This section includes resources to help you understand how your grant will be administered.
Information on this page:
Access Your Grant Award | Grant Payment Process | Refunds | Award Expiration and Closeout | Property Reviews and Reporting | Research Performance Progress Report | Indirect Cost Rate Administration and Audit Resolution
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:
- Project Director / Principal Investigator (Block 14 - Email)
- Applicant Information (Block 5 - Email)
- 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:
- Send email to: email@example.com.
- Email Subject should say "EDA Award Notification Change Request."
- Provide the ONR grant number.
- 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."
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:
- Click "Accept."
- Click "Register" (top right).
- Click "Agree."
- In the "What type of user are you?" drop down and select "Vendor."
- Select the systems you would like to access (WAWF at a minimum).
- 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 firstname.lastname@example.org (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
There are 3 ways to contact the WAWF helpdesk:
- EMAIL: email@example.com
- PHONE: 801-605-7095 or 866-618-5988
- Submit a helpdesk ticket via the OGDEN HELPDESK link that appears on the Vendor Customer Support web page.
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.
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.
When refunds are due under ONR-issued awards (grants, cooperative agreements or similar agreements) the refunds process is based on the pay office listed on the award.
For domestic ONR grants, the following table identifies the required refund process based on the information contained on your ONR grant blocks 25a “Paying Office” and 25b “Code:”
|If Pay Office Block 25a and 25b is:||Then Required Refund Process|
|DFAS Columbus North (HQ0337)||Pay.gov|
|DFAS Columbus South (HQ0338)||Pay.gov|
|DFAS Columbus West (HQ0339)||Pay.gov|
|ONR ERP Pay Office (N34291)||EFT|
For foreign ONR grants, refer any questions related to refunds to the Administrative Office in Block 23a of the ONR Award Form.
There is no cost to awardees using the Pay.gov website and there should be very little to no additional burden on the awardee. The refund should process more quickly when using the Pay.gov website.
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.
- View screen shots of the search form and the first two steps (i.e., completing agency form and entering payment information)
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.
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).
To use EFT, awardees need to coordinate with their bank institutions to send the refund to ONR ERP Pay Office N34291. Your bank institution will require the following information:
|Bank Name:||Credit Gateway
|Address:||401 14th St. SW
Washington, D.C. 20227
|Entry Description:||Award #, ACRN|
Upon processing the EFT/ACH, please contact your assigned POC at the contract administration office, if known, or the email address in Block 23a of your grant award.
Award Expiration and Closeout
Award closeout process begins upon expiration of the period of performance. The award closeout is the process of documenting and assuring the fulfillment of the individual terms and conditions of the award. Closeout requirements are directed by the Code of Federal Regulations, DoDGARS, and award terms and conditions.
The general requirements for closeout are in the Other Administrative Requirements (OAR) Article VI of the DOD R&D General Terms Conditions. Financial, performance and other final reports as required by the terms and conditions of the award to be submitted within 120 calendar days after the end date of the award.
Overview: Closeout Process
- final financial report: Standard Form 425
- final patent report: Department Defense Form 882 – Report of Inventions and Subcontracts
- final performance report: You may use your own format for the final report, but must include the same data elements used for interim performance reports (RPPR) and indicate on the cover page of the report that it is the final performance report. Standard Form 298 is required to be the last page of the final performance report.
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
- 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.
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
- Open and repeat findings from previous PMSAs
- Untimely reporting of lost, damaged, destroyed or stolen government titled property
- Non-reporting of government titled property
- Misuse of government titled property
- Failure to perform or reconcile physical inventories
If a system is found to be Non-Compliant, the institution must take corrective actions for their property control system to be returned to a Compliant status.
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.
Please direct questions as follows:
- For technical questions regarding using the Army Research Office (ARO) online progress reporting tool, please contact firstname.lastname@example.org.
- For inquiries about ONR's interim progress reporting requirement, please contact onr.ncr.03R.email@example.com.
- For questions about the content of your report, please contact your ONR program officer.
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.
- List of colleges and universities assigned to ONR rate cognizance
- Submission requirements (renewal proposals): Download long-form institutions (35KB) | Download short-form institutions (32KB)
- Submission requirements (initial proposal): If your institution has never established a federally approved F&A rate, recently received direct federal funding from the DoD and have no other direct federal research funding, please contact ONR's Indirect Cost Branch to confirm your rate cognizance assignment.
- Rate Extensions: Download rate extensions (27KB)
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.
- Proposal submission requirements: Download indirect cost rate proposal renewals (30KB) | Download initial proposals form (28KB)
- ONR guidance for nonprofit indirect cost rate proposals for nonprofits with less than $10M of annual direct federal funding (90KB)
- Administrative rules: 2 CFR Part 200
- Cost principles: 2 CFR Part 200, Subpart E. In addition, see 2 CFR Part 200, Appendix III for educational institutions and Appendix IV nonprofit organizations.
- Defense Contract Audit Agency
- Negotiation agreements for colleges, universities and nonprofit organizations (download a list of negotiation agreement contacts)
- Single Audit Federal Clearinghouse: https://harvester.census.gov/facdissem/SearchA133.aspx
Director, Indirect Cost Branch