronic search and retrieval and 24/7 access/retrieval capability.

Registration questions may be directed to the EDA help desk toll free at 866-618-5988, commercial at 801-605-7095 or via email at disa.ogden.esd.mbx.cscassig@mail.mil (Subject: EDA Assistance).

Create an EDA Award Notification Profile

ONR creates an award notification profile for every ONR contract awarded. The notification profile will use the contact information provided in your proposal to notify the performer of an award.

Important:

In some cases, EDA notifications are appearing in a performer’s Junk Email folder. If you are experiencing issues receiving EDA notifications, please check your junk email. If found, please mark EDA notifications as "not junk."

If your organization needs to correct the EDA notification profile for an ONR contract, please contact ONR as follows:

  1. Send email to onr.ncr.bd024.list.hq@navy.mil.
  2. Email Subject should say "EDA Award Notification Change Request."
  3. Provide the ONR contract number.
  4. Provide the new email address to be added to the EDA award notification profile.

Contract Payment Information

The DoD requires invoices to be submitted via the Wide Area Workflow (WAWF) module of the Procurement Integrated Enterprise Environment (PIEE) website. The PIEE application serves as DoD's system for electronically processing invoices and receiving reports.

PIEE Frequently Asked Questions

What is the Procurement Integrated Enterprise Environment (PIEE)?

What is WAWF?

Who can assist with technical questions or issues related to accessing WAWF or the creation of documents in WAWF?

How do I get help with WAWF?

What assistance can ONR offer with WAWF use?

Is there assistance available with creating invoice documents in WAWF?

Expenditures

Research programs are carefully reviewed by ONR, DoD and others to monitor satisfactory program performance. One measurement that is assessed is current information on billings and payments for expenditures recorded. Programs that do not reflect expenditures commensurate with expectations are subject to reduction of future funding levels or termination.

Determining Your Administration and Payment Office

All ONR contracts have a distinctive administrative and payment office assigned, which is recorded on the cover page of the award document.

Direct Award-Specific Advance Payments
Contract-funded programs at institutions of higher education and nonprofit organizations are not generally paid on the basis of an advance; however, the government does have authority, if determined to be in the government’s best interest and other criteria to authorize advances for select programs. General information and statutory authority pertaining to the payment of advances on contract programs can be found at FAR 32.102 - Description of contract financing methods.

Authorized advance payments for contract-funded programs at institutions of higher education and nonprofit organizations will usually contain the FAR clause 52.232-12 Advance Payments, Alt. II. The applicability and remittance requirements of interest on contract programs will be in accordance with the above or other specified contract advance payment clause, depending on contract type and the effort being performed. Basic information on interest requirements on contract programs can be found at FAR 32.407 - Interest.

As always, refer to the terms and conditions of the contract. You must first determine if advance payments are authorized under your contract and, if so, refer to the advance payment clause for specifics on how and when interest is to be remitted to the government.

Advance Payment Pool Agreements

A more common method of obtaining advances at universities on contract programs is through the use of an advance payment pool agreement. Advances obtained and any related unliquidated balances that occur under the agreement are generally not subject to the remittance of interest to the government. This is in accordance with the terms and conditions of the applicable advance payment pool agreement clause titled "Interest," except in certain circumstances. Interest may become payable by sub-advances to subcontractors or if the agreements are terminated and demand has been requested on any remaining unliquidated balance. For additional information, please refer to your specific agreement.

A contractor or recipient receiving an award must always check the clauses and terms and conditions to determine specific and current requirements concerning payment, reporting and interest requirements. In many cases, additional agency or other regulations are incorporated by reference concerning payment processing and interest requirements. Recipients and contractors should ensure they have a clear understanding of obligations under the provisions of their specific awards.

Refunds

When refunds are due under ONR-issued contracts or other procurement agreements, contractors must use the Department of Treasury’s website, www.pay.gov, for submission of these refunds when the cognizant payment office identified in the award is one of the DFAS Mechanization of Contract Administration Services (MOCAS) offices:

  • DFAS Columbus North (HQ0337)
  • DFAS Columbus South (HQ0338)
  • DFAS Columbus West (HQ0339)

There is no cost to contractors or ONR for using the Pay.gov website. The limited feedback received by ONR indicates there should be very little to no additional burden on the contractor to use the website, and the refund should process more quickly since it is routed directly to DFAS through the website without requiring any action from ONR.

Using Pay.gov

To use Pay.gov, contractors are encouraged to create an account, but an account is not required to submit a refund. Creating an account allows contractors to track and manage information about all Pay.gov payments, and save time by reusing information from previous payments. General information about how to make payments (including refunds) can be found at https://www.pay.gov/WebHelp/HTML/payments_making.html.

To initiate a refund for any award in which the cognizant payment office is one of the DFAS MOCAS offices listed above, the contractor needs to first search for the form “MOCAS-ACCS.” The system will then lead the contractor through four steps to complete the submission.

Please note the following as you proceed through the steps:

When the Refund Relates to a Specific Award

  • The award number needs be provided in the contract number field.
  • DFAS has advised that the form should only be used for refunds for an individual award, rather than multiple awards, to ensure the amount can be credited back to the particular award account.
  • Other information the contractor should provide in the form for refunds related to a specific ONR award include the related invoice number to be credited; the ACRN; the CLIN (if applicable); a description of the overpayment; and the DFAS MOCAS region (i.e., North, South or West).

When the Refund Can’t be Associated with a Particular Award(s)
The contractor can forgo entering an award number, ACRN or CLIN and instead enter in the “Description of Overpayment” field the words “No specific government award, funds should be posted to general treasury account” and then include the reason and nature of the overpayment. This generally applies to the types of refund checks associated with indirect cost rates, which are negotiated by ONR’s Indirect Cost Branch.

Other Instructions
The form alerts the contractor with the following message: “The Company Id for this payment has changed. If you are a first time user or a regular user of this form, please make sure this new company id is given to your company's bank and the debit block is removed before filling out this form.”

The new Company Id number can be found on the MOCAS-ACCS form.

Notifying the Administrative Contracting Officer and the Contracting Officer
Once the contractor completes and submits a MOCAS-ACCS form online, the contractor will receive an email from the system confirming the submission. The contractor must forward this email to the Administrative Contracting Officer and the Contracting Officer. The notification generated by DFAS/Pay.gov excludes critical posting information a performer may enter. Therefore, the performer should also send the Administrative Contracting Officer and the Contracting Officer the award number and CLIN/SLIN/ACRN information (if applicable).

Closeout of Awards

The Defense Contract Management Agency (DCMA) closes out all contracts for for-profit entities and the ONR regional offices handle the final administrative closeout of contracts as outlined below.

Generally, award closeout is the process of documenting and assuring the fulfillment of the terms and conditions of the award, of certifying awardee compliance with applicable regulations and terms and conditions, and making final disposition of all award by-products—such as final vouchers, reports, patent disclosures and property.

ONR services all of the Department of Defense (DoD) (U.S. Air Force, Army and Navy) as well as NASA, performing a full range of closeout duties, including subsets of the overall process. Generally speaking, the type of delegation ONR receives from the buying command will drive the type of closeout-related documents. For example, under a "voucher-only" delegation, ONR would not be required to assure that a final patent report had been received. Information outlined below focuses generically on the entire closeout process.

Each individual contract, grant or cooperative agreement—collectively referred to as awards—is potentially different in its closeout requirements than the next. An intimate knowledge of the specific terms and conditions of an award, especially relating to final deliverable requirements, is a prerequisite for a complete understanding of the closeout process. Read the terms and conditions of each award for a full understanding of this aspect of the closeout process.

Deliverable Requirements and Other Actions Unique to the Closeout Process

The Federal Acquisition Regulation (FAR) at 4.804-5 provides detailed procedures for the closeout process, and charges the office administering the contract with this responsibility after receiving evidence of its physical completion. Generally speaking, most of these requirements are applicable to grants. The primary purpose of these procedures is to ensure that:

  1. The awardee has complied with the terms and conditions set forth in the award, including timely submission of all deliverables.
  2. Disposition of classified material is completed.
  3. Final patent report and royalty reports are cleared.
  4. Plant and property clearance report is received and all property is fully dispositioned.
  5. Final costs have been reviewed and accepted by any one of several audit approaches; any disallowed or open elements of costs are settled or dispositioned, including subcontract settlement/closeouts, open-year indirect cost rates, submission of the awardee’s final invoice and de-obligation of excess funds has been recommended.
  6. Similarly, concerning grants and cooperative agreements, 2 CFR 200.344 contains closeout guidance and other procedures for subsequent disallowances and adjustments. 2 CFR 200.345, Collection of Amount Due, requires that recipients submit all financial, performance and other reports as required by the terms and conditions of the award within 90 calendar days after the date of completion of the award.

Working with ONR's Administrative Contract/Grants Officers

The administrative contracts or grants officer can assist with expediting delivery of the necessary reports and shepherding them through the submittal, review and acceptance process. The ONR Office will:

  • Solicit the awardee for the required deliverables, including providing any forms, guidance or other counsel relative to this process to the awardee.
  • Ensure that the awardee’s submittals meet the administrative requirements of the terms and conditions of the award (e.g., distribution was made correctly to the right parties, in the right format, etc.). Note: Administrative contracts and grants officers do not make formal decisions regarding technical acceptability of final performance deliverables.
  • Contact and follow up with the issuing agency/procurement offices following submittal of deliverables to gain their formal acceptance, or facilitate necessary or desirable changes to the deliverables.
  • Conduct final administrative closeout of the award, including completion of relevant forms, certifications, releases, review and acceptance of final cost.

Overview: Closeout Process

When do we start?
Once the award is physically complete (i.e., the period of performance has expired), the "clock begins ticking" for submission by the awardee of final deliverables. The administrative contracts or grants officer will prompt the awardee with a letter or other communication (such as an email) indicating the requirement to submit final deliverables, or otherwise reminding the awardee of its closeout-related obligations.

What is required?
Final deliverable requirements are usually identified in the individual award terms and conditions. They may appear as an appendix, a data requirements list or as a simple attachment. These attachments will generally include instructions relative to the distribution destination of these final deliverables, including numbers of copies and mailing addresses. In research and development, examples of final technical/performance deliverable may be a research report, data, software or, more rarely, a prototype of some sort.

Why is this process important?
Government acceptance of the awardee final deliverables and reports is critical to the project's overall success. In many instances, this act of final acceptance can cause the release of final payments to the awardee, and ultimately lead to release of the awardee from lingering obligations under the award. This acceptance may take many forms, again driven by the type of award and the individual terms and conditions.

Some common forms of acceptance are:

  1. Government letterhead correspondence indicating or certifying acceptable final deliverables or performance. This certification may be executed by the awarding contracting officer, or his or her delegate, such as a contracting officer's representative, program manager or program officer.
  2. The Final DD Form 250 – Material Inspection and Acceptance Report (most commonly used in cost-type or fixed fee contracts).
  3. Other electronic communication indicating final acceptances.

Specific Deliverables (Formats, Forms and Other Information)
Final technical performance closeout is generally due 60 to 90 days after the period of performance has expired, but one should refer to the specific terms and conditions of the award and its governing regulations. ONR grantees are generally free to submit final technical reports on normal bond paper, but are also charged with including a complete Report Documentation Page SF 298 as the last page of each copy of every scientific and technical report prepared under their grant. The form contains instructions for preparation.

Contractors may have a specific format to comply with for submission of final technical data, such as the final Material and Inspection Receiving Report (DD Form 250). Look for and read an attachment to the contract called a "CDRL" – a contracts data requirements listing – which is a one-stop-shop for all required deliverables, their due dates and their distribution instructions.

Many granting agencies, including ONR, reserve the right to direct its grantees to make additional distribution of technical reports in accordance with a supplemental distribution list provided by the program officer or contracting officer's representative. Also, any discrepancies in actual performance or delivery must be reconciled before the award can be closed.

Final Patents Closeout

Generally, due at the end of the period of performance.

Format/Forms Used: The DoD uses the DD Form 882 – Report of Inventions and Subcontracts. Under NASA awards, however, each research grantee, research contractor and research subcontractor is required to report new technology to the NASA Technology Utilization Office, using their online system.

Final patents closeout may involve additional form submittal, such as an invention disclosure report, and involve complex legal issues, such as copyrights and royalties.

Final Cost Closeout

Generally, due at the end of the period of performance.

Format/Forms Used: DoD agreements commonly use SF1034 | 1035 for contracts and SF425 for grants.

The ONR administrative contract or grants officer will conduct some type of final financial review of the costs incurred under a given award, to ensure that all costs are reasonable, allocable and allowable. This review may take the form of:

  • A desk review, where cost elements originally budgeted in the proposal are compared and contrasted with those costs actually incurred.
  • A full audit of the individual award, as conducted by the cognizant federal agency for audit of the awardee’s institution, either Department of Health and Human Services or Defense Contract Audit Agency. These are generally reserved for high-dollar awards.
  • Reliance on the 2 CFR Part 200 for reports for the institution, which characterize the overall abilities of the awardee’s management control and incurred cost systems. These reports are based upon generally agreed to accounting principles, and establish a benchmark of transactional acceptance by reliance on the overall systemic tests of the awardee’s financial system.

During this financial review process, the administrative contract or grant officer may disallow or accept final costs, and will execute the final completion voucher releasing any residual payments still due. He or she will also execute several forms internal to the government, including forms DD 1593 and/or DD 1594, and a final contract/grant completion statement summarizing the acceptance of final deliverables.

Also, the award terms and conditions may require or urge submission of final financial peripheral documents, such as final releases from liabilities, obligations, claims, refunds, rebates and credits. Importantly, many of these same duties and requirements may "FLOW DOWN" to the prime contractor, in order to ensure final closeout of subcontractors and sub-recipient monitoring.

Final Property Closeout

Generally due at the end of the period of performance, usually 120 days thereafter.

These reports are generally concerned with that property where title is vested with the government (e.g., federally owned).

Format/Forms Used: WAWF-GFP Module

The ONR administrative contract or grant officer, working with the cognizant procuring office, will take the necessary steps to execute the responsibilities of the government when property has been provided to or acquired by the contractor. This process will ensure the final accounting for and disposition of all federally owned property under the contract or grant, and will make final determinations as to vesting of title, final dispositioning and reporting of the property closeout process to the specific, interested parties.

Final Security Closeout

Generally, due as applicable from the terms and conditions of the award.

Format/Forms Used or Referenced: See DoD Directive 5220.22-R, Section VII, 7-104 and 7-106). Also, Form DD 254.

For classified awards, prudent steps shall be taken by both the awardee and the contract administration office to ensure final disposition of all classified material generated to, or accessed by, the contractor in the performance of the contract. These procedures vary based on the type, access and nature of the classified material involved. ONR's regional offices have access to industrial security specialists who can assist them in the performance of these duties. The awardee should direct any and all questions relating to these procedures to the cognizant administrative contracting officer for further guidance.

Disposition instructions or retention authority received from the authorized activity will be forwarded to the contractor, and a copy provided to the cognizant industrial security office. After a classified contract is closed and final contract completion statement has been issued, all classified material approved for retention by the contractor is under the cognizance of the procuring contracting office and cognizant industrial security office.

Property Reviews and Reporting

ONR's property function is carried out by the five regional offices under the direction of ONR's property systems manager. Federal acquisition regulations (FAR Part 45 and DFARS Part 245) stress the importance of an institution providing control, protection, preservation and maintenance of all government property, and establishing and maintaining property records.

Institutions have the overall responsibility to maintain records of government property in their possession. The requirements for these records can be found in FAR 52.245-1(f)(iii).

Reporting Government Titled Property

DoD and NASA require that government-titled property in the custody of institutions be reported to the cognizant ONR administrative contracting officer (ACO) on an annual basis for the period ended September 30. The format for reporting government-titled property is dependent on whether the property is accountable to a contract, grant, cooperative agreement or other procurement transaction.

Additionally, there are different annual reporting requirements for DoD-titled and NASA-titled government property.

NASA requires annual reporting for contracts per NASA FAR Supplement 1852.245-73.

Property Reviews at Institutions

A Property Management System Analysis (PMSA) is a review of an institution's property management system. It is conducted to evaluate whether an institution’s property system is capable of controlling, protecting, preserving and maintaining government property in its custody.

ONR performs PMSAs at all institutions with custody of government-titled property under awards delegated to ONR for administration. The PMSA will take the form of either an on-site or desk review and is further broken down based on a risk assessment of the total dollar value and nature of the government titled property. Following is a brief description of the various types of PMSAs:

  • On-Site: These PMSAs are usually performed at institutions that have in excess of $1 million of government-titled property. The PMSA covers the functional areas of a property management system as enumerated in FAR 52.245-1(f). During an on-site PMSA, written policies, procedures and internal controls are tested. Government property items are physically sampled and traced through the entire property management system from acquisition through contract closeout. On-site PMSAs are initiated with a request for data from the ONR ACO. The on-site visit includes a formal entrance conference, testing of various management procedures and a formal exit conference. At the conclusion of the on-site analysis, a formal report is issued stating whether or not the institution's property control system is Compliant/Satisfactory or Non-Compliant/Unsatisfactory. If the on-site analysis results in specific findings and recommendations, the institution must reply to the ACO with a time-phased, corrective-action plan. Upon implementation of the plan, the institution is reviewed for compliance and correction of the previously reported findings.
  • Desk Review: These PMSAs are performed at institutions that have less than $1 million of government-titled property without the benefit of an on-site visit. The desk review analysis at a minimum covers the functional areas of property management (policy manual), reports, dispositions and contract property close out. The determination of the institution's property management system and the corrective action plans are processed similar to those identified during an on-site analysis.
  • Special Focus: Special PMSAs are performed based on a specific request from a sponsor agency or as the result of a specific problem encountered with an Institution's property control system.

Reporting Lost, Stolen, Damaged or Destroyed Property

In the event that an institution loses, damages or destroys government-titled property, it must provide a report to the cognizant ACO as soon as the discovery is made. Per FAR 52.245-1(f)(vii)(b) reports should contain the following information at a minimum:

  • Award number
  • Date of incident
  • Item(s)
  • Full narrative of the incident
  • Cost of item(s)
  • Corrective action taken

Upon review of the report, the ACO may either request additional information or determine whether the institution should be relieved of accountability or take any further actions deemed appropriate.

Additional Information

For additional information on property issues or comments, contact the ONR property systems manager by phone at 617-753-4598 or by email.

Frequently Asked Questions

What are the institution’s responsibilities for having government property?

How should custodial property record for government property be maintained?

Must an institution's property procedures be in writing?

How often should physical inventories of government titled property be performed?

What is a Compliant or Non-Compliant Property Control System?

Must government titled property below my capitalization level be reported?

What is ALT II of the Government Property Clause?

Can an institution obtain government property from GSA or the DRMO?

Who should I contact if I have questions about government property?

Engineering Services

ONR Engineering Services is the technical arm of ONR's University Business Affairs Division. Reporting to the Engineering and Systems Review Branch (E/SRB), its function is to perform technical administration and quality assurance for hardware under government sponsored university research. Currently, Engineering Services is led by the ONR E/SRB in Boston, Massachusetts, and includes Engineering Support Offices (ESOs) in:

The ESOs work with ONR administrative contracting officers (ACOs) and procuring activities to ensure that hardware and software items deliverable to the government from universities meet their contract requirements.

Contractor Purchasing System Review

A contractor purchasing system review (CPSR) is an on-site review of an institution's purchasing system. ONR uses CPSRs to evaluate the efficiency and effectiveness with which the institution spends government funds and complies with government policies when subcontracting. The review provides the administrative contracting officer (ACO) with information that is used as a basis for granting or withdrawing approval of the institution's purchasing system.

During the review, ONR's ACO performs a risk assessment for each institution with annual expenditures, under Department of Defense and NASA awards, in excess of $25 million. The ACO considers the volume, complexity and dollar value of the institution's purchasing and subcontracting activity and the institutions past performance (e.g., prior CPSRs or independent audits). Based on the ACO's recommendations, an annual CPSR schedule is developed.

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