Manage Your Grant Award

This section includes resources to help you understand how your grant will be administered.

Access Your Grant Award

All ONR award documents (grants and subsequent modifications) are posted to the Department of Defense (DoD) Electronic Document Access System (EDA). ONR awards will appear on this site within 48 hours of execution.

Create EDA Award Notification Profile

ONR creates an award notification profile for every grant. The notification profile will use the email addresses from the Application for Federal Assistance, SF424, to notify the recipient of an award. ONR is using the following three email addresses entered by the grantee on the SF424 application to create the EDA notification profile:

  1. Project Director / Principal Investigator (Block 14 - Email)
  2. Applicant Information (Block 5 - Email)
  3. Authorized Representative (Block 19 - Email)

Important:

In some cases, EDA notifications are appearing in a recipients' 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 grant, 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 grant number.
  4. Provide the new email address to be added to the EDA award notification profile.

Please be aware that EDA refers to all award types as a "contract"; therefore, the EDA email notification may be misleading. When you receive an EDA notice, please do not ignore it solely because it refers to a "contract."

EDA Registration

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).

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 email at disa.ogden.esd.mbx.cscassig@mail.mil (Subject: EDA Assistance).

Grant Payment Process

The Department of Defense (DoD) Wide Area WorkFlow (WAWF) in the Procurement Integrated Enterprise Environment (PIEE) serves as DoD's primary system for electronically processing invoices. All parties doing business with ONR should register to participate in the WAWF program.

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?

Wide Area Workflow

The authorized means for submitting grant or agreement payment requests is Wide Area WorkFlow (WAWF). Billing requests must be submitted on an award-by-award basis.

Recipients may bill on an advance basis or a reimbursable basis.

All ONR recipients should be thoroughly familiar with the payment terms outlined in terms and conditions of their ONR award. The standard terms for ONR assistance awards are available on the Grant Terms and Conditions page.

As a grant recipient, you can help ensure the success of your program by following these general guidelines:

  • Assure that allowable, allocable expenditures are promptly recorded in your financial management system.
  • Have an internal system in place that identifies programs that are not recording an anticipated level of expenditures, and provide early notification to the agency of significant issues.
  • Make sure that billings are done on the correct form utilizing the WAWF website, and that they are complete and accurate and sent to the right place.
  • For reimbursable billings, assure that the billing process takes place in a timely fashion after the recording of costs.
  • For advance billings, bill fully for the amount needed for outlays through the next anticipated payment date.
  • Bill no less frequently than monthly.
  • Follow up with your administrative office if you do not receive payment on a billing within a reasonable timeframe.

Expenditures
Research programs are carefully reviewed by ONR, DoD and others to monitor satisfactory program performance. One measurement that is always 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.

Requests for Advance Payment

ONR follows the advanced billing payment procedures outlined in 2 CFR Part 200 for grants and cooperative agreements. You may request payments as often as you wish, unless you have been granted a waiver from requirements to receive payments by electronic funds transfer (EFT). If you have been granted a waiver from EFT requirements, the award‑specific terms and conditions of this award specify the frequency with which you may submit payment requests.

Cash advances to a recipient organization shall be limited to the minimum amounts needed—and be timed to be in accordance with the actual, immediate cash requirements of the recipient organization in carrying out the purpose of the approved program or project. Advances should be very close to the actual costs incurred and disbursed by the recipient, and not for the sole purposes of "keeping up with expenditure rates." If research is not being conducted, or expenses not being incurred, advance billing should not be requested. Advance payments are also subject to 31 CFR Part 205. Advance payment requests via treasury checks should be submitted on a SF270, Request for Advance or Reimbursement. The SF270 should not be used when there is a predetermined payment schedule.

When recipients do receive payments from advance billing, they need to maintain these funds in interest bearing accounts unless:

  • The recipient receives less than $120,000 in federal awards per year.
  • The best reasonably available interest bearing account would not be expected to earn interest in excess of $500 per year on federal cash balances.
  • The depository would require an average or minimum balance so high that it would not be feasible within the expected federal and non-federal cash resources.
  • A foreign government or banking system prohibits or precludes interest bearing accounts.

Interest earned up to $500 may be retained by the recipient. Any additional interest earned on federal advance payments deposited in interest-bearing accounts must be remitted annually to the Department of Health and Human Services, Payment Management System (PMS), through an electronic medium using either Automated Clearing House (ACH) network or a Fedwire Funds Service Payment. See 2 CFR Part 200.305(b)(9).

If the requirements in 2 CFR Part 200.305 for advance payment cannot be met, then the preferred method for payment is reimbursement. Payments under the reimbursement method should be received by the recipient within 30 days after receipt of billing, unless the voucher was prepared improperly. Requests for payments by the reimbursement method shall also be submitted on a SF270, Request for Advance or Reimbursement. Recipients are encouraged to use advance billing but must be careful to:

  • Carefully follow all and abide by the guidance established in 2 CFR Part 200.
  • Adhere to their own cash payments systems and guidelines.
  • Adhere to any state requirements if applicable.

Refunds

When refunds are due under ONR-issued/ONR-administered awards (grants, cooperative agreements, or similar agreements), or by awardees for which ONR is the cognizant agency for indirect costs, awardees 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 awardees 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 awardee 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, awardees are encouraged to create an account, but an account is not required to submit a refund. Creating an account allows awardees 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 awardee needs to first search for the form “MOCAS-ACCS.” The system will then lead the awardee 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 awardee 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 awardee 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 awardee 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 ONR Grants or Agreements Officer
Once the awardee completes and submits a MOCAS-ACCS form online, the awardee will receive an email from the system confirming the submission. The awardee must forward this email to the ONR Administrative Grants or Agreements Officer. The notification generated by DFAS/Pay.gov excludes critical posting information a performer may enter. Therefore, the performer should also send the ONR Administrative Grants or Agreements Officer the award number and CLIN/SLIN/ACRN information (if applicable).

Closeout of Awards

The Defense Contract Management Agency (DCMA) closes out grants for-profit entities and the ONR regional offices handle the final administrative closeout of grants and cooperative agreements for universities and non-profits 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. Though some of the closeout processes are shared, the closeout of grants and cooperative agreements varies in important ways from the closeout of contracts.

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

2 CFR Part 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.

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 submittals, 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 and SF425 for grants.

The ONR administrative 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 that 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 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, 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 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 access 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 the 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. 2 CFR Part 200 stresses the importance of an institution to provide control, protection, preservation and maintenance of all government property and to establish and maintain 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 2 CFR-200.313(d)(1).

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.

DoD requires annual reporting for grants only. (Per 2 CFR-200.312(a))

NASA requires annual reporting for grants 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 conducted in order 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 that have 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. 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?

Research Performance Progress Report (RPPR)

The Research Performance Progress Report (RPPR) implements the uniform reporting requirement and format for interim research progress reporting developed under the auspices of the National Science and Technology Council, through the Committee on Science and the Research Business Models Subcommittee, and established by the Office of Management and Budget for use by agencies that support research and research-related activities.

Information collected in annual progress reports provides the Office of Naval Research (ONR) with valuable data on grantee accomplishments and is used to report out to stakeholders, justify requests for future funding support and make strategic, data-driven decisions for future investments. The data collected describe scientific progress, identify significant changes in objectives or directions report on personnel, and outline plans for the subsequent budget period or year.

ONR requires annual online submission of all interim RPPRs. At this point in time, ONR is collecting progress reports through RPPR only for grants.

The ONR RPPR submission site is included as a part of the Army Research Office (ARO) extranet. The ARO extranet is located at: https://extranet.aro.army.mil.

Instructions and Guidance

Please refer to the following documents for more information.

  • ONR RPPR Instructions: This document provides reporting requirements and information for submitting interim RPPRs.
  • ONR RPPR Short Instructions: This document provides a list of information to gather before beginning your ONR RPPR.
  • ONR RPPR Template: This document provides a template to collect information before entering the required information in the online reports.

Contact Information

Please direct questions as follows:

Indirect Cost Rate Administration and Audit Resolution

The ONR Indirect Cost Branch is responsible for administering (negotiation and approval) indirect cost rates and disclosure statements for colleges and universities and nonprofit entities that are assigned to Department of Defense (DoD) for rate cognizance, in accordance with 2 CFR Part 200 (2 CFR Part 220 and 2 CFR Part 230 for fiscal years beginning before December 26, 2014). We also provide audit resolution support to ONR’s field administration offices.

College and University Facilities and Administrative Rates

ONR administers facilities and administrative (F&A) rates for many educational institutions. Rate cognizance is assigned either to ONR of the Department of Health and Human Services’ (DHHS) Division of Cost Allocation, in accordance with 2 CFR Part 200. Cognizance assignments are evaluated every five years by ONR and DHHS.

Nonprofit Indirect Cost Rates

ONR administers indirect cost rates for nonprofits for which the largest dollar value of direct federal awards is from the Department of Defense (DoD). If the largest dollar value of direct federal awards is from the DoD and your primary business with the DoD is research and development, ONR will be your cognizant agency, for administration of your indirect cost rates. 2 CFR Part 200 requires submission of an indirect cost rate proposal to your cognizant agency no later than three months after receipt of your first direct federal award.

Additional Information

Contact Information

Director, Indirect Cost Branch
Phone: 703-696-8373
Email: robert.bradley2@navy.mil

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