PROPOSAL AWARD POLICIES 

 PROCEDURES GUIDE

AND

AND

PROPOSAL AWARD POLICIES 

 PROCEDURES GUIDE

AND

AND

THE NATIONAL SCIENCE FOUNDATION

APRIL 2007 

EFFECTIVE JUNE 1, 2007 

APRIL 2007 

EFFECTIVE JUNE 1, 2007 

NSF 07-140

OMB Control Number: 3145-0058
National Science Foundation (NSF) 

Proposal & Award Policies & Procedures Guide 

Introduction: 

A. About the National Science Foundation

B. Foreword

C. Acronym List

D. Definitions & NSF-Grantee Relationships 

E. NSF Organizations

Exhibit 1: NSF Organizational Chart 

Part I: Proposal Preparation & Submission Guidelines 

A. Grant Proposal Guide (GPG) - printable version

B. Grants.gov Application Guide (to be incorporated into the NSF Proposal & Award Policies and 

Procedures Guide at a later date) 

Part II: Award & Administration Guidelines 

 Award & Administration Guide (AAG) - printable version 
Introduction: 

A. About the National Science Foundation 

The National Science Foundation (NSF) is an independent Federal agency created by the National Science 

Foundation Act of 1950, as amended (42 USC 1861-75). The Act states the purpose of the NSF is "to promote the 

progress of science; [and] to advance the national health, prosperity, and welfare by supporting research and 

education in all fields of science and engineering." 

From those first days, NSF has had a unique place in the Federal Government: it is responsible for the overall 

health of science and engineering across all disciplines. In contrast, other Federal agencies support research 

focused on specific missions such as health or defense. The Foundation also is committed to ensuring the nation’s 

supply of scientists, engineers, and science and engineering educators. 

NSF funds research and education in most fields of science and engineering. It does this through grants and 

cooperative agreements to more than 2,000 colleges, universities, K-12 school systems, businesses, informal 

science organizations and other research organizations throughout the U.S.. The Foundation accounts for about 

one-fourth of Federal support to academic institutions for basic research. 

The Foundation considers proposals1

 submitted by organizations on behalf of individuals or groups for support in 

most fields of research. Interdisciplinary proposals also are eligible for consideration. 

NSF does not normally support technical assistance, pilot plant efforts, research requiring security classification, 

the development of products for commercial marketing, or market research for a particular project or invention. 

Research with disease-related goals, including work on the etiology, diagnosis or treatment of physical or mental 

disease, abnormality, or malfunction in human beings or animals, is normally not supported. Animal models of 

such conditions or the development or testing of drugs or other procedures for their treatment also are not eligible 

for support. However, research in bioengineering, with diagnosis- or treatment-related goals, that applies 

engineering principles to problems in biology and medicine while advancing engineering knowledge is eligible for 

support. Bioengineering research to aid persons with disabilities also is eligible. 

NSF does not have any programs involving the construction of public works in metropolitan areas, no development 

assistance programs, no programs requiring State plans as a condition of assistance, none involving coordination 

of planning in multi-jurisdictional areas and no programs of grants to State and local governments as defined in 

Section 6501(4) of Title 31 of the United States Code (USC). 

NSF receives approximately 40,000 proposals each year for research, education and training projects, of which 

approximately 11,000 are funded. In addition, the Foundation receives several thousand applications for graduate 

and postdoctoral fellowships. The agency operates no laboratories itself but does support National Research 

Centers, user facilities, certain oceanographic vessels and Antarctic research stations. The Foundation also 

supports cooperative research between universities and industry, U.S. participation in international scientific and 

engineering efforts, and educational activities at every academic level. 

NSF is structured much like a university, with grants-funding divisions/offices for the various disciplines and fields of 

science and engineering and for science, math, engineering and technology education. NSF also uses a variety of 

management mechanisms to coordinate research in areas that cross traditional disciplinary boundaries. The 

Foundation is assisted by advisors from the scientific and engineering communities who serve on formal 

committees or as ad hoc reviewers of proposals. This advisory system, which focuses on both program directions 

and specific proposals, involves approximately 50,000 scientists and engineers each year. NSF staff members 

who are experts in a certain field or area make award recommendations; PIs receive unattributed verbatim copies 

of peer reviews. 

Grantees are wholly responsible for conducting their project activities and preparing the results for publication. 

Thus, the Foundation does not assume responsibility for such findings or their interpretation. 

 

1

 For purposes of this Guide, the term “proposal” is interchangeable with the term “application.” 
Facilitation Awards for Scientists and Engineers with Disabilities provide funding for special assistance or 

equipment to enable persons with disabilities to work on NSF-supported projects. See GPG Chapter II.D.2 for 

instructions regarding preparation of these types of proposals. 

NSF has Telephonic Device for the Deaf (TDD) and Federal Information Relay Service (FIRS) capabilities that 

enable individuals with hearing impairments to communicate with the Foundation about NSF programs, 

employment or general information. TDD may be accessed at (703) 292-5090 and (800) 281-8749, FIRS at (800) 

877-8339. 

The NSF Information Center may be reached at (703) 292-5111. 
Introduction: 

B. Foreword 

The Proposal & Award Policies & Procedures Guide2 is comprised of documents relating to the Foundation's 

proposal and award process. It has been designed for use by both our customer community and NSF staff and 

consists of two parts: 

• Part I is comprised of NSF’s proposal preparation and submission guidelines -- the NSF Grant Proposal 

Guide and the NSF Grants.gov Application Guide.3

 Both the Grant Proposal Guide (GPG) and Grants.gov 

Application Guide provide guidance for the preparation and submission of proposals to NSF, whether by 

the NSF FastLane System or Grants.gov.4

 Some NSF programs have program solicitations that modify the 

general provisions of these Guides, and, in such cases, the guidelines provided in the solicitation must be 

followed. 

It is important that proposers use the appropriate guidelines when preparing proposals for submission to 

NSF. As such: 

When preparing proposals via FastLane, the guidelines contained in the Grant Proposal Guide govern; and 

When preparing proposals via Grants.gov, the guidelines contained in the NSF Grants.gov Application 

Guide govern. 

• Part II is comprised of the documents used to guide, manage, and monitor the award and administration of 

grants and cooperative agreements made by the Foundation. Coverage includes the NSF award process, 

from issuance and administration of an NSF award through closeout. Guidance regarding other grant 

requirements or considerations that either is not universally applicable or which do not follow the award 

cycle also is provided. 

General information about NSF programs may be found on the NSF website at 

http://www.nsf.gov/funding/browse_all_funding.jsp. Additional information about special requirements of individual 

NSF programs may be obtained from the appropriate Foundation program offices. Information about most program 

deadlines and target dates for proposals are available on the NSF website at 

http://www.nsf.gov/funding/pgm_list.jsp?org=NSF&ord=date. Program deadline and target date information also 

appears in individual program announcements and solicitations and on relevant NSF Divisional/Office websites. 

Catalog of Federal Domestic Assistance 

NSF programs fall under the following categories in the latest Catalog of Federal Domestic Assistance (CFDA)

issued by the Office of Management and Budget and the General Services Administration: 

47.041 -- Engineering Grants 

47.049 -- Mathematical and Physical Sciences 

47.050 -- Geosciences 

47.070 -- Computer and Information Science and Engineering 

47.074 -- Biological Sciences 

47.075 -- Social, Behavioral and Economic Sciences 

47.076 -- Education and Human Resources 

47.078 -- Office of Polar Programs 

47.079 -- Office of International Science & Engineering 

47.080 -- Office of Cyberinfrastructure 

 

2

 This Guide has been developed for use with NSF assistance programs; for information relating to NSF contracts, consult the 

NSF Contract Award Manual.

3

 The NSF Grants.gov Application Guide will be inserted into the NSF Proposal & Award Policies & Procedures Guide at a later 

date. 

4 Grants.gov, part of the President’s Management Agenda to improve government services to the public, provides a single 

Government-wide portal for finding and applying for Federal grants online. See http://www.grants.gov for more information. 
Any questions or comments regarding the NSF Proposal & Award Policies & Procedures Guide should be 

addressed to the Policy Office, Division of Institution & Award Support, at (703) 292-8243 or by e-mail to 

policy@nsf.gov. 
Introduction: 

C. Acronym List 

AAG Award & Administration Guide 

ABR Accomplishment-Based Renewal 

ACH Automated Clearing House (U.S. 

Treasury) 

AD Assistant Director 

ADPE Automatic Data Processing Equipment 

AOR Authorized Organizational Representative 

AUO Area Utilization Officer (GSA) 

BFA Budget, Finance & Award Management 

CAAR Cost Analysis & Audit Resolution Branch 

CA/FATC Cooperative Agreement 

Financial/Administrative Terms and 

Conditions 

CAM Contract Award Manual 

CA/PTC Cooperative Agreement Programmatic 

Terms and Conditions 

CEQ Council on Environmental Quality 

CFR Code of Federal Regulations 

CGI Continuing Grant Increment 

CMIA Cash Management Improvement Act 

COI Conflict of Interest 

Co-PD Co-Project Director 

Co-PI Co-Principal Investigator 

DACS Division of Acquisition and Cooperative 

Support 

DAS Division of Administrative Services 

DD Division Director 

DFM Division of Financial Management 

DGA Division of Grants and Agreements 

DHHS Department of Health and Human 

Services 

DIAS Division of Institution and Award Support 

DOC Department of Commerce 

DUNS Data Universal Numbering System 

EFT Electronic Funds Transfer 

E.O. Executive Order 

F&A Financial & Administrative Costs 

FAADS Federal Assistance Award Data System 

FAQs Frequently Asked Questions 

FAR Federal Acquisition Regulations 

FASED Facilitation Awards for Scientists and 

Engineers with Disabilities 

FCCOM Facilities Capital Cost of Money 

FCTR Federal Cash Transactions Report 

FDP Federal Demonstration Partnership 

FEMA Federal Emergency Management Agency 

FFRDC Federally Funded Research & 

Development Center 

FIRS Federal Information Relay Service 

FOIA Freedom of Information Act 

FWA Federal-wide Assurance 

GC-1 Grant General Conditions 

GOE Government Owned Equipment 

GPG Grant Proposal Guide 

GPO Government Printing Office 

GSA General Services Administration 

IACUC Institutional Animal Care and Use 

Committee 

IBC Institutional Biosafety Committee 

ILS Institutional Ledger Section 

IRB Institutional Review Board 

IR&D Independent Research and Development 

IRS Internal Revenue Service 

LOI Letters of Intent 

MREFC Major Research Equipment and Facilities 

Construction Account 

NEPA National Environmental Policy Act 

NIH National Institutes of Health 

NSB National Science Board 

NSF National Science Foundation 

OEO Office of Equal Opportunity Programs 

OGC Office of the General Counsel 

OHRP Office of Human Research Protections 

OIG Office of Inspector General 

OMB Office of Management and Budget 

ONR Office of Naval Research 

PD Project Director 

PHS Public Health Service 

PI Principal Investigator 

PO Program Officer 

REU Research Experiences for 

Undergraduates 

ROA Research Opportunity Awards 

RUI Research in Undergraduate Institutions 

SBA Small Business Administration 

SBIR Small Business Innovation Research 

SF Standard Form 

SF LLL Disclosure of Lobbying Activities 

SGER Small Grants for Exploratory Research 

SPO Sponsored Projects Office 

SSN Social Security Number 

STTR Small Business Technology Transfer

TDD Telephonic Device for the Deaf 

URL Universal Resource Locator 

USC United States Code 

USDA U.S. Department of Agriculture 
Introduction: 

D. Definitions & NSF-Grantee Relationships 

1. Definitions 

a. An AUTHORIZED ORGANIZATIONAL REPRESENTATIVE (AOR)/AUTHORIZED REPRESENTATIVE ⎯

the administrative official who, on behalf of the proposing organization is empowered to make certifications and 

assurances and can commit the organization to the conduct of a project that NSF is being asked to support as well 

as adhere to various NSF policies and grant requirements. 

b. ASSISTANCE AWARDS ⎯ awards that entail the transfer of money, property, services or other things of 

value from the Federal government to a recipient to accomplish a public purpose of support or stimulation. In the 

case of NSF, assistance awards involve the support or stimulation of scientific and engineering research, science 

and engineering education or other related activities. NSF is authorized to use grants or cooperative agreements 

for this purpose. 

c. A GRANT5 ⎯ a type of assistance award and a legal instrument which permits an executive agency of the 

Federal government to transfer money, property, services or other things of value to a grantee when no substantial 

involvement is anticipated between the agency and the recipient during the performance of the contemplated 

activity. Grants are the primary mechanism of NSF support. NSF awards the following two types of grants: 

(i) A STANDARD GRANT ⎯ a type of grant in which NSF agrees to provide a specific level of support for a 

specified period of time with no statement of NSF intent to provide additional future support without submission of 

another proposal. 

(ii) A CONTINUING GRANT ⎯ a type of grant in which NSF agrees to provide a specific level of support for an 

initial specified period of time, usually a year, with a statement of intent to provide additional support for the project 

for additional periods, provided funds are available and the results achieved warrant further support. 

d. A COST REIMBURSEMENT AWARD ⎯ a type of grant under which NSF agrees to reimburse the grantee 

for work performed and/or costs incurred by the grantee up to the total amount specified in the grant. Such costs 

must be allowable in accordance with the applicable cost principles (e.g., OMB Circular A-21, Cost Principles for 

Educational Institutions or OMB Circular A-122, Cost Principles for Non-Profit Organizations). Accountability is 

based primarily on technical progress, financial accounting and fiscal reporting. Except under certain programs and 

under special circumstances, NSF grants and cooperative agreements are normally cost reimbursement type 

awards. 

e. A FIXED AMOUNT AWARD ⎯ a type of grant used in certain programs and situations under which NSF 

agrees to provide a specific level of support without regard to actual costs incurred under the project. The award 

amount is negotiated using the applicable cost principles or other pricing information as a guide. This type of grant 

reduces some of the administrative burden and record-keeping requirements for both the grantee and NSF. Except 

under unusual circumstances, such as termination, there is no governmental review of the actual costs 

subsequently incurred by the grantee in performance of the project. There typically is a requirement for the grantee 

to certify that the approximate number of person-months or other activity called for in the grant was performed. 

Payments are based on meeting specific requirements of the grant and accountability is based primarily on 

technical performance and results. 

f. A COOPERATIVE AGREEMENT ⎯ a type of assistance award which should be used when substantial 

agency involvement is anticipated during the project performance period. Substantial agency involvement may be 

necessary when an activity is technically and/or managerially complex and requires extensive or close coordination 

between NSF and the awardee. Examples of projects which might be suitable for cooperative agreements if there 

will be substantial agency involvement are: research centers, policy studies, large curriculum projects, multi-user 

 

5 For purposes of this Guide, except where explicitly noted, the term “grant” is interchangeable with the term “cooperative 

agreement”, and the term “grantee” is interchangeable with the “awardee” of a cooperative agreement. 
facilities, projects which involve complex subcontracting, construction or operations of major in-house university 

facilities and major instrumentation development. 

g. A GRANTEE ⎯ the organization or other entity that receives a grant and assumes legal and financial 

responsibility and accountability both for the awarded funds and for the performance of the grant-supported activity. 

NSF grants are normally made to organizations rather than to individual Principal Investigator/Project Director(s). 

Categories of eligible proposers may be found in GPG Chapter I. 

h. PRINCIPAL INVESTIGATOR/PROJECT DIRECTOR (PI/PD) ⎯ the individual designated by the grantee, 

and approved by NSF, who will be responsible for the scientific or technical direction of the project. If more than 

one, the first one listed will have primary responsibility for the project and the submission of reports. All others 

listed are considered co-PI/PD, and share in the responsibility of the scientific or technical direction of the project. 

The term "Principal Investigator" generally is used in research projects, while the term "Project Director" generally is 

used in science and engineering education and other projects. For purposes of this Guide, PI/co-PI is 

interchangeable with PD/co-PD. 

2. NSF-Grantee Relationships 

a. Grants will be used by NSF when the accomplishment of the project objectives requires minimal NSF 

involvement during performance of the activities. Grants establish a relationship between NSF and the grantee in 

which: 

(i) NSF agrees to provide up to a specified amount of financial support for the project to be performed under 

the conditions and requirements of the grant. NSF will monitor grant progress and assure compliance with 

applicable standards. 

(ii) The grantee agrees to: perform the project as proposed; the prudent management of the funds provided; 

and carry out the supported activities in accordance with the provisions of the grant. (See Award and Administration 

Guide (AAG) Chapter I.B, for the documents that comprise an NSF grant.) 

b. Cooperative agreements will be used by NSF when the accomplishment of the project objectives requires 

substantial ongoing agency involvement during the project performance period. Substantial agency involvement 

may be necessary when an activity is technically and/or managerially complex and would require extensive or close 

coordination between NSF and the awardee. This, however, does not affect NSF’s right to unilaterally suspend or 

terminate support for cause or consider termination in accordance with AAG Chapter VII, if it is in the best interest 

of NSF or the Government. NSF will notify the awardee before any action of this nature is taken. 

Cooperative agreements will specify the extent to which NSF will advise, review, approve or otherwise be involved 

with project activities, as well as NSF’s right to require more clearly defined deliverables. 

The distinction of a cooperative agreement is that NSF is substantially involved; however, awardees have primary 

management responsibility for conduct of their projects. To the extent that NSF does not reserve responsibility for 

coordinating or integrating the project activities with other related activities or does not assume a degree of shared 

responsibility for certain aspects of the project, all such responsibilities remain with the awardee. As NSF 

determines it appropriate, the Foundation may provide advice, guidance or assistance of a technical, management, 

or coordinating nature and require that the awardee obtain NSF prior approval of specific decisions, milestones, or 

procedures. While NSF will monitor cooperative agreements in accordance with the terms and conditions of the 

award, it will not assume overall control of a project or unilaterally change or direct the project activities. All 

cooperative agreements will state the nature and extent of expected NSF involvement to ensure that the 

responsibilities of each party are fully understood. 

Some cooperative agreements are funded through the Foundation’s Major Research Equipment and Facilities 

Construction (MREFC) account. The MREFC appropriation provides a separate budget account for major research 

equipment and facilities. Once an award for an MREFC project is established with MREFC funds, no other funding 

will be commingled with these funds. Operating funds for MREFC activities and supplements will be funded under 

a separate award to support the MREFC activities. The awardee is required to segregate MREFC from Operations 

accounts to avoid the commingling of MREFC funds with other appropriations under NSF assistance awards. In 

special cases, as in the awards for the NSF-supported Federally Funded Research and Development Centers 

(FFRDCs), a cooperative agreement will be used as an umbrella award, establishing the overall basic provisions of 
the agreements. Separate cooperative support agreements with specific terms and conditions will be issued for 

MREFC and Operations activities. 
Introduction: 

E. NSF Organizations 

The NSF organizations/offices described below are normally of most direct interest to the NSF proposer and 

awardee community. Consult the NSF website at http://www.nsf.gov/staff/orglist.jsp for the most current listing of 

NSF offices/directorates. An NSF Organization Chart is included as GPG Exhibit 1.

1. National Science Board

The National Science Board was established by Congress in 1950, and has two important roles. It provides 

oversight for, and establishes the policies of, NSF within the framework of applicable national policies set forth by 

the President and the Congress. In this capacity, the Board identifies issues that are critical to NSF’s future, 

approves NSF’s strategic budget directions, approves annual budget submissions to the Office of Management and 

Budget, approves new programs and major awards, analyzes NSF’s budget to ensure progress and consistency 

along the strategic direction set for NSF, and ensures balance between initiatives and core programs. The second 

role of the Board is to serve as an independent body of advisors to both the President and Congress on broad 

national policy issues and, together with the Director, recommends and encourages the pursuit of national policies 

related to science and engineering research and education. The Board is composed of 24 members appointed by 

the President and confirmed by the Senate. The NSF Director also serves as an ex officio member of the Board. 

Members are selected on the basis of their distinguished service in science and engineering research and 

education, and are representative of scientific, engineering, and educational leadership throughout the Nation. 

2. Program Divisions/Offices 

Program Divisions/Offices are responsible for the scientific, technical and programmatic review and evaluation of 

proposals and for recommending that proposals be declined or awarded. The scientific, engineering and/or 

educational aspects of an award will be monitored by the NSF Program Officer identified in the award letter. 

Integral staff in the program division/office relative to the NSF proposal and award process are: 

a. NSF Program Officers. Program Officers conduct merit review of proposals and recommend which projects 

should be supported by the Foundation. They are considered subject matter experts and they often provide 

technical and programmatic advice. Carrying out these responsibilities requires a thorough intellectual 

understanding of the specialty and knowledge of its substantive technical issues, as well as knowledge of NSF’s 

processes. (See GPG Chapter III for a detailed description of the NSF Merit Review Process.) 

b. NSF Division Directors. A Division Director’s responsibilities include: 

• long-range planning, contributing to the achievement of the Foundation’s strategic goals and objectives; 

• providing stewardship for budgetary and other resources; and 

• overseeing merit review of proposals and the award process, if his/her Division is part of a program 

directorate. 

3. Division of Grants & Agreements (DGA) 

The Division of Grants and Agreements (DGA) provides stewardship of the federal funding awarded by NSF and is 

responsible for business, financial, and administrative assistance across the continuum of awards from pre-award 

through closeout. DGA supports a diverse set of stakeholders including Awardees, NSF Directorates and others 

within the national scientific research and education communities, and maintains a leadership role in the federal 

grants arena. In carrying out NSF's primary mission of providing basic research support, DGA interacts on a 

continuing basis with academic and non-academic institutions, private industry, state and local governments, and 

other Federal agencies. DGA is responsible for the business, financial and administrative review of all 
recommended grants, most cooperative agreements6

 and other assistance awards and assuring that they are 

consistent with applicable policies, regulations, directives and fund certifications. 

Note that recommendation for an award by an NSF Program Officer does not constitute approval or obligation of 

Federal funds. Only an NSF Grants and Agreements Officer has the delegated authority to approve grants, 

cooperative agreements, or other assistance awards that will obligate NSF funds for expenditure by the awardee 

for proposed project activities. Grants & Agreements Officers are also responsible for issuing all amendments and 

certain post award prior approvals under these awards, for monitoring awardee compliance with the terms and 

conditions of the awards, and for the administration and closeout of these awards. 

NSF Grants & Agreements Officers provide customer service and pre- and post-award technical assistance on the 

aforementioned policies, regulations, and directives, both to the NSF directorates and awardees through a number 

of mechanisms. Such assistance is provided through a variety of venues, including on-site visits to awardee 

institutions, outreach forums and by serving on project advisory teams. 

4. Division of Institution and Award Support (DIAS) 

DIAS is responsible for the development and implementation of proposal and award policies & procedures, 

clearance of NSF proposal-generating documents, risk assessment and post-award monitoring activities, cost 

analysis and award support, audit resolution, electronic award and systems administration, and outreach to the 

external community. In addition, DIAS staff fulfill important leadership roles in many Federal-wide groups 

responsible for streamlining the Federal grant process, including NSF’s integration with Grants.gov, the Grants 

Management Line of Business (GMLoB), Public Law 106-107 committees, the National Science & Technology 

Council's Research Business Models subcommittee, and the CFO Council's Grants Policy Committee. 

A more detailed description of the responsibilities of each of the operating organizations within DIAS follows: 

a. DIAS, through the Policy Office, is responsible for the development, coordination, and issuance of NSF preand post-award policies for the assistance programs of the National Science Foundation. The Policy Office 

provides guidance on policies and procedures related to NSF's electronic proposal and award systems. The 

responsibility for reviewing and providing official clearance approval for all NSF proposal-generating documents 

also resides in the Policy Office. 

Another important function of the Policy Office is the coordination of outreach programs for external stakeholders 

and NSF staff. Through a variety of mechanisms, the Policy Office coordinates the release of timely and relevant 

information regarding NSF policies and procedures, proposal preparation, and award management to the broad 

research community. In addition to working closely with professional research administration associations, the 

Policy Office coordinates two major regional grants conferences held at various institutions around the country (one 

in the spring and one in the fall). 

b. DIAS staff in the Cost Analysis and Audit Resolution (CAAR) Branch perform cost analyses and resolve 

audit findings pertaining to the allowability, allocability, and appropriateness of costs claimed under all NSF awards, 

including grants and cooperative agreements. CAAR responsibilities include the performance of accounting 

systems reviews, financial capability reviews, budget reviews, and award monitoring and business assistance. 

CAAR also negotiates indirect cost rates for organizations that have numerous Federal awards where NSF 

provides the preponderance of funding. 

c. With regard to electronic award and procurement systems administration, the Systems Office within DIAS is 

responsible for the administration, oversight, and interpretation of business rules for assistance awards across 

NSF's corporate systems. In addition, the Systems Office is responsible for systems analysis and requirements 

development necessary for the implementation of assistance awards business rules across NSF's corporate 

systems. 

 

6

The Division of Acquisition and Cooperative Support (DACS) is responsible for negotiation, award and administration of 

cooperative agreements for FFRDCs, major research facilities and various science, technology, engineering and education 

center programs. 
5. Division of Acquisition and Cooperative Support (DACS)

DACS provides acquisition and cooperative agreement award support for the Foundation. The Contracts Branch is 

responsible for planning, solicitation, negotiation, award and administration of research and research support 

contracts for NSF. The Cooperative Support Office (CSO) is responsible for planning, solicitation, negotiation, 

award and administration of cooperative agreements for FFRDCs, major research facilities and various science, 

technology, engineering and education center programs. CSO provides cooperative agreement management and 

oversight for supported multi-institutional and international programs. This includes key participation and input on 

NSF project advisory teams, business process reviews and redesign, risk assessments, financial and 

administrative assistance to all stakeholders and on-site support for large research facilities and FFRDCs. 

6. Division of Financial Management (DFM) 

The Institution Ledger Section (ILS) of DFM is available to assist grantee financial and business officials in matters 

of payment and financial reporting discussed in Chapter III of the AAG. 

7. Office of the General Counsel (OGC) 

OGC is the legal advisor and advocate for the Foundation, providing legal advice and assistance on all aspects of 

the Foundation's programs, policies, and operations, as well as areas affecting science and technology more 

broadly. Advice is provided in a wide variety of areas, such as: contracts and grants; intellectual property; ethics 

and conflicts of interest; Freedom of Information Act; Privacy Act; Sunshine Act; labor and personnel law; civil 

rights; health, safety and environment; public regulation of research; Federal fiscal and administrative law and 

procedure; international law and agreements; and national security restrictions of scientific research (including 

export controls). 

8. Office of Equal Opportunity Programs (OEOP) 

OEOP is responsible for responding to all civil rights matters pertaining to NSF programs or activities receiving 

Federal financial assistance. (See AAG Chapter VI.A for additional information.) 

9. Office of Inspector General (OIG) 

OIG is an independent oversight office that reports directly to the National Science Board and the Congress. It is 

responsible for conducting audits, reviews, and investigations of NSF programs and organizations that receive NSF 

funding. OIG also evaluates allegations of research misconduct, such as plagiarism or the falsification or 

fabrication of data, involving researchers who request or receive NSF funding (see AAG Chapter VII.C.1). The OIG 

staff includes scientists, attorneys, certified public accountants, investigators, evaluators, and information 

technology specialists. OIG audits focus on NSF’s internal agency programs, as well as grants, contracts, and 

cooperative agreements funded by NSF. Their purpose is to ensure that the financial, administrative, and program 

activities of NSF and its awardee organizations are conducted efficiently and effectively. OIG investigations focus 

on program integrity and possible financial or non-financial wrongdoing by organizations and individuals who submit 

proposals to, receive awards from, conduct business with, or work for NSF. Grant recipients and administrators 

should contact the OIG (1-800-428-2189) to report any instances of possible misconduct, fraud, waste, or abuse. 
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NSF Organizational Chart
PROPOSAL AWARD POLICIES 

 PROCEDURES GUIDE

AND

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PROPOSAL AWARD POLICIES 

 PROCEDURES GUIDE

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THE NATIONAL SCIENCE FOUNDATION

Part I - Proposal Preparation & 

Submission Guidelines

GPG

Part I - Proposal Preparation & 

Submission Guidelines

OMB Control Number: 3145-0058

APRIL 2007 

EFFECTIVE JUNE 1, 2007 

APRIL 2007 

EFFECTIVE JUNE 1, 2007 

NSF 07-140
Grant Proposal Guide 

Summary of Significant Changes 

Overall Document – Previously, the NSF Grant Proposal Guide (GPG) was a standalone document. It has now 

been incorporated as Part I of the new NSF Proposal & Award Policies & Procedures Guide (PAPPG). An 

Introduction precedes Part I of the Guide and contains updated sections, including: 

• About the National Science Foundation; 

• Foreword; 

• Acronym list; 

• Definitions and NSF-Grantee Relationships; 

• Description of NSF Organizations; and 

• NSF Organizational Chart (including hypertext links). 

Part I contains NSF’s proposal preparation and submission guidelines and currently consists of the GPG. The NSF 

Grants.gov Application Guide will be incorporated in the PAPPG at a later date. 

The NSF Grant Policy Manual (GPM) has also been incorporated into the Guide as Part II and has been renamed 

the NSF Award & Administration Guide (AAG). Previous GPM references in the text of the GPG have been 

updated with references to the applicable AAG section. In addition, a Subject Index has been added to the GPG, 

internal references and links have been updated as necessary, and minor editorial changes have been made 

throughout the document to either clarify or enhance the intended meaning of a sentence or section. 

Chapter I – Section A, NSF Proposal Preparation and Submission Mechanisms, has been revised to begin the 

GPG with a description of the two electronic mechanisms available to proposers in the preparation and submission 

of proposals to NSF – FastLane and Grants.gov. The title of Chapter I also has been changed to “Pre-Submission 

Information.” 

Chapter I – Section E, Categories of Proposers, has been supplemented to clarify that the category “Universities 

and Colleges” is defined as institutions located and accredited in the US. The Federal Agencies category has also 

been supplemented to reflect that there are some unusual circumstances where other Federal agencies and 

FFRDCs may submit proposals directly to NSF. The cognizant NSF Program Officer makes the determination of 

whether the proposed project meets one of the list of exceptions provided in this section. Therefore, proposers who 

think their project may meet one of the exceptions should contact the cognizant Program Officer before preparing a 

proposal for submission. 

Chapter I – Section F, When to Submit Proposals, has been updated with a new section on Special Exceptions 

to NSF’s Deadline Date Policy. Should a natural or anthropogenic disaster temporarily prevent submission to NSF, 

proposers may request flexibility in meeting the announced deadline date by obtaining prior approval from the 

cognizant NSF Program Officer. 

Chapter II – Section B.2, Proposal Margin and Spacing Requirements, has entirely new guidance which 

specifies the five fonts that may be used when preparing an NSF proposal. The page formatting section also has 

been revised to state that a standard, single-column format should be used in the body of the proposal. 

Chapter II – Section C.1.e, Proposal Certifications, has been supplemented with additional proposal 

certifications. When the Authorized Organizational Representative electronically signs the proposal, they are now 

also submitting the Certification regarding Nondiscrimination (GPG Exhibit II-6 contains the full text of this 

certification) and, where applicable, the Certification regarding Flood Hazard Insurance. A description of both 

certifications is contained in this section. 

Chapter II – Section C.2.a, Cover Sheet, has been revised to more closely follow the format of the Cover Sheet 

contained in FastLane and to provide explanatory information on each of the requested sections. 

Chapter II – Section C.2.f, Biographical Sketch(es), has been clarified to emphasize that personal information 

should not be included on the Biographical Sketch or submitted with the proposal. 
Chapter II – Section C.2.g, Budget, has been reorganized so that coverage in the GPG discusses the budget and 

allowability of costs from a budget preparation perspective and the AAG discusses it from an allowability and 

administration perspective. The cost principles that govern each type of awardee are included in this section as 

well. 

Chapter II – Section C.2.g(i)(a), Salaries and Wages, has been clarified to show that individuals included on 

Lines A and B of the budget should be employees of the proposing organization. Compensation for consultants or 

subawardees, including salaries and wages, should not be included in that section of the budget. In addition, if it is 

anticipated that the proposer wants to provide salary compensation above the base salary (overload), that should 

be disclosed in the budget justification and must be approved in the NSF award notice. The salaries and wages 

policies contained in this section also apply to an independent institute or laboratory that employs college or 

university faculty on a part-time basis. 

Chapter II – Section C.2.g(ii), Fringe Benefits, has been supplemented with further information on calculation of 

fringe benefits for different classes of employees. 

Chapter II – Section C.2.g(v), Participant Support Costs, has been revised to show that for some educational 

projects conducted at local school districts, the participants are being trained as employees. If that is the case, the 

costs should be classified as participant support if a stipend or training allowance method is used. 

Chapter II – Section C.2.g(vi)(a), Materials and Supplies, includes a definition and states that, for items that 

represent a substantial amount of the proposed materials and supplies line item cost, a cost estimate should be 

included in the proposal. 

Chapter II – Section C.2.g(viii), Indirect Costs, has been supplemented with more detailed information on 

calculation and negotiation of applicable indirect cost rate(s), particularly for proposers that do not have a current 

negotiated rate agreement with a cognizant Federal agency. Further description is also included in the Exceptions 

to Basic Policy section. 

Chapter II – Section C.2.g(xi), Cost Sharing, has been substantially revised to reflect the National Science 

Board’s (NSB) decision to eliminate NSF program-specific cost sharing. In accordance with this NSB policy, there 

is no expectation by the Foundation that proposals submitted for funding will include cost sharing. In addition, 

there also has been a change to the previous statutory (1%) cost sharing requirement. In accordance with prior 

Congressional requirements, NSF required that each grantee share in the cost of research projects resulting from 

unsolicited proposals. The appropriations providing funds to NSF no longer contain this language and therefore, 

the statutory cost sharing requirement of 1% is eliminated. 

Chapter II – Section C.2.j, Special Information and Supplementary Documentation, has been updated to 

expand information on the National Environmental Policy Act of 1969 (NEPA). Guidance also has been added on 

letters of support. Unless required by a specific program solicitation, letters of support should not be submitted with 

a proposal. If the solicitation does require them, the letters should be unique to the proposal submitted and cannot 

be altered without the author’s explicit prior approval. Proposals that do not comply with these instructions may be 

returned without review. 

Chapter II – Sections D.5 and D.6, Proposals Involving Vertebrate Animals and Proposals Involving Human 

Subjects, have been reorganized and the format synthesized with the requirements for human subjects and 

vertebrate animals contained in the SF 424 R&R form. 

Chapter II – Section D.7, Proposals for Conferences, Symposia and Workshops, has been updated to reflect 

that costs associated with these types of proposal must be specifically and clearly identified in the proposed scope 

of work and budget and approved by NSF. 

Chapter II – Section D.10, Support for Development of NSF Centers, is an entirely new section that describes 

NSF’s support of various individual Centers and Centers programs. Proposers that would like to learn more about 

current or future NSF Centers are encouraged to contact the appropriate disciplinary Program Officer. 

Chapter II – Section D.11, Support for Development of Major Facilities and Equipment, is another new section 

of the GPG that discusses NSF support for major research equipment and facilities construction. NSF depends on 
the research communities to provide input for the planning, development, and implementation of Large Facility 

Projects. 

Chapter II – Exhibits II-1 through II-7, had previously been located as appendices at the end of the Grant 

Proposal Guide. Since they relate to preparation of a proposal, they have been included as exhibits to Chapter II. 

Chapter III – Section A, Review Criteria, has been supplemented with language reiterating that NSF strives to 

conduct a fair, competitive, and transparent merit review process. To aid proposers with understanding the NSF 

proposal and award process, a flowchart has been included as Exhibit III-1. 

Chapter III – Section B, Selection of Reviewers, is an entirely new section that provides a description of the 

guidelines NSF uses for the selection of reviewers for proposals submitted to the Foundation. 

Chapter IV – Section D, Reconsideration, has been expanded and, in order to maintain coverage of pre-award 

information in the GPG, the reconsideration information previously contained in the Grant Policy Manual has been 

moved to the GPG. When reconsideration by the cognizant Assistant Director/Office Head is requested, the 

timeframe to furnish the results of the reconsideration to the proposer has been revised to 45 days. GPG Chapter 

IV has also been renamed “Non-Award Decisions and Transactions.” 

Chapter V – Section B, Accomplishment-Based Renewal, has been updated to show that accomplishmentbased renewals are special types of renewal proposals that are appropriate only in certain circumstances. 

Investigators should contact the cognizant Program Officer before developing a proposal using this format. 
Grant Proposal Guide NSF 07-140

Table of Contents 

Summary of Significant Changes................................................................................................................ 

Chapter I: Pre-Submission Information ..............................................................................................I-1 

A. NSF Proposal Preparation and Submission Mechanisms .................................................................I-1 

 1. NSF FastLane System ..........................................................................................................I-1 

 2. Grants.gov.............................................................................................................................I-1 

B. NSF Programs and Funding Opportunities........................................................................................I-1 

C. Categories of Funding Opportunities .................................................................................................I-2 

 1. Dear Colleague Letter ...........................................................................................................I-2 

 2. Program Description..............................................................................................................I-2 

 3. Program Announcement .......................................................................................................I-2 

 4. Program Solicitation ..............................................................................................................I-2 

D. Types of Submissions ........................................................................................................................I-3 

 1. Letter of Intent .......................................................................................................................I-3 

 2. Preliminary Proposal .............................................................................................................I-3 

 a. Invite/Not Invite Decisions........................................................................................I-3 

 b. Encourage/Discourage Decisions............................................................................I-3 

 3. Full Proposal .........................................................................................................................I-4 

 Proprietary or Privileged Information..................................................................................................I-4 

E. Who May Submit Proposals...............................................................................................................I-4 

 Categories of Proposers.....................................................................................................................I-5 

 1. Universities and Colleges......................................................................................................I-5 

 2. Non-profit, non-academic organizations ...............................................................................I-5 

 3. For-profit organizations .........................................................................................................I-5 

 4. State and Local Governments...............................................................................................I-5 

 5. Unaffiliated Individuals ..........................................................................................................I-5 

 6. Foreign organizations............................................................................................................I-5 

 7. Other Federal agencies.........................................................................................................I-5 

F. When to Submit Proposals.................................................................................................................I-6 

 1. Target Dates..........................................................................................................................I-6 

 2. Deadline Dates......................................................................................................................I-6 

 Special Exceptions to NSF’s Deadline Date Policy ...........................................................................I-6

 3. Submission Windows ............................................................................................................I-6 

G. How to Submit Proposals...................................................................................................................I-7 

 1. Electronic Requirements .......................................................................................................I-7 

 Special instructions for proposals that contain high-resolution graphics or other graphics 

 where exact color representations are required for proper interpretation by the reviewer I-7 

2. Submission Instructions ........................................................................................................I-7 

 3. Proposal Receipt...................................................................................................................I-8 

H. Proposal Processing ..........................................................................................................................I-8 

Chapter II: Proposal Preparation Instructions ....................................................................................II-1 

A. Conformance with Instructions for Proposal Preparation...................................................................II-1 

B. Format of the Proposal.......................................................................................................................II-1 

 1. Proposal Pagination Instructions...........................................................................................II-1 

2. Proposal Margin and Spacing Requirements .......................................................................II-1 

C. Proposal Contents..............................................................................................................................II-2 

1. Single-Copy Documents .......................................................................................................II-2 

a. Information About Principal Investigators/Project Directors and 

 co-Principal Investigators/co-Project Directors ........................................................II-2 

b. Authorization to Deviate from NSF Proposal Preparation Requirements................II-2 

 c. List of Suggested Reviewers or Reviewers Not to Include ......................................II-3 

d. Proprietary or Privileged Information........................................................................II-3 
Grant Proposal Guide NSF 07-140

e. Proposal Certifications .............................................................................................II-3 

 2. Sections of the Proposal .......................................................................................................II-4 

a. Cover Sheet .............................................................................................................II-4

 b. Project Summary......................................................................................................II-7 

c. Table of Contents.....................................................................................................II-7 

d. Project Description ...................................................................................................II-7 

(i) Content .......................................................................................................II-7 

(ii) Page Limitations and Inclusion of Universal Resource Locators 

(URLs) within the Project Description .........................................................II-7 

(iii) Results from Prior NSF Support..................................................................II-8 

(iv) Unfunded Collaborations.............................................................................II-8 

(v) Group Proposals .........................................................................................II-8 

(vi) Proposals for Renewed Support .................................................................II-8 

e. References Cited......................................................................................................II-8 

f. Biographical Sketch(es) ...........................................................................................II-9 

(i) Senior Personnel.........................................................................................II-9 

 (a) Professional Preparation................................................................II-9 

 (b) Appointments .................................................................................II-9 

 (c) Publications....................................................................................II-9 

 (d) Synergistic Activities ......................................................................II-9 

 (e) Collaborators & Other Affiliations...................................................II-10 

 Collaborators and Co-Editors.........................................................II-10 

 Graduate and Postdoctoral Advisors .............................................II-10 

 Thesis Advisor and Postgraduate-Scholar Sponsor ......................II-10 

(ii) Other Personnel ..........................................................................................II-10 

(iii) Equipment Proposals .................................................................................II-10 

g. Budget ....................................................................................................................II-10 

 (i) Salaries and Wages ....................................................................................II-11 

 (a) Policies ..........................................................................................II-11 

(b) Procedures.....................................................................................II-12 

(c) Confidential Budgetary Information................................................II-12 

 (ii) Fringe Benefits ............................................................................................II-12 

 (iii) Equipment ...................................................................................................II-12 

 (iv) Travel .......................................................................................................II-13 

(a) General ..........................................................................................II-13 

(b) Domestic Travel .............................................................................II-13 

(c) Foreign Travel ................................................................................II-13 

 (v) Participant Support......................................................................................II-13 

 (vi) Other Direct Costs.......................................................................................II-14 

(a) Materials and Supplies...................................................................II-14 

(b) Publication/Documentation/Dissemination.....................................II-14 

(c) Consultant Services .......................................................................II-14 

(d) Computer Services.........................................................................II-14 

(e) Subawards .....................................................................................II-15 

(f) Other ..........................................................................................II-15 

(vii) Total Direct Costs........................................................................................II-15 

(viii) Indirect Costs ..............................................................................................II-15 

 Exceptions to Basic Policy ..........................................................................II-15 

 (ix) Total Direct and Indirect Costs....................................................................II-16 

(x) Amount of This Request..............................................................................II-16 

(xi) Cost Sharing................................................................................................II-16 

(xii) Unallowable Costs ......................................................................................II-16 

(a) Entertainment.................................................................................II-17 

(b) Meals and Coffee Breaks...............................................................II-17 

(c) Alcoholic Beverages.......................................................................II-17 

h. Current and Pending Support ..................................................................................II-17 

 i. Facilities, Equipment and Other Resources.............................................................II-17 

 j. Special Information and Supplementary Documentation.........................................II-17 
Grant Proposal Guide NSF 07-140

 k. Appendices...............................................................................................................II-19 

D. Special Guidelines.................................................................................................................II-19 

1. Small Grants for Exploratory Research (SGER) Proposals..................................................II-19 

2. Facilitation Awards for Scientists and Engineers with Disabilities (FASED).........................II-20 

3. Collaborative Proposals ........................................................................................................II-21 

4. Proposals for Equipment.......................................................................................................II-22 

5. Proposals Involving Vertebrate Animals ...............................................................................II-22 

6. Proposals Involving Human Subjects....................................................................................II-23

7. Proposals for Conferences, Symposia and Workshops........................................................II-24 

8. Proposals to Support International Travel.............................................................................II-25

9. Proposals for Doctoral Dissertation Research ......................................................................II-25 

10. Support for Development of NSF Centers ............................................................................II-25 

11. Support for Development of Major Facilities and Equipment................................................II-25

Exhibit II-1: Proposal Preparation Checklist.............................................................................................II-27 

Exhibit II-2 Potentially Disqualifying Conflicts of Interest ........................................................................II-29 

Exhibit II-3: Drug-Free Workplace Certification........................................................................................II-30 

Exhibit II-4 Debarment and Suspension Certification..............................................................................II-32 

Exhibit II-5 Lobbying Certification............................................................................................................II-34 

Exhibit II-6 Nondiscrimination Certification..............................................................................................II-35 

Exhibit II-7: Definitions of Categories of Personnel..................................................................................II-36 

Chapter III: NSF Proposal Processing and Review .............................................................................III-1 

A. Review Criteria ...................................................................................................................................III-1 

 What is the intellectual merit of the proposed activity?......................................................................III-1 

 What are the broader impacts of the proposed activity?....................................................................III-1 

B. Selection of Reviewers..........................................................................................................III-2 

C. Proposal File Updates...........................................................................................................III-2 

D. Revisions to Proposals Made During the Review Process...................................................III-3 

E. Award Recommendation.......................................................................................................III-3 

F. Copies of Reviews.................................................................................................................III-4 

G. Release of Grantee Proposal Information.............................................................................III-4 

Exhibit III-1: NSF Proposal & Award Process & Timeline .........................................................................III-4 

Chapter IV: Non-Award Decisions and Transactions ..........................................................................IV-1 

A. Proposal Withdrawal ..........................................................................................................................IV-1 

B. Return Without Review.......................................................................................................................IV-2 

C. Declinations........................................................................................................................................IV-2 

D. Reconsideration .................................................................................................................................IV-2 

E. Resubmission.....................................................................................................................................IV-4 

Chapter V: Renewal Proposals .............................................................................................................V-1 

A. Traditional Renewal............................................................................................................................V-1 

B. Accomplishment-Based Renewal ......................................................................................................V-1 

Subject Index ........................................................................................................................................
Grant Proposal Guide I-1 NSF 07-140 

Chapter I: Pre-Submission Information 

A. NSF Proposal Preparation and Submission Mechanisms 

The following two electronic mechanisms are available for use by proposers in the preparation and submission 

of proposals to the NSF: 

1. NSF FastLane System. The NSF FastLane System uses Internet/Web technology to facilitate the way 

NSF does business with the research, education, and related communities. The NSF FastLane System may be 

used for proposal preparation, file update, submission and status checking, project reporting, and post-award 

administrative activities. All FastLane functions are accessed by using a Web browser on the Internet. Detailed 

information about the FastLane System is available from the FastLane website at https://www.fastlane.nsf.gov. 

Proposals submitted via FastLane should be prepared and submitted in accordance with this Guide. 

2. Grants.gov. Grants.gov, part of the President’s Management Agenda to improve government services 

to the public, provides a single Government-wide portal for finding and applying for Federal grants online. 

Proposals submitted via Grants.gov must be prepared and submitted in accordance with the NSF Grants.gov 

Application Guide, available through Grants.gov as well as on the NSF website at: 

http://www.nsf.gov/bfa/dias/policy/docs/grantsgovguide.pdf. The Grants.gov Application Guide contains 

important information on: 

• general instructions for submission via Grants.gov, including, the Grants.gov registration process and 

Grants.gov software requirements; 

• NSF-specific instructions for submission via Grants.gov, including creation of PDF files; 

• grant application package instructions; 

• required SF 424 (R&R) forms and instructions; and 

• NSF-specific forms and instructions. 

Upon successful insertion of the Grants.gov submitted proposal in the NSF FastLane system, no further 

interaction with Grants.gov is required. All further interaction is conducted via the NSF FastLane system. 

Except where specifically noted in the funding opportunity, all NSF funding opportunities (including program 

descriptions, announcements and solicitations) will either authorize, or, in some cases require, use of 

Grants.gov to prepare and submit proposals. In determining whether to utilize Grants.gov or the NSF FastLane 

system for the electronic preparation and submission of a proposal, proposers should note that all collaborative 

proposals submitted as separate submissions from multiple organizations must be submitted via FastLane. (See 

GPG Chapter II.D.3 for additional information on collaborative proposals.) 

Contact with NSF program personnel prior to proposal preparation and submission is encouraged. Some NSF 

programs have program solicitations that modify the general provisions of the NSF Grants.gov Application 

Guide or the GPG, and, in such cases, the guidelines provided in the solicitation must be followed. (See GPG 

Section C.4 below for further information on NSF program solicitations.) 

B. NSF Programs and Funding Opportunities

NSF does not normally support technical assistance, pilot plant efforts, research requiring security classification, 

the development of products for commercial marketing, or market research for a particular project or invention. 

Research with disease-related goals, including work on the etiology, diagnosis or treatment of physical or 

mental disease, abnormality, or malfunction in human beings or animals, is normally not supported. Animal 

models of such conditions or the development or testing of drugs or other procedures for their treatment also are 

not eligible for support. However, research in bioengineering, with diagnosis- or treatment-related goals, that 

applies engineering principles to problems in biology and medicine while advancing engineering knowledge is 

eligible for support. Bioengineering research to aid persons with disabilities also is eligible. For further 

information about the National Science Foundation, see the Proposal & Award Policies & Procedures Guide 

Introduction Section A, About the National Science Foundation. 

The NSF website provides the most comprehensive source of information on NSF Directorates (including 

contact information), programs and funding opportunities. Use of this website by potential proposers is strongly 
Grant Proposal Guide I-2 NSF 07-140 

encouraged. In addition, "My NSF" is an information-delivery system designed to keep potential proposers and 

other interested parties apprised of new NSF funding opportunities and publications, important changes in 

proposal and award policies and procedures, and upcoming NSF Regional Grants Conferences. Subscribers 

are informed through e-mail or the user's Web browser each time new publications are issued that match their 

identified interests. "My NSF" is available on NSF's website at: http://www.nsf.gov/mynsf/. 

Grants.gov provides an additional electronic capability to search for Federal government-wide grant 

opportunities. NSF funding opportunities may be accessed via this mechanism. Further information on 

Grants.gov may be obtained at http://www.grants.gov. 

C. Categories of Funding Opportunities 

NSF utilizes a variety of mechanisms to generate proposals. A brief description of each category of funding 

opportunity follows: 

1. Dear Colleague Letter 

Dear Colleague letters are intended to provide general information to the community, clarify or amend an 

existing policy or document, or inform the NSF proposer community about upcoming opportunities or special 

competitions for supplements to existing awards. In addition, they are often used to draw attention to an 

impending change in NSF policies or programs. 

2. Program Description

The term "program description" includes broad, general descriptions of programs and activities in NSF 

Directorates/Offices and Divisions. Program descriptions are often posted on Directorate/Division websites to 

encourage the submission of proposals in specific program areas of interest to NSF. 

Program descriptions, like program announcements, utilize the generic eligibility and proposal preparation 

instructions specified in the Grant Proposal Guide (GPG), as well as the National Science Board (NSB) 

approved merit review criteria. See GPG Chapter III for additional information. 

3. Program Announcement 

The term "program announcement" refers to formal NSF publications that announce NSF programs. Program 

announcements and program descriptions (see C.2 above) are the primary mechanisms used by NSF to 

communicate opportunities for research and education support, as well as to generate proposals. Program 

announcements utilize the generic eligibility and proposal preparation guidelines specified in the GPG and 

incorporate the NSB approved merit review criteria. 

4. Program Solicitation 

The term "program solicitation" refers to formal NSF publications that encourage the submission of proposals in 

specific program areas of interest to NSF. They generally are more focused than program announcements, and 

normally apply for a limited period of time. Competition among proposals is more precisely defined than with 

program announcements, and proposals received compete directly with each other for NSF funding. Program 

solicitations are issued when the funding opportunity has one or more of the following features: 

• Provides supplemental proposal preparation guidance or deviates from the guidelines established in the 

Grant Proposal Guide; 

• Contains additional specially crafted review criteria relevant to the program; 

• Requires submission of a letter of intent or preliminary proposal; 

• Deviates from (or restricts) the standard categories of proposers specified in Section E. below; 
Grant Proposal Guide I-3 NSF 07-140 

• Limits the number of proposals that may be submitted by any organization and/or researcher/educator;1

 

• Specifies additional award conditions or reporting requirements; 

• Anticipates use of a cooperative agreement; or 

• Permits inclusion of the payment of fees to awardees, when appropriate. 

D. Types of Submissions 

1. Letter of Intent 

Some NSF program solicitations require or request submission of a letter of intent (LOI) in advance of 

submission of a full proposal. The predominant reason for its use is to help NSF program staff to gauge the size 

and range of the competition, enabling earlier selection and better management of reviewers and panelists. In 

addition, the information contained in a LOI is used to help avoid potential conflicts of interest in the review 

process. 

A LOI normally contains the PI's and co-PI's names, a proposed title, a list of possible participating 

organizations (if applicable), and a synopsis that describes the work in sufficient detail to permit an appropriate 

selection of reviewers. A LOI is not externally evaluated or used to decide on funding. The requirement to 

submit a LOI will be identified in the program solicitation, and such letters are submitted electronically via the 

NSF FastLane System. 

2. Preliminary Proposal 

Some NSF program solicitations require or request submission of a preliminary proposal in advance of 

submission of a full proposal. The two predominant reasons for requiring submission of a preliminary proposal 

are to: 

• reduce the proposers' unnecessary effort in proposal preparation when the chance of success is very 

small. This is particularly true of exploratory initiatives where the community senses that a major new 

direction is being identified, or competitions that will result in a small number of actual awards; and 

• increase the overall quality of the full submission. 

The NSF program solicitation will specify content and submission requirements when preliminary proposals are 

to be utilized. Preliminary proposals are prepared by the PI using the Proposal Preparation Module in FastLane. 

On the Cover Sheet, the PI clicks on the "Preliminary Proposal" check box. The PI completes only the sections 

appropriate to the preliminary proposal. The PI then forwards the proposal to his/her Sponsored Projects Office, 

which then submits the preliminary proposal to NSF. 

One of the following two types of decisions may be received from NSF upon submission of a preliminary 

proposal. The program solicitation will specify the type of decision to be rendered for a particular program. 

a. Invite/Not Invite Decisions 

This type of mechanism is used when the NSF decision made on the preliminary proposal is final, affecting the 

PI's eligibility to submit a full proposal. Only submitters of favorably reviewed preliminary proposals are invited 

and eligible to submit full proposals. Invite/Not Invite decisions are generally used where large, complex, or 

limited-award competitions are contemplated, such as those used for "Centers." The PI and the organization's 

Sponsored Projects Office will be electronically notified of NSF's decision to either invite submission of a full 

proposal or decline NSF support. 

 

1

Unless otherwise specified, the term “organization” refers to all categories of proposers. 
Grant Proposal Guide I-4 NSF 07-140 

b. Encourage/Discourage Decisions 

This type of mechanism is used when the NSF decision made on the preliminary proposal is advisory only. This 

means that submitters of both favorably and unfavorably reviewed preliminary proposals are eligible to submit 

full proposals. Encourage/Discourage decisions are typically used when the preliminary proposal is very short, 

focused on the activity to be proposed, and where use of the preliminary proposal is intended to improve the 

overall quality of the full proposal. The PI and the organization's Sponsored Projects Office will be notified of 

NSF's decision to either encourage or discourage submission of a full proposal. 

3. Full Proposal 

The full proposal should present the (1) objectives and scientific, engineering, or educational significance of the 

proposed work; (2) suitability of the methods to be employed; (3) qualifications of the investigator and the 

grantee organization; (4) effect of the activity on the infrastructure of science, engineering and education; and 

(5) amount of funding required. It should present the merits of the proposed project clearly and should be 

prepared with the care and thoroughness of a paper submitted for publication. The requisite proposal 

preparation instructions are contained in GPG Chapter II. Sufficient information should be provided to enable 

reviewers to evaluate the proposal in accordance with the two merit review criteria established by the National 

Science Board. (See GPG Chapter III for additional information on NSF processing and review of proposals.) 

NSF expects strict adherence to the rules of proper scholarship and attribution. The responsibility for proper 

attribution and citation rests with authors of a proposal; all parts of the proposal should be prepared with equal 

care for this concern. Authors other than the PI (or any co-PI) should be named and acknowledged. Serious 

failure to adhere to such standards can result in findings of research misconduct. NSF policies and rules on 

research misconduct are discussed in the AAG Chapter VII.C, as well as CFR Part 689. 

The Metric Conversion Act of 1975, as amended, and Executive Order 12770 of 1991 encourage Federal 

agencies to use the Metric System (SI) in procurement, grants and other business-related activities. Proposers 

are encouraged to use the Metric System of weights and measures in proposals submitted to the Foundation. 

Grantees also are encouraged to use metric units in reports, publications and correspondence relating to 

proposals and awards. 

Proprietary or Privileged Information 

Patentable ideas, trade secrets, privileged or confidential commercial or financial information, disclosure of 

which may harm the proposer, should be included in proposals only when such information is necessary to 

convey an understanding of the proposed project. Such information must be clearly marked in the proposal and 

be appropriately labeled with a legend such as, 

"The following is (proprietary or confidential) information that (name of proposing 

organization) requests not be released to persons outside the Government, except for 

purposes of review and evaluation." 

Such information also may be included as a separate statement. If this method is used, the statement must be 

submitted electronically as a single-copy document in the Proposal Preparation Module in the FastLane system. 

(See also GPG Chapter II.C.1 for further information regarding submission of single-copy documents.)2

The box for "Proprietary or Privileged Information" must be checked on the proposal Cover Sheet when the 

proposal contains such information. While NSF will make every effort to prevent unauthorized access to such 

material, the Foundation is not responsible or in any way liable for the release of such material. (See also GPG 

Chapter III.G.) 

 

2

Detailed instructions for submission of proprietary or privileged information is available on the FastLane Website at 

http://www.fastlane.nsf.gov/help/proprietary.htm. 
Grant Proposal Guide I-5 NSF 07-140 

E. Who May Submit Proposals 

NSF welcomes proposals on behalf of all qualified scientists, engineers and educators. The Foundation 

strongly encourages women, minorities and persons with disabilities to participate fully in its programs. In 

accordance with Federal statutes, regulations and NSF policies, no person on grounds of race, color, age, sex, 

national origin or disability shall be excluded from participation in, be denied the benefits of, or be subjected to 

discrimination, under any program or activity receiving financial assistance from NSF, although some programs 

may have special requirements that limit eligibility. 

Scientists, engineers and educators usually initiate proposals that are officially submitted by their employing 

organization. Before formal submission, the proposal may be discussed with appropriate NSF program staff. 

Graduate students are not encouraged to submit research proposals, but should arrange to serve as research 

assistants to faculty members. Some NSF divisions accept proposals for Doctoral Dissertation Research 

Grants when submitted by a faculty member on behalf of the graduate student. 

Categories of Proposers 

Except where a program solicitation establishes more restrictive eligibility criteria, individuals and organizations 

in the following categories may submit proposals: 

1. Universities and Colleges ⎯ Universities and two- and four-year colleges (including community 

colleges) located and accredited in the U.S., acting on behalf of their faculty members. Such organizations also 

are referred to as academic institutions. Institutions located outside the U.S. fall under paragraph 6. below. 

2. Non-profit, non-academic organizations ⎯ Independent museums, observatories, research 

laboratories, professional societies and similar organizations in the U.S. that are directly associated with 

educational or research activities. 

3. For-profit organizations ⎯ U.S. commercial organizations, especially small businesses with strong 

capabilities in scientific or engineering research or education. An unsolicited proposal from a commercial 

organization may be funded when the project is of special concern from a national point of view, special 

resources are available for the work, or the proposed project is especially meritorious. NSF is interested in 

supporting projects that couple industrial research resources and perspectives with those of universities; 

therefore, it especially welcomes proposals for cooperative projects involving both universities and the private 

commercial sector. 

4. State and Local Governments ⎯ State educational offices or organizations and local school districts 

may submit proposals intended to broaden the impact, accelerate the pace, and increase the effectiveness of 

improvements in science, mathematics and engineering education in both K-12 and post-secondary levels. 

5. Unaffiliated Individuals ⎯ Scientists, engineers or educators in the U.S. and U.S. citizens may be 

eligible for support, provided that the individual is not employed by, or affiliated with, an organization, and: 

• the proposer has demonstrated the capability and has access to any necessary facilities to carry out the 

project; and 

• the proposer agrees to fiscal arrangements that, in the opinion of the NSF Division of Grants & 

Agreements, ensure responsible management of Federal funds. 

Unaffiliated individuals should contact the appropriate program before preparing a proposal for submission. 

6. Foreign organizations ⎯ NSF rarely provides support to foreign organizations. NSF will consider 

proposals for cooperative projects involving U.S. and foreign organizations, provided support is requested only 

for the U.S. portion of the collaborative effort. 

7. Other Federal agencies ⎯ NSF does not normally support research or education activities by 

scientists, engineers or educators employed by Federal agencies or Federally Funded Research and 
Grant Proposal Guide I-6 NSF 07-140 

Development Centers (FFRDCs). Under unusual circumstances, other Federal agencies and FFRDCs may 

submit proposals directly to NSF. A proposed project is only eligible for support if it meets one or more of the 

following exceptions, as determined by a cognizant NSF Program Officer: 

• Special Projects. Under exceptional circumstances, research or education projects at other Federal 

agencies or FFRDCs that can make unique contributions to the needs of researchers elsewhere or to other 

specific NSF objectives may receive NSF support. 

• National and International Programs. The Foundation may fund research and logistic support activities of 

other Government agencies or FFRDCs directed at meeting the goals of special national and international 

research programs for which the Foundation bears special responsibility, such as the U.S. Antarctic 

Research Program. 

• International Travel Awards. In order to ensure appropriate representation or availability of a particular 

expertise at an international conference, staff researchers of other Federal agencies may receive NSF 

international travel awards. 

Proposers who think their project may meet one of the exceptions listed above should contact a cognizant NSF 

Program Officer before preparing a proposal for submission. In addition, a scientist, engineer or educator who 

has a joint appointment with a university and a Federal agency (such as a Veterans Administration Hospital, or 

with a university and a FFRDC) may submit proposals through the university and may receive support if he/she 

is a bona fide faculty member of the university, although part of his/her salary may be provided by the Federal 

agency. Preliminary inquiry should be made to the appropriate program before preparing a proposal for 

submission. 

F. When to Submit Proposals 

Proposers should allow adequate time for NSF review and processing of proposals (see GPG Chapter I.H for 

further information). Many NSF programs accept proposals at any time. Other programs, however, establish 

due dates for submission of proposals. The following types of due dates are utilized by NSF: 

1. Target Dates: dates after which proposals will still be accepted, although they may miss a particular 

panel or committee meeting. 

2. Deadline Dates: dates after which proposals will not be accepted for review by NSF. The deadline 

date will be waived only in extenuating circumstances. Such a deviation may be authorized only in accordance 

with GPG Chapter II.A. 

Special Exceptions to NSF’s Deadline Date Policy

In the event of a natural or anthropogenic disaster that interferes with an organization’s ability to meet a 

proposal submission deadline, NSF has developed the following guidelines for use by impacted organizations. 

These guidelines will take the place of the previous NSF practice of posting notices to the NSF website 

regarding each specific event. 

 

Flexibility in meeting announced deadline dates because of a natural or anthropogenic disasters may be granted 

with the prior approval of the cognizant NSF Program Officer. Proposers should contact the cognizant NSF 

Program Officer in the Division/Office to which they intend to submit their proposal and request authorization to 

submit a “late proposal.” Such contact should be via e-mail (or telephone, if e-mail is unavailable). Proposers 

should then follow the written or verbal guidance provided by the cognizant NSF Program Officer. Generally, 

NSF permits extension of the deadline by 5 business days. The Foundation, however, will work with each 

impacted organization on a case-by-case basis to address their specific issue(s). 

3. Submission Windows: designated periods of time during which proposals will be accepted for review 

by NSF. It is NSF’s policy that the end date of a submission window converts to, and is subject to, the same 

policies as a deadline date. 
Grant Proposal Guide I-7 NSF 07-140 

These target dates, deadlines, and submission windows are published in specific program descriptions, program 

announcements and solicitations that can be obtained from pubs@nsf.gov or electronically through the NSF 

website.3

 Unless otherwise stated in a program announcement or solicitation, proposals must be received by 

the specified date. If the deadline date falls on a weekend, it will be extended to the following Monday; if the 

date falls on a holiday, it will be extended to the following business day. Unless otherwise specified in a 

program solicitation that has an identified deadline date, proposals must be received by 5 p.m. submitter's local 

time on the established deadline date.4

 

G. How to Submit Proposals 

1. Electronic Requirements 

Proposals to NSF must be submitted electronically via either the NSF FastLane System or Grants.gov. Those 

programs that require electronic submission via Grants.gov5

 will be so noted in the applicable NSF funding 

opportunity. For proposers who cannot submit electronically, an authorization to deviate from the electronic 

submission requirements must be approved in advance of submission of the paper proposal in accordance with 

GPG Chapter II.A. 

Special instructions for proposals that contain high-resolution graphics or other graphics where exact 

color representations are required for proper interpretation by the reviewer 

For cost and technical reasons, the Foundation cannot, at this time, reproduce proposals containing color. PIs, 

therefore, generally should not rely on colorized objects to make their arguments. PIs who must include in their 

project descriptions high-resolution graphics, or other graphics where exact color representations are required 

for proper interpretation by the reviewer, must submit the required number of copies of the entire paper 

proposal, including the proposal Cover Sheet, for use in the review process. This submission is in addition to, 

not in lieu of, the electronic submission of the proposal via FastLane. Given that many NSF programs have 

converted to use of a primarily electronic review process, PIs are strongly encouraged to contact the cognizant 

Program Officer prior to submission of the paper copies of a proposal. The cognizant NSF Program Officer is 

ultimately responsible for reviewing the color materials submitted and making a determination of whether or not 

to send the paper copies out for merit review. 

Upon submission of the proposal, the proposing organization will be notified of the required number of paper 

copies of the proposal that must be submitted to NSF. The exact number of copies required will appear in an 

electronic message at the time of FastLane submission and will depend on the NSF Division/Office selected.6

 

Such proposals must be postmarked (or provide a legible proof of mailing date assigned by the carrier) within 

five working days following the electronic submission of the proposal. 

2. Submission Instructions 

The same work/proposal cannot be funded twice. If the proposer envisions review by multiple programs, more 

than one program may be designated on the proposal Cover Sheet. The submission of duplicate or 

substantially similar proposals concurrently for review by more than one program without prior NSF approval 

may result in the return of the redundant proposals. (See GPG Chapter IV.B for further information.) 

Research proposals to the Biological Sciences Directorate (not proposals for conferences or workshops) cannot 

be duplicates of proposals to any other Federal agency for simultaneous consideration. The only exceptions to 

this rule are: (1) when the proposers and program officers at relevant Federal agencies have previously agreed 

to joint review and possible joint funding of the proposal; or (2) proposals for PIs who are beginning investigators 

 

3

A listing of upcoming target dates and deadlines, sorted by date and by program area is available electronically on the NSF 

Website at: http://nsf.gov/funding/pgm_list.jsp?org=NSF&ord=date. 4

 Letters of intent or preliminary proposals, unless otherwise specified, also follow the 5 p.m. submitter's local time standard. 5

 Proposals using Grants.gov should be prepared in accordance with the NSF Grants.gov Application Guide. 6

Detailed instructions for submission of proposals that include high-resolution graphics or exact color representations that 

are required for proper interpretation by reviewers are available on the FastLane Website under Technical FAQs at 

http://www.fastlane.nsf.gov/help/color.htm. 
Grant Proposal Guide I-8 NSF 07-140 

(individuals who have not been a principal investigator (PI) or co-principal investigator (co-PI) on a Federally 

funded award with the exception of doctoral dissertation, postdoctoral fellowship or research planning grants). 

For proposers who qualify under this latter exception, the box for "Beginning Investigator" must be checked on 

the proposal Cover Sheet. 

In submission of a proposal for funding, the Authorized Organizational Representative (AOR) is required to 

provide certain proposal certifications. (See GPG Chapter II.C.1e for a listing.) This process can occur 

concurrently with submission of the proposal for those organizations where the individual authorized to submit a 

proposal to NSF also is a designated AOR, or as a separate function for those organizations that choose to 

keep the certification process separate from the submission function. For those organizations that designate 

separate authorities in FastLane for these functions, the AOR must provide the required certifications within 5 

working days following the electronic submission of the proposal.7

A proposal may not be processed until NSF has received the complete proposal (including the electronic 

certifications from the AOR.) 

3. Proposal Receipt 

Once the proposal is submitted, PIs can access the number assigned to the proposal via the “Submitted 

Proposals” list in the FastLane Proposal Preparation Module. If a proposal number is not reflected in the 

FastLane System, contact the FastLane Help Desk at (800) 673-6188 or (703) 292-8142 or by e-mail to 

fastlane@nsf.gov. 

Cognizant program information is available through the FastLane “Proposal Status Inquiry” function for PIs and 

through the “Recent Proposals” report for sponsored projects offices. Communications about the proposal 

should be addressed to the cognizant Program Officer with reference to the proposal number. Proposers are 

strongly encouraged to use FastLane to verify the status of their submission to NSF. 

H. Proposal Processing

Proposers should allow up to six months for programmatic review and processing (see GPG Chapter III for 

additional information on the NSF merit review process). In addition, proposers should be aware that the NSF 

Division of Grants and Agreements generally makes awards to academic institutions within 30 days after the 

program division/office makes its recommendation. Grants being made to organizations that have not received 

an NSF award within the preceding two years, or involving special situations (such as coordination with another 

Federal agency or a private funding source), cooperative agreements, and other unusual arrangements may 

require additional review and processing time. Proposals that are time-sensitive (e.g., conference, group travel, 

and research involving ephemeral phenomena) will be accepted for review only if, in the opinion of the cognizant 

Program Officer, they are received in sufficient time to permit appropriate NSF review and processing to support 

an award in advance of the activity to be supported. Every effort is made to reach a decision and inform the 

proposer promptly. Until an award is made, NSF is not responsible for any costs incurred by the proposing 

organization. 

 

7

Further instructions for this process are available on the FastLane Website. 
Grant Proposal Guide II-1 NSF 07-140 

Chapter II: Proposal Preparation Instructions 

Each proposing organization that is new to NSF or has not received an NSF grant within the previous two years 

should be prepared to submit basic organization and management information and certifications, when 

requested, to the applicable award making division within BFA. The requisite information is described in the 

NSF Prospective New Awardee Guide. The information contained in this Guide will assist the organization in 

preparing documents which the National Science Foundation requires to conduct administrative and financial 

reviews of the organization. This Guide also serves as a means of highlighting the accountability requirements 

associated with Federal awards. 

To facilitate proposal preparation, Frequently Asked Questions (FAQs) regarding proposal preparation and 

submission are available electronically on the NSF website.8

A. Conformance with Instructions for Proposal Preparation 

It is important that all proposals conform to the instructions provided in the GPG. Conformance is required and 

will be strictly enforced unless an authorization to deviate from standard proposal preparation requirements has 

been approved. NSF may return without review proposals that are not consistent with these instructions. See 

GPG Chapter IV.B for additional information. NSF must authorize any deviations from these instructions in 

advance of proposal submission. Deviations may be authorized in one of two ways: 

1. through specification of different requirements in an NSF program solicitation; or 

2. by the written approval of the cognizant NSF Assistant Director/Office Head or designee. These 

approvals to deviate from NSF proposal preparation instructions may cover a particular program or 

programs or, in rare instances, an “individual” deviation for a particular proposal. 

Proposers may deviate from these instructions only to the extent authorized. Proposals must include an 

authorization to deviate from standard NSF proposal preparation instructions has been received in one of the 

following ways, as appropriate: (a) by identifying the solicitation number that authorized the deviation in the 

appropriate block on the proposal Cover Sheet; or (b) for individual deviations, by identifying the name, date and 

title of the NSF official authorizing the deviation.9

 Further instructions are available on the FastLane website. 

B. Format of the Proposal 

Prior to electronic submission, it is strongly recommended that proposers conduct an administrative review to 

ensure that proposals comply with the proposal preparation guidelines established in the GPG. GPG Exhibit II-1

contains a proposal preparation checklist that may be used to assist in this review. This checklist is not 

intended to be an all-inclusive repetition of the required proposal contents and associated proposal preparation 

guidelines. It is, however, meant to highlight certain critical items so they will not be overlooked when the 

proposal is prepared. 

1. Proposal Pagination Instructions 

Proposers are advised that FastLane does not automatically paginate a proposal. Each section of the proposal 

that is uploaded as a file must be individually paginated prior to upload to the electronic system. 

2. Proposal Margin and Spacing Requirements 

The proposal must be clear, readily legible, and conform to the following requirements: 

 8

FAQs regarding FastLane proposal preparation and submission also are available electronically on the FastLane Website. 9

Requests for approval of a deviation from NSF’s electronic submission requirement (including both FastLane and 

Grants.gov) must be forwarded to the cognizant NSF program for review and approval prior to submission of the paper 

proposal. 
Grant Proposal Guide II-2 NSF 07-140 

a. Use of only the approved typefaces identified below, a black font color, and a font size of 10 points or 

larger must be used: 

• For Windows users: Arial, Helvetica, Palatino Linotype, or Georgia 

• For Macintosh users: Arial, Helvetica, Palatino, or Georgia 

• For TeX users: Computer Modern 

A Symbol font may be used to insert Greek letters or special characters; however, the font size requirement still 

applies;

b. No more than 6 lines within a vertical space of 1 inch; and 

c. Margins, in all directions, must be at least an inch. 

3. Page Formatting 

Since many reviewers will be reviewing proposals electronically, proposers are strongly encouraged to use only 

a standard, single-column format for the text. Avoid using a two-column format since it can cause difficulties 

when reviewing the document electronically. 

While line spacing (single-spaced, double-spaced, etc.) is at the discretion of the proposer, established page 

limits must be followed. (Individual program solicitations, however, may eliminate this proposer option by 

requiring other type size, margin or line spacing requirements.) 

The guidelines specified above establish the minimum type size requirements; however, PIs are advised that 

readability is of paramount importance and should take precedence in selection of an appropriate font for use in 

the proposal. Small type size makes it difficult for reviewers to read the proposal; consequently, the use 

of small type not in compliance with the above guidelines may be grounds for NSF to return the 

proposal without review. Adherence to type size and line spacing requirements also is necessary to ensure 

that no proposer will have an unfair advantage, by using smaller type or line spacing to provide more text in the 

proposal. 

C. Proposal Contents 

1. Single-Copy Documents 

Certain categories of information that are submitted in conjunction with a proposal are for "NSF Use Only." As 

such, the information is not provided to reviewers for use in the review of the proposal. With the exception of 

proposal certifications (which are submitted via the Authorized Organizational Representative function10), these 

documents should be submitted electronically via the Proposal Preparation Module in the FastLane System. A 

summary of each of these categories follows: 

a. Information About Principal Investigators/Project Directors and co-Principal Investigators/coProject Directors 

NSF is committed to providing equal opportunities for participation in its programs and promoting the full use of 

the Nation's research and engineering resources. To aid in meeting these objectives, NSF requests information 

on the gender, race, ethnicity and disability status of individuals named as PIs/co-PIs on proposals and awards. 

Except for the required information about current or previous Federal research support and the name(s) of the 

PI/co-PI, submission of the information is voluntary, and individuals who do not wish to provide the personal 

information should check the box(es) provided for that purpose. 

b. Authorization to Deviate from NSF Proposal Preparation Requirements (if applicable) 

Instructions for obtaining authorization to deviate from NSF proposal preparation instructions are provided in 

GPG Chapter II.A. 

 

10Further instructions for this process are available electronically on the FastLane Website. 
Grant Proposal Guide II-3 NSF 07-140 

c. List of Suggested Reviewers or Reviewers Not to Include (optional) 

Proposers may include a list of suggested reviewers who they believe are especially well qualified to review the 

proposal. Proposers also may designate persons they would prefer not review the proposal, indicating why. 

These suggestions are optional. GPG Exhibit II-2 contains information on conflicts of interest that may be useful 

in preparation of this list. 

The cognizant Program Officer handling the proposal considers the suggestions and may contact the proposer 

for further information. However, the decision whether or not to use the suggestions remains with the Program 

Officer. 

d. Proprietary or Privileged Information (if applicable) 

Instructions for submission of proprietary or privileged information are provided in GPG Chapter I.D.3. 

e. Proposal Certifications 

With the exception of the Disclosure of Lobbying Activities (SF LLL) identified below, the procedures for 

submission of the proposal certifications differ from those used with other single-copy documents. The AOR 

must use the "Authorized Organizational Representative function" in the FastLane System to electronically sign 

and submit the proposal certifications. It is the proposing organization's responsibility to assure that only 

properly authorized individuals sign in this capacity.11

The required proposal certifications are as follows: 

• Certification for Authorized Organizational Representative or Individual Proposer: The AOR is 

required to complete certifications regarding the accuracy and completeness of statements contained in 

the proposal, as well as to certify that the organization (or individual) agrees to accept the obligation to 

comply with award terms and conditions. 

• Certification Regarding Conflict of Interest: The AOR is required to complete certifications stating 

that the institution12 has implemented and is enforcing a written policy on conflicts of interest, consistent 

with the provisions of AAG Chapter IV.A.; that, to the best of his/her knowledge, all financial disclosures 

required by the conflict of interest policy were made; and that conflicts of interest, if any, were, or prior to 

the institution's expenditure of any funds under the award, will be, satisfactorily managed, reduced or 

eliminated in accordance with the institution's conflict of interest policy. Conflicts that cannot be 

satisfactorily managed, reduced or eliminated must be disclosed to NSF via use of the Notifications and 

Requests Module in the NSF FastLane System. 

• Drug-Free Workplace: The AOR is required to complete a certification regarding the Drug-Free 

Workplace Act. See GPG Exhibit II-3 for the full text of the Drug-Free Workplace Certification. 

• Debarment and Suspension: The AOR is required to complete a certification regarding Debarment 

and Suspension. See GPG Exhibit II-4 for the full text of the Debarment and Suspension Certification. 

• Certification Regarding Lobbying: When the proposal exceeds $100,000, the AOR is required to 

complete a certification regarding lobbying restrictions. The Certification for Contracts, Grants, Loans 

and Cooperative Agreements is included in full text on the FastLane submission screen as well as in 

GPG Exhibit II-5. The box for "Disclosure of Lobbying Activities" must be checked on the proposal 

Cover Sheet only if, pursuant to paragraph 2 of the certification, submission of the SF LLL is required.13 

 

11Detailed instructions for completion of this process are available electronically on the FastLane Website. 12For consistency with the Department of Health and Human Services conflict of interest policy, in lieu of "organization," NSF 

is using the term "institution" which includes all categories of proposers. 

13Detailed instructions for submission of the SF LLL are available on the FastLane Website. 
Grant Proposal Guide II-4 NSF 07-140 

• Certification Regarding Nondiscrimination: The AOR is required to complete a certification regarding 

compliance with NSF Nondiscrimination regulations and policies. See GPG Exhibit II-6 for the full text 

of the Nondiscrimination Certification. 

• Certification Regarding Flood Hazard Insurance: Two sections of the National Flood Insurance Act 

of 1968 (42 USC §4012a and §4106) bar Federal agencies from giving financial assistance for 

acquisition or construction purposes in any area identified by the Federal Emergency Management 

Agency (FEMA) as having special flood hazards unless the: 

(1) community in which that area is located participates in the national flood insurance program; 

and 

(2) building (and any related equipment) is covered by adequate flood insurance. 

By electronically signing the proposal Cover Sheet, AORs for prospective grantees located in FEMA-designated 

special flood hazard areas are certifying that adequate flood insurance has been or will be obtained in the 

following situations: 

(1) for NSF grants for the construction of a building or facility, regardless of the dollar amount of the grant; 

and 

(2) for other NSF grants when more than $25,000 has been budgeted in the proposal for repair, alteration 

or improvement (construction) of a building or facility.14

Prospective grantees should contact their local government or a federally-insured financial institution to 

determine what areas are identified as having special flood hazards and the availability of flood insurance in 

their community. 

2. Sections of the Proposal 

The sections described below represent the body of a proposal submitted to NSF. With the exception of 

“Special Information and Supplementary Documentation” and “Appendices,” all sections are required parts of 

the proposal. These documents must be submitted electronically via the Proposal Preparation Module in the 

FastLane System.15 

a. Cover Sheet 

There are four major components of the proposal Cover Sheet. A number of the boxes contained on the Cover 

Sheet are electronically prefilled as part of the FastLane login process. The information requested on the Cover 

Sheet is as follows: 

(1) Awardee and Performing/Research Organization: 

This information is pre-filled on the Cover Sheet based on the login information entered. 

(2) Program Announcement/Solicitation/Description Number: 

Proposers are required to select the applicable program announcement, solicitation or program description. If 

the proposal is not submitted in response to a specific program announcement, solicitation, or program 

description, proposers should select "Grant Proposal Guide." Compliance with this requirement is critical in 

determining the relevant proposal processing guidelines. 

Proposals submitted with "Grant Proposal Guide" selected that are directed to Division/Program combinations 

with active program descriptions will default to the nearest target date for that program. Proposers are advised 

 

14 See Grant General Conditions (GC-1) Article 11 for additional information. 15Requests for approval of a deviation from NSF’s electronic submission requirement must be forwarded to the cognizant 

NSF program for review and approval prior to submission of the paper proposal. 
Grant Proposal Guide II-5 NSF 07-140

to select "No Closing Date" when the proposal is not submitted in response to any relevant NSF funding 

opportunity (which includes program announcements, solicitations or program descriptions). 

(3) NSF Unit of Consideration: 

Proposers must follow instructions for selection of an applicable NSF Division/Office and Program(s) to which 

the proposal should be directed. 

(4) Remainder of the Cover Sheet: 

(a) Title of Proposed Project 

The title of the project must be brief, scientifically or technically valid, intelligible to a scientifically or technically 

literate reader, and suitable for use in the public press. NSF may edit the title of a project prior to making an 

award. 

(b) Budget and Duration Information 

The proposed duration for which support is requested must be consistent with the nature and complexity of the 

proposed activity. Grants are normally awarded for up to three years but may be awarded for periods of up to 

five years. The Foundation encourages PIs to request awards for durations of three to five years when such 

durations are necessary for completion of the proposed work and are technically and managerially 

advantageous. Specification of a desired starting date for the project is important and helpful to NSF staff; 

however, requests for specific effective dates may not be met. Except in special situations, requested effective 

dates must allow at least six months for NSF review, processing and decision. Should unusual situations (e.g., 

a long lead time for procurement) create problems regarding the proposed effective date, the PI should consult 

his/her organization’s sponsored projects office. 

(c) PI Information and co-PI Information 

Information (including address information) regarding the PI is derived from login information and is not entered 

when preparing the Cover Sheet. The proposal also may identify up to four additional co-Principal Investigators. 

Each individual's name and either pseudo social security number or primary registered e-mail address, should 

be entered in the boxes provided. 

(d) Previous NSF Award 

If the proposal is a renewal proposal, or an accomplishment-based renewal proposal, the applicable box must 

be checked. If yes, the proposer will be requested to select the applicable previous award number. 

Some NSF program solicitations require submission of both a preliminary and full proposal as part of the 

proposal process. In such cases, the following instructions apply: 

(i) During the preliminary proposal stage, the proposing organization should identify the submission as a 

preliminary proposal by checking the block entitled, “Preliminary Proposal” on the proposal Cover Sheet; 

(ii) During the full proposal submission stage, the proposing organization should identify in the block 

entitled, “Show Related Preliminary Proposal Number”, the related preliminary proposal number assigned by 

NSF. 

(e) Other Federal Agencies 

If the proposal is being submitted for consideration by another Federal agency, the abbreviated names of the 

Federal agencies must be identified in the spaces provided. 
Grant Proposal Guide II-6 NSF 07-140 

(f) Awardee Organization Information 

The awardee organization name, address, DUNS number and Employer Identification Number/Taxpayer 

Identification Number are derived from the login information and are not entered when preparing the Cover 

Sheet via FastLane. 

Profit making organizations must identify their status by checking the appropriate boxes on the Cover Sheet, 

using the following guidelines: 

• A small business must be organized for profit, independently owned and operated (not a subsidiary of or 

controlled by another firm), have no more than 500 employees, and not be dominant in its field. The 

appropriate box also must be checked when the proposal involves a cooperative effort between an 

academic institution and a small business. 

• A minority business must be: (i) at least 51 percent owned by one or more minority or disadvantaged 

individuals or, in the case of a publicly owned business, have at least 51 percent of the voting stock 

owned by one or more minority or disadvantaged individuals; and (ii) one whose management and daily 

business operations are controlled by one or more such individuals. 

• A woman-owned business must be at least 51 percent owned by a woman or women, who also control 

and operate it. "Control" in this context means exercising the power to make policy decisions. "Operate" 

in this context means being actively involved in the day-to-day management. 

(g) Performing/Research Organization 

Should the project be performed at a place other than where the award is to be made, that should be identified 

in the block entitled, “Name of Performing Organization.” 

Examples are as follows: 

Grantee Organization Performing Organization 

Northern Virginia University Northern Virginia University Health Center 

Southern Virginia University Southern Virginia University 

Research Foundation 

(h) Other Information 

Should any of the following items on the proposal Cover Sheet apply to a proposal, the applicable box(es) must 

be checked. 

• Beginning Investigator (See GPG I.G.2) 

• Disclosure of Lobbying Activities (See GPG II.C.1e) 

• Proprietary or Privileged Information (See GPG I.D.3 & II.C.1d) 

• Historic Places (See GPG II.C.2j) 

• Small Grants for Exploratory Research (SGER) (See GPG II.D.1) 

• Vertebrate Animals16 (See GPG II.D.5) 

• Human Subjects17 (See GPG II.D.6) 

• High Resolution Graphics/Other Graphics Where Exact Color Representation is Required for Proper 

Interpretation (See GPG I.G.1) 

• International Cooperative Activities Country Name(s) (See GPG II.C.2.j) 

 

16 If the proposal includes use of Vertebrate Animals, supplemental information is required. See GPG Chapter II.D.5 for 

additional information. 

17 If the proposal includes use of Human Subjects, supplemental information is required. See GPG Chapter II.D.6 for 

additional information. 
Grant Proposal Guide II-7 NSF 07-140

b. Project Summary 

The proposal must contain a summary of the proposed activity suitable for publication, not more than one page 

in length. It should not be an abstract of the proposal, but rather a self-contained description of the activity that 

would result if the proposal were funded. The summary should be written in the third person and include a 

statement of objectives and methods to be employed. It must clearly address in separate statements (within the 

one-page summary): 

• the intellectual merit of the proposed activity; and 

• the broader impacts resulting from the proposed activity. 

It should be informative to other persons working in the same or related fields and, insofar as possible, 

understandable to a scientifically or technically literate lay reader. Proposals that do not separately address 

both merit review criteria within the one-page Project Summary will be returned without review. 

c. Table of Contents 

A Table of Contents is automatically generated for the proposal by the FastLane system. The proposer cannot 

edit this form. 

d. Project Description (including Results from Prior NSF Support) 

(i) Content 

All proposals to NSF will be reviewed utilizing the two merit review criteria described in greater length in GPG 

Chapter III. 

The Project Description should provide a clear statement of the work to be undertaken and must include: 

objectives for the period of the proposed work and expected significance; relation to longer-term goals of the 

PI's project; and relation to the present state of knowledge in the field, to work in progress by the PI under other 

support and to work in progress elsewhere. 

The Project Description should outline the general plan of work, including the broad design of activities to be 

undertaken, and, where appropriate, provide a clear description of experimental methods and procedures and 

plans for preservation, documentation, and sharing of data, samples, physical collections, curriculum materials 

and other related research and education products. It must describe as an integral part of the narrative, the 

broader impacts resulting from the proposed activities, addressing one or more of the following as appropriate 

for the project: how the project will integrate research and education by advancing discovery and understanding 

while at the same time promoting teaching, training, and learning; ways in which the proposed activity will 

broaden the participation of underrepresented groups (e.g., gender, ethnicity, disability, geographic, etc.); how 

the project will enhance the infrastructure for research and/or education, such as facilities, instrumentation, 

networks, and partnerships; how the results of the project will be disseminated broadly to enhance scientific and 

technological understanding; and potential benefits of the proposed activity to society at large. Examples 

illustrating activities likely to demonstrate broader impacts are available electronically on the NSF website. 

(ii) Page Limitations and Inclusion of Universal Resource Locators (URLs) within the Project 

 Description 

Brevity will assist reviewers and Foundation staff in dealing effectively with proposals. Therefore, the Project 

Description (including Results from Prior NSF Support, which is limited to five pages) may not exceed 15 

pages. Visual materials, including charts, graphs, maps, photographs and other pictorial presentations are 

included in the 15-page limitation. PIs are cautioned that the project description must be self-contained and that 

URLs that provide information related to the proposal should not be used because 1) the information could 

circumvent page limitations, 2) the reviewers are under no obligation to view the sites, and 3) the sites could be 

altered or abolished between the time of submission and the time of review. 
Grant Proposal Guide II-8 NSF 07-140

Conformance to the 15-page limitation will be strictly enforced and may not be exceeded unless a deviation has 

been specifically authorized. (GPG Chapter II.A contains information on deviations.) 

(iii) Results from Prior NSF Support 

If any PI or co-PI identified on the project has received NSF funding in the past five years, information on the 

award(s) is required. Each PI and co-PI who has received more than one award (excluding amendments) must 

report on the award most closely related to the proposal. The following information must be provided: 

(a) the NSF award number, amount and period of support; 

(b) the title of the project; 

(c) a summary of the results of the completed work, including, for a research project, any contribution to the 

development of human resources in science and engineering; 

(d) publications resulting from the NSF award; 

(e) a brief description of available data, samples, physical collections and other related research products 

not described elsewhere; and 

(f) if the proposal is for renewed support, a description of the relation of the completed work to the 

proposed work. 

Reviewers will be asked to comment on the quality of the prior work described in this section of the proposal. 

Please note that the proposal may contain up to five pages to describe the results. Results may be summarized 

in fewer than five pages, which would give the balance of the 15 pages for the Project Description. 

(iv) Unfunded Collaborations 

Any substantial collaboration with individuals not included in the budget should be described and documented 

with a letter from each collaborator, which should be provided in the supplementary documentation section of 

the FastLane Proposal Preparation Module. Collaborative activities that are identified in the budget should 

follow the instructions in GPG Chapter II.D.3. 

(v) Group Proposals 

NSF encourages submission of proposals by groups of investigators; often these are submitted to carry out 

interdisciplinary projects. Unless stipulated in a specific program solicitation, however, such proposals will be 

subject to the 15-page Project Description limitation established in Section (ii) above. PIs who wish to exceed 

the established page limitations for the Project Description must request and receive a deviation in advance of 

proposal submission. (GPG Chapter II.A contains information on deviations.) 

(vi) Proposals for Renewed Support 

A proposal for renewed support may be either a “traditional” proposal in which the proposed work is 

documented and described as fully as though the proposer were applying for the first time; or, an 

“Accomplishment-Based Renewal” (ABR) proposal, in which the project description is replaced by copies of no 

more than six reprints of publications resulting from the research supported by NSF during the preceding three 

to five year period, plus a brief summary of plans for the proposed support period. (See GPG Chapter V for 

additional information on preparation of Renewal Proposals.) 

e. References Cited 

Reference information is required. Each reference must include the names of all authors (in the same sequence 

in which they appear in the publication), the article and journal title, book title, volume number, page numbers, 

and year of publication. If the document is available electronically, the website address also should be 
Grant Proposal Guide II-9 NSF 07-140 

identified.18 Proposers must be especially careful to follow accepted scholarly practices in providing citations for 

source materials relied upon when preparing any section of the proposal. While there is no established page 

limitation for the references, this section must include bibliographic citations only and must not be used to 

provide parenthetical information outside of the 15-page project description. 

f. Biographical Sketch(es) 

(i) Senior Personnel 

A biographical sketch (limited to two pages) is required for each individual identified as senior project personnel. 

(See GPG Exhibit II-7 for the definitions of Senior Personnel.) The following information must be provided in the 

order and format specified below. 

Do not submit personal information such as home address; home telephone, fax, or cell phone numbers; 

home e-mail address; date of birth; citizenship; drivers’ license numbers; marital status; personal hobbies; and 

the like. Such personal information is irrelevant to the merits of the proposal. If such information is included, 

NSF will make every effort to prevent unauthorized access to such material, but the Foundation is not 

responsible or in any way liable for the release of such material. (See also GPG Chapter III.G). 

(a) Professional Preparation 

A list of the individual’s undergraduate and graduate education and postdoctoral training as indicated below: 

Undergraduate Institution(s) Major Degree & Year 

Graduate Institution(s) Major Degree & Year 

Postdoctoral Institution(s) Area Inclusive Dates (years) 

(b) Appointments 

A list, in reverse chronological order, of all the individual’s academic/professional appointments beginning with 

the current appointment. 

(c) Publications 

A list of: (i) up to 5 publications most closely related to the proposed project; and (ii) up to 5 other significant 

publications, whether or not related to the proposed project. Each publication identified must include the names 

of all authors (in the same sequence in which they appear in the publication), the article and journal title, book 

title, volume number, page numbers, and year of publication. If the document is available electronically, the 

website address also should be identified. 

For unpublished manuscripts, list only those submitted or accepted for publication (along with most likely date of 

publication). Patents, copyrights and software systems developed may be substituted for publications. 

Additional lists of publications, invited lectures, etc., must not be included. Only the list of 10 will be used in the 

review of the proposal. 

(d) Synergistic Activities 

A list of up to five examples that demonstrate the broader impact of the individual’s professional and scholarly 

activities that focuses on the integration and transfer of knowledge as well as its creation. Examples could 

include, among others: innovations in teaching and training (e.g., development of curricular materials and 

pedagogical methods); contributions to the science of learning; development and/or refinement of research 

tools; computation methodologies, and algorithms for problem-solving; development of databases to support 

research and education; broadening the participation of groups underrepresented in science, mathematics, 

 

18If the proposer has a website address readily available, that information should be included in the citation, as stated above. 

It is not NSF's intent, however, to place an undue burden on proposers to search for the URL of every referenced 

publication. Therefore, inclusion of a website address is optional. A proposal that includes reference citation(s) that do not 

specify a URL address is not considered to be in violation of NSF proposal preparation guidelines and the proposal will still 

be reviewed. 
Grant Proposal Guide II-10 NSF 07-140

engineering and technology; and service to the scientific and engineering community outside of the individual’s 

immediate organization. 

(e) Collaborators & Other Affiliations 

• Collaborators and Co-Editors. A list of all persons in alphabetical order (including their current 

organizational affiliations) who are currently, or who have been collaborators or co-authors with the 

individual on a project, book, article, report, abstract or paper during the 48 months preceding the 

submission of the proposal. Also include those individuals who are currently or have been co-editors of 

a journal, compendium, or conference proceedings during the 24 months preceding the submission of 

the proposal. If there are no collaborators or co-editors to report, this should be so indicated. 

• Graduate Advisors and Postdoctoral Sponsors. A list of the names of the individual’s own graduate 

advisor(s) and principal postdoctoral sponsor(s), and their current organizational affiliations. 

• Thesis Advisor and Postgraduate-Scholar Sponsor. A list of all persons (including their 

organizational affiliations), with whom the individual has had an association as thesis advisor, or with 

whom the individual has had an association within the last five years as a postgraduate-scholar 

sponsor. The total number of graduate students advised and postdoctoral scholars sponsored also 

must be identified. 

The information in section (e) above of the biographical sketch is used to help identify potential conflicts or bias 

in the selection of reviewers. See GPG Exhibit II-2 for additional information on potential reviewer conflicts. 

(ii) Other Personnel 

For the personnel categories listed below, the proposal also may include information on exceptional 

qualifications that merit consideration in the evaluation of the proposal. 

(a) Postdoctoral associates 

(b) Other professionals 

(c) Students (research assistants) 

(iii) Equipment Proposals 

For equipment proposals, the following must be provided for each auxiliary user: 

(a) Short biographical sketch; and 

(b) List of up to five publications most closely related to the proposed acquisition. 

g. Budget 

Each proposal must contain a budget for each year of support requested, unless a particular program 

solicitation stipulates otherwise. The amounts requested for each budget line item should be documented and 

justified in the budget justification as specified below. The budget justification should be no more than three 

pages. 

The proposal may request funds under any of the categories listed so long as the item and amount are 

considered necessary, reasonable, allocable, and allowable under the applicable cost principles, NSF policy, 

and/or the program solicitation. Amounts and expenses budgeted also must be consistent with the proposing 

organization's policies and procedures and cost accounting practices used in accumulating and reporting costs. 

A discussion of the budget and the allowability of selected items of cost is contained in both the GPG (from a 

budget preparation perspective) and in the Award & Administration Guide (AAG) (from an allowability and 

administration perspective), as well as NSF program solicitations. In preparation of the budget, however, 
Grant Proposal Guide II-11 NSF 07-140 

proposers are encouraged to consult the AAG to determine whether a certain category of cost is allowable 

under an NSF award. 

Cost principles governing the allowability of costs are contained in OMB Circulars A-21 (Colleges & 

Universities), A-87 (State, Local, & Indian Tribal Governments), and A-122 (Non-Profit Organizations) and are 

available at http://www.whitehouse.gov/omb/circulars/index.html. Cost Principles applicable to for-profit 

organizations can be found in the Federal Acquisition Regulations (FAR), Part 31. 

(i) Salaries and Wages (Lines A and B on the Proposal Budget) 

(a) Policies 

As a general policy, NSF recognizes that salaries of faculty members and other personnel associated directly 

with the project constitute appropriate direct costs and may be requested in proportion to the effort devoted to 

the project. Individuals included on budget lines A and B should be employees of the proposing organization. 

Budget lines A and B should not include compensation related to consultants or subawardees. Salaries and 

wages for consultants and subawardees should be budgeted on Lines G.3. and G.5 of the proposal budget, 

respectively. 

NSF regards research as one of the normal functions of faculty members at institutions of higher education. 

Compensation for time normally spent on research within the term of appointment is deemed to be included 

within the faculty member’s regular organizational salary. 

Grant funds may not be used to augment the total salary or salary rate of faculty members during the period 

covered by the term of faculty appointment or to reimburse faculty members for consulting or other time in 

addition to a regular full-time organizational salary covering the same general period of employment. 

Exceptions may be considered under certain NSF science and engineering education program solicitations for 

weekend and evening classes, remote locations, or for administrative work done as overload. If anticipated, any 

intent to provide salary compensation above the base salary should be disclosed in the grant proposal budget 

justification and must be specifically approved by NSF in the award notice. 

Summer salary for faculty members at colleges and universities on academic-year appointments is limited to no 

more than two-ninths of their regular academic-year salary. This limit includes summer salary received from all 

NSF-funded grants. 

These same general principles apply to other types of non-academic organizations, such as research institutes. 

Since their employment periods are usually annual, salary must be shown under “calendar months.” 

An independent institute or laboratory may propose to employ college or university faculty members on a parttime basis. In such cases, it is the general intent of the above policies to limit an individual’s total compensation 

to what would be earned under a grant to the home academic institution. 

In most circumstances, particularly for institutions of higher education, salaries of administrative or clerical staff 

are included as part of indirect costs (also known as Facilities and Administrative Costs (F&A) for Colleges and 

Universities). Salaries of administrative or clerical staff may be requested as direct costs for a project requiring 

an extensive amount of administrative or clerical support and where these costs can be readily and specifically 

identified with the project with a high degree of accuracy. Salaries for administrative or clerical staff shall be 

budgeted as a direct cost only if this type of cost is consistently treated as a direct cost in like circumstances for 

all other projects and cost objectives. The circumstances for requiring direct charging of these services must be 

clearly described in the budget justification. Such costs, if not clearly justified, may be deleted by NSF. See 

OMB Memorandum dated July 13, 1994, for examples of where direct charging of administrative salaries may 

be appropriate. 

Additional information on the charging of salaries and wages to an NSF award is available in AAG Chapter 

V.B.1. 
Grant Proposal Guide II-12 NSF 07-140 

(b) Procedures 

The names of the PI(s), faculty, and other senior personnel and the estimated number of full-time-equivalent 

academic-year, summer, or calendar-year person-months for which NSF funding is requested and the total 

amount of salaries requested per year must be listed. For postdoctoral associates and other professionals, the 

total number of persons for each position must be listed, with the number of full-time-equivalent person-months 

and total amount of salaries requested per year. For graduate and undergraduate students, secretarial, clerical, 

technical, etc., whose time will be charged directly to the project, only the total number of persons and total 

amount of salaries requested per year in each category is required. Salaries requested must be consistent with 

the organization’s regular practices. The budget justification should detail the rates of pay by individual for 

senior personnel, postdoctoral associates, and other professionals. 

The budget may request funds for support of graduate or undergraduate research assistants to help carry out 

the proposed research. Compensation classified as salary payments must be requested in the salaries and 

wages category. 

(c) Confidential Budgetary Information 

The proposing organization may request that salary data on senior personnel not be released to persons 

outside the Government during the review process. In such cases, the item for senior personnel salaries in the 

proposal may appear as a single figure and the person-months represented by that amount omitted. If this 

option is exercised, senior personnel salaries and person-months must be itemized in a separate statement, and 

forwarded to NSF in accordance with the instructions specified in GPG Chapter I.D.3. This statement must 

include all of the information requested on the proposal budget for each person involved. NSF will not forward 

the detailed information to reviewers and will hold it privileged to the extent permitted by law. The information 

on senior personnel salaries will be used as the basis for determining the salary amounts shown in the grant 

budget. The box for "Proprietary or Privileged Information" must be checked on the proposal Cover Sheet when 

the proposal contains confidential budgetary information.19

(ii) Fringe Benefits (Line C on the Proposal Budget) 

If the proposer’s usual accounting practices provide that its contributions to employee benefits (social security, 

retirement, other payroll-related taxes and time off including vacation, sick, and other leave, etc.) be treated as 

direct costs, NSF grant funds may be requested to fund fringe benefits as a direct cost. These are typically 

determined by application of a calculated fringe benefit rate for a particular class of employee (full time or parttime) applied to the salaries and wages requested. Although, they also may be paid based on actual costs for 

individual employees, if that institutional policy has been approved by the cognizant federal agency. 

(iii) Equipment (Line D on the Proposal Budget) 

Equipment is defined as an item of property that has an acquisition cost of $5,000 or more (unless the 

organization has established lower levels) and an expected service life of more than one year. It is important to 

note that the acquisition cost of equipment includes modifications, attachments, and accessories necessary to 

make the property usable for the purpose for which it was purchased. Items of needed equipment must be 

adequately justified, listed individually by description and estimated cost. 

Allowable items ordinarily will be limited to research equipment and apparatus not already available for the 

conduct of the work. General-purpose equipment, such as a personal computer and office furnishings, are not 

eligible for support unless primarily or exclusively used in the actual conduct of scientific research. 

Additional information on the charging of equipment to an NSF award is available in AAG Chapter V.B.2. 

 

19Detailed instructions for submission of confidential budgetary information are available on the FastLane website. 
Grant Proposal Guide II-13 NSF 07-140 

(iv) Travel (Line E on the Proposal Budget) 

(a) General 

Travel and its relation to the proposed activities must be specified and itemized by destination and cost. Funds 

may be requested for field work, attendance at meetings and conferences, and other travel associated with the 

proposed work, including subsistence. In order to qualify for support, however, attendance at meetings or 

conferences must be necessary to accomplish proposal objectives, or disseminate its results. 

Allowance for air travel normally will not exceed the cost of round-trip, economy airfares. Persons traveling 

under NSF grants must travel by U.S.-Flag Air carriers, if available.20

Additional information on charging travel costs to an NSF award is available in AAG Chapter V.B.4. 

(b) Domestic Travel 

For budget preparation purposes, domestic travel includes travel in the U.S., its possessions, Puerto Rico, and 

travel to Canada and Mexico. 

(c) Foreign Travel 

For budget purposes, travel outside the areas specified above is considered foreign. The proposal must include 

relevant information, including countries to be visited (also enter names of countries on the proposal budget), 

dates of visit, if known, and justification for any foreign travel planned in connection with the project. Travel 

support for dependents of key project personnel may be requested only when all of the following conditions 

apply: 

(i) the individual is a key person who is essential to the research on a full-time basis; 

(ii) the individual’s residence away from home and in a foreign country is for a continuous period of six 

months or more and is essential to the effective performance of the project; and 

(iii) the dependent’s travel allowance is consistent with the policies of the organization administering the 

grant. 

(v) Participant Support (Line F on the Proposal Budget) 

This budget category refers to costs of transportation, per diem, stipends and other related costs for participants 

or trainees (but not employees) in connection with NSF-sponsored conferences, meetings, symposia, training 

activities and workshops.21 (See GPG Chapter II.D.7) For some educational projects conducted at local school 

districts, however, the participants being trained are employees. In such cases, the costs must be classified as 

participant support if payment is made through a stipend or training allowance method. The school district must 

have an accounting mechanism in place (i.e., sub-account code) to differentiate between regular salary and 

stipend payments. 

Generally, indirect costs (F&A) are not allowed on participant support costs. The number of participants to be 

supported must be entered in the parentheses on the proposal budget. These costs also must be justified in the 

budget justification section of the proposal. Some programs, such as Research Experiences for 

Undergraduates, have special instructions for treatment of participant support. 

Additional information on charging participant support costs to an NSF award is available in AAG Chapter V.B.8. 

 

20 See also the NSF Grant General Conditions (GC-1), Article 10, for additional information on use of U.S.-Flag Air Carriers. 21 Proposers are advised GC-1, Article 7, requires the grantee to obtain written authorization from the cognizant NSF 

program officer prior to the reallocation of funds budgeted for participant support. 
Grant Proposal Guide II-14 NSF 07-140 

(vi) Other Direct Costs (Lines G1 through G6 on the Proposal Budget) 

Any costs proposed to an NSF grant must be allowable, reasonable and directly allocable to the supported 

activity. The budget must identify and itemize other anticipated direct costs not included under the headings 

above, including materials and supplies, publication costs, computer services and consultant services. 

Examples include aircraft rental, space rental at research establishments away from the grantee organization, 

minor building alterations, payments to human subjects, service charges, and construction of equipment or 

systems not available off the shelf. Reference books and periodicals may be charged to the grant only if they 

are specifically allocable to the project being supported by NSF. 

(a) Materials and Supplies (Line G1 on the Proposal Budget) 

The proposal budget justification should indicate the general types of expendable materials and supplies 

required. Materials and supplies are defined as tangible personal property, other than equipment, costing less 

than $5,000, or other lower threshold consistent with the policy established by the proposing organization. Cost 

estimates must be included for items that represent a substantial amount of the proposed line item cost. 

(b) Publication/Documentation/Dissemination (Line G2 on the Proposal Budget) 

The proposal budget may request funds for the costs of documenting, preparing, publishing or otherwise making 

available to others the findings and products of the work conducted under the grant. This generally includes the 

following types of activities: reports, reprints, page charges or other journal costs (except costs for prior or early 

publication); necessary illustrations; cleanup, documentation, storage and indexing of data and databases; 

development, documentation and debugging of software; and storage, preservation, documentation, indexing, 

etc., of physical specimens, collections or fabricated items. 

Additional information on charging publication/documentation/dissemination costs to an NSF award is available 

in AAG Chapter V.B.7. 

(c) Consultant Services (Line G3 on the Proposal Budget) 

Anticipated services must be justified and information furnished on each individual’s expertise, primary 

organizational affiliation, normal daily compensation rate, and number of days of expected service. Consultants’ 

travel costs, including subsistence, may be included. If requested, the proposer must be able to justify that the 

proposed rate of pay is reasonable.22 

Additional information on charging consultant costs to an NSF award is available in AAG Chapter V.B.6. 

(d) Computer Services (Line G4 on the Proposal Budget) 

The cost of computer services, including computer-based retrieval of scientific, technical and educational 

information, may be requested only where it is institutional policy to charge such costs as direct charges. A 

justification based on the established computer service rates at the proposing organization must be included. 

The proposal budget also may request costs for leasing of computer equipment. General purpose (word 

processing, spreadsheets, communication) computer equipment should not be requested. Special purpose or 

scientific use computers or associated hardware and software, however, may be requested as items of 

equipment when necessary to accomplish the project objectives and not otherwise reasonably available. 

Additional information on charging computer services to an NSF award is available in AAG Chapter V.B.5. 

 

22 For all funds awarded prior to March 15, 2006, payment for a consultant’s services may not exceed the daily equivalent of 

the then current maximum rate paid to an Executive Schedule Level IV Federal employee (exclusive of indirect cost, travel, 

per diem, clerical services, fringe benefits and supplies). 
Grant Proposal Guide II-15 NSF 07-140 

(e) Subawards23 (Line G5 on the Proposal Budget) 

Except for the procurement of such items as commercially available supplies, materials, equipment or general 

support services allowable under the grant, no significant part of the research or substantive effort under an 

NSF grant may be contracted or otherwise transferred to another organization without prior NSF authorization. 

The intent to enter into such arrangements must be disclosed in the proposal, and a separate budget should be 

provided for each subawardee, if already identified, along with a description of the work to be performed. 

Otherwise, the disclosure should include a clear description of the work to be performed, and the basis for 

selection of the subawardee (except for collaborative/joint arrangements). 

(f) Other (Line G6 on the Proposal Budget) 

Any other direct costs not specified in Lines G1 through G5 must be identified on Line G6. Such costs must be 

itemized and detailed in the budget justification.24

(vii) Total Direct Costs (Line H on the Proposal Budget) 

The total amount of direct costs requested in the budget, to include Lines A through G, must be entered on Line 

H. 

(viii) Indirect Costs (also known as Facilities and Administrative Costs (F&A) for Colleges and 

Universities) (Line I on the Proposal Budget) 

The applicable indirect cost rate(s) negotiated by the organization with the cognizant negotiating agency must 

be used in computing indirect costs (F&A) for a proposal. The amount for indirect costs should be calculated by 

applying the current negotiated indirect cost rate(s) to the approved base(s). Indirect cost recovery for colleges, 

universities, and other organizations of higher education are additionally restricted by OMB Circular A-21. The 

Circular stipulates in section G.7.a. that Federal agencies are required to use the negotiated F&A rates that are 

in effect at the time of the initial award throughout the life of the sponsored agreement. Additional information 

on the charging of indirect costs to an NSF award is available in AAG Chapter V.D. 

For proposing organizations that do not have a current negotiated rate agreement with a cognizant Federal 

agency, its business officer should prepare an indirect cost proposal based on expenditures for its most recently 

ended fiscal year. If the proposal is recommended for funding, the proposing organization will be required to 

provide its indirect cost proposal to support the budgeted indirect rate. The contents and financial data included 

in indirect cost proposals vary according to the make-up of the proposing organization. A sample indirect cost 

proposal is available at: http://www.nsf.gov/bfa/dias/caar/indirect.htm. Proposing organizations submitting a 

proposal to NSF for the first time are encouraged to request guidance from the Cost Analysis & Audit Resolution 

Branch of NSF’s Division of Institution & Award Support at (703) 292-8244. 

Within Government guidelines, it is NSF policy that grantees are entitled to reimbursement from grant funds for 

indirect costs (F&A) allocable to the NSF share of allowable direct costs of a project. NSF program staff may 

not negotiate indirect costs as a discrete item of a proposal budget since only the duly authorized Grants and 

Agreements Officer has authority to negotiate indirect costs. NSF program staff are not authorized to suggest or 

request that PI/PDs seek reductions or waivers of indirect costs except as explicitly specified in applicable NSF 

program solicitations. 

Exceptions to Basic Policy 

No Indirect or Limited Reimbursement. In some cases, however, NSF program solicitations may indicate no or 

limited reimbursement for indirect costs. In addition, NSF generally provides no amounts for indirect costs for 

the following: 

 

23The term "subaward" also includes contracts, subcontracts and other arrangements. 24 See AAG Chapter V.C.4 for specific instructions and requirements regarding the allowability of relocation costs under NSF 

awards. 
Grant Proposal Guide II-16 NSF 07-140 

• grants to individuals; 

• grants solely for the support of travel, equipment, construction of facilities, or doctoral dissertation 

research; 

• grants in which NSF support is exclusively in the form of fellowships, traineeships or other fixed 

amounts such as cost-of-education allowances; 

• participant support costs. However, an allowance for indirect costs associated with participant support 

costs may be established or negotiated in advance when circumstances indicate that the grantee could 

be expected to incur significant expenses in administering participant payments (other than salary or 

other direct expenses being reimbursed under the award). or, 

• foreign grantees (unless the foreign grantee has a previously negotiated rate agreement with a U.S. 

Federal agency that has a practice of negotiating rates with foreign entities). 

(ix) Total Direct and Indirect Costs (F&A) (Line J on the Proposal Budget) 

The total amount of direct and indirect costs (F&A) (sum of Lines H and I) must be entered on Line J. 

(x) Amount of This Request (Line L on the Proposal Budget) 

The total amount of funds requested by the proposer should be the same as the amount entered on Line J. If 

disapproved, Line L will be equal to Line J minus Line K. 

(xi) Cost Sharing (Line M on the Proposal Budget) 

Since issuance of the NSF Cost Sharing Policy in 1999, the Foundation’s cost sharing policy has continued to 

be an issue widely discussed by the community, as well as within NSF and the National Science Board (NSB). 

Cost sharing was most recently discussed formally at the NSB's 382nd meeting on October 13-14, 2004, when 

the Board approved a revision to the Foundation's policy on cost sharing to eliminate NSF program-specific cost 

sharing requirements. 

In implementation of the Board's policy, there is no expectation by the Foundation that proposals submitted for 

funding will include a cost sharing component. When cost sharing is included on Line M, it is solely at the 

discretion of the proposing institution and will not be a factor in the Foundation's decision to make an award. 

However, once cost sharing is proposed on Line M, and accepted by the Foundation, the commitment of funds 

becomes legally binding and is subject to audit. 25 

Failure to provide the level of cost sharing reflected in the approved grant budget may result in termination of the 

NSF grant, disallowance of grant costs and/or refund of grant funds to NSF by the grantee. 

(xii) Unallowable Costs 

Proposers should be familiar with the complete list of unallowable costs that is contained in the applicable cost 

principles. The following categories of unallowable costs are highlighted because of their sensitivity: 

 

25 If proposed, the estimated value of any in-kind contributions should be included on Line M. An explanation of the source, 

nature, amount and availability of any proposed cost sharing also must be provided in the budget justification. Section .23 of

OMB Circular A-110 describes criteria and procedures for the allowability of cash and in-kind contributions in satisfying cost 

sharing and matching requirements. 
Grant Proposal Guide II-17 NSF 07-140

(a) Entertainment 

Costs of entertainment, amusement, diversion and social activities and any costs directly associated with such 

activities (such as tickets to shows or sporting events, meals, lodging, rentals, transportation and gratuities) are 

unallowable. Travel, meal and hotel expenses of grantee employees who are not on travel status are 

unallowable. Costs of employees on travel status are limited to those allowed under the governing cost 

principles for travel expenses. 

(b) Meals and Coffee Breaks 

No NSF funds may be spent on meals or coffee breaks for intramural meetings of an organization or any of its 

components, including, but not limited to, laboratories, departments and centers. 

(c) Alcoholic Beverages 

No NSF funds may be spent on alcoholic beverages. 

Additional information on charging certain types of costs generally associated with meetings and conferences to 

NSF awards is available in AAG Chapter V.C.5. 

h. Current and Pending Support 

This section of the proposal calls for required information on all current and pending support for ongoing projects 

and proposals, including subsequent funding in the case of continuing grants. All current project support from 

whatever source (e.g., Federal, State, local or foreign government agencies, public or private foundations, 

industrial or other commercial organizations) must be listed. The proposed project and all other projects or 

activities requiring a portion of time of the PI and other senior personnel must be included, even if they receive 

no salary support from the project(s). The total award amount for the entire award period covered (including 

indirect costs) must be shown as well as the number of person-months per year to be devoted to the project, 

regardless of source of support. Similar information must be provided for all proposals already submitted or 

submitted concurrently to other possible sponsors, including NSF. Concurrent submission of a proposal to other 

organizations will not prejudice its review by NSF. Note the Biological Sciences Directorate exception to this 

policy, however, delineated in GPG Chapter I.G.2. 

If the project now being submitted has been funded previously by a source other than NSF, the information 

requested in the paragraph above must be furnished for the last period of funding. 

i. Facilities, Equipment and Other Resources 

This section of the proposal is used to assess the adequacy of the organizational resources available to perform 

the effort proposed. Proposers must describe only those resources that are directly applicable. 

j. Special Information and Supplementary Documentation 

Except as specified below, special information and supplementary documentation must be included as part of 

the project description (or part of the budget justification), if it is relevant to determining the quality of the 

proposed work. Information submitted in the following areas is not considered part of the 15-page project 

description limitation. This Special Information and Supplementary Documentation section also is not 

considered an appendix. Specific guidance on the need for additional documentation may be obtained from the 

organization’s sponsored projects office or in the references cited below. 

• Rationale for performance of all or part of the project off-campus or away from organizational 

headquarters. (See AAG Chapter V.D.1) 

• Documentation of collaborative arrangements of significance to the proposal through letters of 

commitment. (See GPG Chapter II.C.2d(iv)) 
Grant Proposal Guide II-18 NSF 07-140

• The National Environmental Policy Act of 1969 (NEPA) (42 USC §4332). NEPA requires that Federal 

agencies consider the environmental impacts of major Federal actions significantly affecting the quality 

of the human environment. If a proposed project might have an environmental impact, the proposal 

should furnish sufficient information to assist Foundation officials in assessing the environmental 

consequences of supporting the project. NSF will determine: 

1. the adequacy of the information submitted; 

2. whether or not additional information is needed; and 

3. whether or not an environmental assessment or environmental impact statement will be 

necessary. 

• Work in foreign countries. Some governments require nonresidents to obtain official approval to carry 

out investigations within their borders and coastal waters under their jurisdiction. PIs are responsible for 

obtaining the required authorizations and for advising NSF that they have been obtained or requested. 

Advance coordination should minimize disruption of the research. (See AAG Chapter VI.B.4 and 

VI.G.3) 

• Research in Greenland. (See AAG Chapter VI.G.3) 

• Antarctic proposals to any NSF program require operational worksheets by the first Wednesday of June 

in the year before any proposed fieldwork. See “proposals with fieldwork” in Chapter V.A, of the 

Antarctic Research solicitation. Special budget considerations also apply. See also Chapter V.B, of the 

Antarctic Research solicitation. 

 

• Research in a location designated, or eligible to be designated, a registered historic place. (See AAG 

Chapter VI.K). Where applicable, the box for “Historic Places” must be checked on the proposal Cover 

Sheet. 

• Research involving field experiments with genetically engineered organisms. (See AAG Chapter VI.B.2) 

• Documentation regarding research involving the use of human subjects, hazardous materials, 

vertebrate animals, or endangered species. (See AAG Chapter VI.B and GPG Chapter II.D.5 and 

II.D.6). 

• Projects that involve technology utilization/transfer activities, that require a management plan, or that 

involve special reports or final products. Please note that some program solicitations provide specific 

guidance on preparation and inclusion of management plans in proposals submitted to NSF. 

• Special components in new proposals or in requests for supplements, such as Facilitation Awards for 

Scientists and Engineers with Disabilities (FASED), Research Opportunity Awards (ROAs) or Research 

Experiences for Undergraduates (REUs). (See GPG Chapter II.D.2 for information on FASED, and for 

the other programs identified, consult the relevant program solicitation.) 

• Research in Undergraduate Institutions. (See RUI program solicitation for information.) 

• Research Experiences for Undergraduates. (See the REU program solicitation for information.) 

In addition, the supplementary documentation section should alert NSF officials to unusual circumstances that 

require special handling, including, for example, proprietary or other privileged information in the proposal, 

matters affecting individual privacy, required intergovernmental review under E.O. 12372 (Intergovernmental 

Review of Federal Programs) for activities that directly affect State or local governments, or possible national 

security implications. 

Proposers are reminded that, unless required by a specific program solicitation, letters of support should not be 

submitted as they are not a standard component of an NSF proposal, and, if included, a reviewer is under no 

obligation to review these materials. Letters of support submitted in response to a program solicitation 
Grant Proposal Guide II-19 NSF 07-140

requirement must be unique to the specific proposal submitted and cannot be altered without the author’s 

explicit prior approval. NSF may return without review proposals that are not consistent with these instructions. 

k. Appendices 

All information necessary for the review of a proposal must be contained in Sections A through I of the proposal. 

Appendices may not be included unless a deviation has been authorized. GPG Chapter II.A contains 

further information. 

D. Special Guidelines 

1. Small Grants for Exploratory Research (SGER) Proposals 

Proposals for small-scale, exploratory, high-risk research in the fields of science, engineering and education 

normally supported by NSF may be submitted to individual programs. Such research is characterized as: 

• preliminary work on untested and novel ideas; 

• ventures into emerging and potentially transformative research ideas; 

• application of new expertise or new approaches to “established” research topics; 

• having a severe urgency with regard to availability of, or access to data, facilities or specialized 

equipment, including quick-response research on natural or anthropogenic disasters and similar 

unanticipated events; or 

• efforts of similar character likely to catalyze rapid and innovative advances. 

Investigators are strongly encouraged to contact the NSF program(s) most germane to the proposal topic 

before submitting an SGER proposal. This will facilitate determining whether the proposed work meets the 

guidelines described above and availability and appropriateness for SGER funding, or whether the work is more 

appropriate for submission as a fully reviewed proposal. 

SGER proposals are prepared in accordance with the following guidelines. Note the proposal preparation 

instructions for these types of proposals deviate from the standard proposal preparation instructions contained 

in this Guide. 

• The project description must be brief (no more than two to five pages) and include clear statements as 

to why the proposed research should be considered particularly exploratory and high risk, the nature 

and significance of its potential impact on the field, and why an SGER grant would be a suitable means 

of supporting the work. 

• Brief biographical information is required for the PI and co-PI(s) only, and must list no more than five 

significant publications or other research products. The box for “Small Grant for Exploratory Research” 

must be checked on the proposal Cover Sheet. 

• These proposals will be subject to internal NSF merit review only. Renewed funding of SGER awards 

may be requested only through submission of a non-SGER proposal that will be subject to full merit 

review. The maximum SGER award amount will not exceed $200,000. Although the initial maximum 

award amount is $200,000, the award amount usually will be substantially less than a given program’s 

average award amount. The project’s duration will normally be one year, but may be up to two years. 

At the discretion of the Program Officer, and with the concurrence of the Division Director, a small fraction of 

especially promising SGER awards may be extended for a maximum of six additional months and/or 

supplemented with up to an additional $50,000 in funding. The SGER award extensions will be possible for 

awards of two-year initial duration as well as for those of shorter initial duration. Requests for extensions must 

be submitted one to two months before the expiration date of the initial award. A project report and outline of 

proposed research, not to exceed five pages, must be included. 
Grant Proposal Guide II-20 NSF 07-140 

2. Facilitation Awards for Scientists and Engineers with Disabilities (FASED) 

As part of its effort to promote full utilization of highly qualified scientists, mathematicians, and engineers, and to 

develop scientific and technical talent, the Foundation has the following goals: 

• to reduce or remove barriers to participation in research and training by physically disabled individuals 

by providing special equipment and assistance under awards made by NSF; and 

• to encourage disabled individuals to pursue careers in science and engineering by stimulating the 

development and demonstration of special equipment that facilitates their work performance. 

Individuals with disabilities eligible for facilitation awards include principal investigators, other senior project 

personnel, and graduate and undergraduate students. The cognizant NSF Program Officer will make decisions 

regarding what constitutes appropriate support on a case-by-case basis. The specific nature, purpose, and 

need for equipment or assistance should be described in sufficient detail in the proposal to permit evaluation by 

knowledgeable reviewers. 

There is no separate program for funding of special equipment or assistance. Requests are made in 

conjunction with regular competitive proposals, or as a supplemental funding request to an existing NSF award. 

Specific instructions for each type of request are provided below. 

a. Requests as part of a competitive proposal submission 

Funds may be requested to purchase special equipment, modify equipment or provide services required 

specifically for the work to be undertaken. Requests for funds for equipment or assistance that compensate in a 

general way for the disabling condition are not permitted. For example, funds may be requested to provide: 

prosthetic devices to manipulate a particular apparatus; equipment to convert sound to visual signals, or vice 

versa, for a particular experiment; access to a special site or to a mode of transportation (except as defined 

below); a reader or interpreter with special technical competence related to the project; or other special-purpose 

equipment or assistance needed to conduct a particular project. Items, however, such as standard wheel 

chairs, prosthetics, hearing aids, TDD/text-phones, or general readers for the blind would not be supported 

because the need for them is not specific to the proposed project. Similarly, ramps, elevators, or other structural 

modifications of research facilities are not eligible for direct support under this program. 

No maximum funding amount has been established for such requests. It is expected, however, that the cost 

(including equipment adaptation and installation) will not be a major component of the total proposed budget for 

the project. Requests for funds for special equipment or assistance to facilitate the participation of individuals 

with disabilities should be included in the proposed budget for the project and documented in the budget 

justification. The specific nature, purpose and need for such equipment or assistance should be described in 

sufficient detail in the Project Description to permit evaluation of the request by knowledgeable reviewers. 

b. Supplemental funding requests to existing NSF grants 

Supplemental funds for special equipment or assistance to facilitate participation in NSF-supported projects by 

persons with disabilities may be provided under existing NSF grants. Normally, title is vested in the grantee 

organization for equipment purchased in conjunction with NSF-supported activities. In accordance with the GC1),26 the grantee organization guarantees use of the equipment for the specific project during the period of work 

funded by the Foundation, and assures its use in an appropriate manner after project completion. In instances 

involving special equipment for persons with disabilities, the need for such may be unique to the individual. In 

such cases, the grantee organization may elect to transfer title to the individual to assure appropriate use after 

project completion. 

Supplemental requests should be submitted electronically by using the ”Supplemental Funding Request” 

function in FastLane and should include a brief description of the request, a budget and a budget justification. 

Requests must be submitted at least two months before funds are needed. Funding decisions will be made on 

 

26 See GC-1 Article 6 for additional information. 
Grant Proposal Guide II-21 NSF 07-140 

the basis of the justification and availability of program funds with any resultant funding provided through a 

formal amendment of the existing NSF grant. 

3. Collaborative Proposals 

A collaborative proposal is one in which investigators from two or more organizations wish to collaborate on a 

unified research project. Collaborative proposals may be submitted to NSF in one of two methods: as a single 

proposal, in which a single award is being requested (with subawards administered by the lead organization); or 

by simultaneous submission of proposals from different organizations, with each organization requesting a 

separate award. In either case, the lead organization’s proposal must contain all of the requisite sections as a 

single package to be provided to reviewers (that will happen automatically when procedures below are 

followed). All collaborative proposals must clearly describe the roles to be played by the other organizations, 

specify the managerial arrangements, and explain the advantages of the multi-organizational effort within the 

project description. PIs are strongly encouraged to contact the cognizant NSF Program Officer prior to 

submission of a collaborative proposal. 

a. Submission of a collaborative proposal from one organization

The single proposal method allows investigators from two or more organizations who have developed an 

integrated research project to submit a single, focused proposal. A single investigator bears primary 

responsibility for the administration of the grant and discussions with NSF, and, at the discretion of the 

organizations involved, investigators from any of the participating organizations may be designated as co-PIs. 

Please note, however, that if awarded, a single award would be made to the submitting organization, with any 

collaborators listed as subawards. 

By submission of the proposal, the organization has determined that the proposed activity is administratively 

manageable. NSF may request a revised proposal, however, if it considers that the project is so complex that it 

will be too difficult to review or administer as presented. (See GPG Chapter II.C.2.g.(vi)(e) for additional 

instructions on preparation of this type of proposal.) 

b. Submission of a collaborative proposal from multiple organizations27

In many instances, simultaneous submission of proposals that contain the same project description from each 

organization might be appropriate. For these proposals, the project title must begin with the words 

"Collaborative Research: 

”. The lead organization's submission will include a proposal Cover Sheet, project summary, project description, 

references cited, biographical sketches, budgets and budget justification, current and pending support, and 

facilities, equipment and other resources for their organization. Non-lead organization submissions will include 

all of the above for their organization except the project summary, project description, and references cited 

which are the same for all collaborating organizations. FastLane will combine the proposal submission for 

printing or electronic viewing. 

To submit the collaborative proposal, the following process must be completed:28

(i) Each non-lead organization must assign their proposal a proposal PIN. This proposal PIN and the 

temporary proposal ID generated by FastLane when the non-lead proposal is created must be provided to the 

lead organization before the lead organization submits its proposal to NSF. 

(ii) The lead organization must then enter each non-lead organization(s) proposal PIN and temporary 

proposal ID into the FastLane lead proposal by using the "Link Collaborative Proposals" option found on the 

FastLane "Form Preparation" screen. Given that such separately submitted proposals constitute a “single” 

proposal submission to NSF, it is imperative that the proposals be submitted within a reasonable timeframe to 

one another. Failure to submit all components of the collaborative proposal on a timely basis may impact the 

review of the proposal. 

 

27Separately submitted collaborative proposals must be submitted via FastLane as Grants.gov does not currently support 

this type of functionality. 

28Detailed instructions for the electronic preparation and submission of collaborative proposals are available on the FastLane 

website at http://www.fastlane.nsf.gov/help/collaborative.htm. 
Grant Proposal Guide II-22 NSF 07-140 

4. Proposals for Equipment 

Proposals for specialized equipment may be submitted by an organization for: (1) individual investigators; (2) 

groups of investigators within the same department; (3) several departments; (4) organization(s) participating in 

a collaborative or joint arrangement; (5) any components of an organization; or (6) a region. One individual 

must be designated as PI. Investigators may be working in closely related areas or their research may be 

multidisciplinary. 

Instrumentation and equipment proposals must follow the standard proposal preparation guidelines contained in 

this Guide. Each potential major user must describe the project(s) for which the equipment will be used. These 

descriptions must be succinct, not necessarily as detailed as in an individual proposal, and must emphasize the 

intrinsic merit of the activity and the importance of the equipment to it. A brief summary will suffice for auxiliary 

users. 

Equipment to be purchased, modified or constructed must be described in sufficient detail to allow comparison 

of its capabilities with the needs of the proposed activities. Equipment proposals also must describe 

comparable equipment already at the proposing organization(s) and explain why it cannot be used. This 

includes comparable government-owned equipment that is on-site. 

Equipment proposals must discuss arrangements for acquisition, maintenance and operation, including: 

• overall acquisition plan; 

• biographical sketch of the person(s) who will have overall responsibility for maintenance and operation 

and a brief statement of qualifications, if not obvious; 

• description of the physical facility, including floor plans or other appropriate information, where the 

equipment will be located; 

• statement of why the equipment is severable or non-severable from the physical facility; 

• annual budget for operation and maintenance of the proposed equipment, indicating source of funds, 

and particularly related equipment; and 

• brief description of other support services available and the annual budget for their operation, 

maintenance and administration. 

Equipment proposals must include the information described above within the 15-page project description. 

These proposals normally compete with proposals for research or education projects.29 

5. Proposals Involving Vertebrate Animals 

a. Any project proposing use of vertebrate animals for research or education shall comply with the 

Animal Welfare Act [7 U.S.C. 2131 et seq.] and the regulations promulgated thereunder by the Secretary of 

Agriculture [9 CFR 1.1-4.11] pertaining to the humane care, handling, and treatment of vertebrate animals held 

or used for research, teaching or other activities supported by Federal awards. In accordance with these 

requirements, proposed projects involving use of any vertebrate animal for research or education must be 

approved by the submitting organization's Institutional Animal Care and Use Committee (IACUC) before an 

award can be made. For this approval to be accepted by NSF, the organization must have a current Public 

Health Service (PHS) Approved Assurance. 

b. Sufficient information must be provided within the 15-page project description to enable reviewers to 

evaluate the choice of species, number of animals to be used, and any necessary exposure of animals to 

discomfort, pain, or injury. 

 

29See AAG Chapter IV.D for additional information on the administration of equipment awards. 
Grant Proposal Guide II-23 NSF 07-140

c. Research facilities subject to the Animal Welfare Act using or intending to use live animals in research 

and who receive Federal funding are required to register the facility with the Animal and Plant Health Inspection 

Service (APHIS), U.S. Department of Agriculture. A current listing of licensed animal dealers may also be 

obtained from APHIS. The location of the nearest APHIS Regional Office, as well as information concerning this 

and other APHIS activities may be obtained at http://www.aphis.usda.gov/. 

d. Projects involving the care or use of vertebrate animals at a foreign organization or foreign field site also 

require approval of research protocols by the U.S. grantee’s IACUC. If the project is to be funded through an 

award to a foreign organization or through an individual fellowship award that will support activities at a foreign 

organization, NSF will require a statement of compliance that the activities will be conducted in accordance with 

all applicable laws in the foreign country and that the International Guiding Principles for Biomedical Research 

Involving Animals (see http://www.cioms.ch/) will be followed. 

e. The following information regarding the organization’s intention to utilize vertebrate animals as part of 

the project should be provided on the NSF Cover Sheet: 

(1) The box for "Vertebrate Animals" must be checked on the proposal Cover Sheet if use of vertebrate 

animals is envisioned. 

(2) The IACUC approval date (if obtained) must be identified in the space provided. If IACUC approval has 

not been obtained prior to submission, the proposer should indicate "Pending" in the space provided for the 

approval date. 

(3) If a date is provided, the PHS Approved Animal Welfare Assurance Number must be entered in the 

space provided. 

f. These same requirements apply to awards to individuals (fellowships) for activities that involve use of 

vertebrate animals. If an IACUC approval date is entered on the Cover Sheet, a copy of the approval letter from 

the IACUC with Assurance Number and organizational signature should be included in the Supplementary 

Documentation section of the proposal or sent directly to the cognizant program. 

See also AAG Chapter VI.B.3 for additional information on the administration of awards that utilize vertebrate 

animals. 

6. Proposals Involving Human Subjects 

a. Projects involving research with human subjects must ensure that subjects are protected from research 

risks in conformance with the relevant federal policy known as the Common Rule (Federal Policy for the 

Protection of Human Subjects, 45 CFR 690). All projects involving human subjects must either (1) have 

approval from the organization's Institutional Review Board (IRB) before issuance of an NSF award or, (2) must 

affirm that the IRB has declared the research exempt from IRB review, in accordance with the applicable 

subsection, as established in section 101(b) of the Common Rule. 

b. The following information regarding the organization’s intention to utilize human subjects as part of the 

project should be provided on the NSF Cover Sheet: 

(1) The box for "Human Subjects" must be checked on the proposal Cover Sheet if use of human subjects 

is envisioned. 

(2) If human subject activities are exempt from IRB review, provide the exemption number(s) corresponding 

to one or more of the exemption categories. The six categories of research that qualify for exemption from 

coverage by the regulations are defined in the Common Rule for Protection of Human Subjects. 

(3) If the research is not designated as exempt, the IRB approval date should be identified in the space 

provided. This date, at minimum, should cover the period at which the project is initiated. If IRB approval has 

not been obtained prior to submission, the proposer should indicate "Pending" in the space provided for the 

approval date. 
Grant Proposal Guide II-24 NSF 07-140 

(4) Enter the Federal Wide Assurance (FWA) Number that the proposer has on file with the Office of 

Human Research Protections, if available. 

See also AAG Chapter VI.B.1 for additional information on the administration of awards that utilize human 

subjects. 

7. Proposals for Conferences, Symposia and Workshops 

NSF supports conferences, symposia and workshops in special areas of science and engineering that bring 

experts together to discuss recent research or education findings or to expose other researchers or students to 

new research and education techniques. NSF encourages the convening in the U.S. of major international 

conferences, symposia and workshops. Conferences will be supported only if equivalent results cannot be 

obtained at regular meetings of professional societies. Although requests for support of conferences, symposia 

and workshops ordinarily originate with educational institutions or scientific and engineering societies, they also 

may come from other groups. Shared support by several Federal agencies, States or private organizations is 

encouraged. Because proceedings of such conferences normally should be published in professional journals, 

requests for support may include publication costs. Proposals for conferences, symposia and workshops should 

generally be made at least a year in advance of the scheduled date. Conferences or meetings, including the 

facilities in which they are held, funded in whole or in part with NSF funds, must be accessible to participants 

with disabilities. 

A conference, symposium or workshop proposal30 (that complies with the page and font size instructions in GPG 

Chapter II.B) must contain the elements identified below. Note the proposal preparation instructions for these 

types of proposals deviate from the standard proposal preparation instructions contained in this Guide. 

• Cover Sheet; 

• A statement of the objectives of the project (summarized in one page or less); 

• A statement of the need for such a gathering and a list of topics; 

• A listing of recent meetings on the same subject, including dates and locations; 

• The names of the chairperson and members of organizing committees and their organizational 

affiliations; 

• Information on the location and probable date(s) of the meeting and the method of announcement or 

invitation; 

• A statement of how the meeting will be organized and conducted, how the results of the meeting will be 

disseminated and how the meeting will contribute to the enhancement and improvement of scientific, 

engineering and/or educational activities; 

• A plan for recruitment of and support for speakers and other attendees, that includes participation of 

groups underrepresented in science and engineering (e.g., underrepresented minorities, women, and 

persons with disabilities); 

• An estimated total budget for the conference, together with an itemized statement of the amount of 

support requested from NSF (the NSF budget may include participant support for transportation (when 

appropriate), per diem costs, stipends, publication and other conference-related costs. (Note: 

participant support costs must be excluded from the indirect cost base.) See GPG Chapter II.C.2.g.(v); 

and 

 

30 Costs associated with conferences, symposia, workshops or other meetings supported by an NSF grant must be 

specifically and clearly identified in the proposed scope of work and budget, and approved by NSF. Additional information 

on the charging of conference, symposia and workshops is contained in the AAG Chapter V.C.5. 
Grant Proposal Guide II-25 NSF 07-140

• The support requested or available from other Federal agencies and other sources. (GPG Chapter 

II.C.2h should be consulted to prepare this portion of the proposal.) 

For additional coverage on allowability of costs associated with meetings and conferences, proposers should 

consult AAG Chapter V.C.5. 

8. Proposals to Support International Travel 

Proposals for travel support for U.S. participation in international scientific and engineering meetings held 

abroad are handled by the NSF organizational unit with program responsibility for the area of interest. 

Group travel awards are encouraged as the primary means of support for international travel. A university, 

professional society or other non-profit organization may apply for funds to enable it to coordinate and support 

U.S. participation in one or more international scientific meeting(s) abroad. Proposals submitted for this purpose 

should address the same items as those indicated for conferences, symposia, and workshops (see Section 7 

above), with particular attention to plans for composition and recruitment of the travel group. Information on 

planned speakers should be provided where available from the conference organizer. 

Group travel proposals may request support only for the international travel costs of the proposed activity. 

However, in addition, group travel proposals also may include as compensation for the grantee, a flat rate of $50 

per traveler for general administrative costs of preparing announcements, evaluating proposals and handling 

travel arrangements customarily associated with this type of project. (See AAG Chapter VI.G.5) 

Group travel grantees are required to retain supporting documentation that funds were spent in accordance with 

the original intent of the proposal. Such documentation may be required in final reports and is subject to audit. 

9. Proposals for Doctoral Dissertation Research 

NSF awards grants in support of doctoral dissertation research in some disciplines, primarily field research in 

the environmental, behavioral and social sciences. Support may be sought through those disciplinary programs 

and, in cases involving research abroad, through the Office of International Science and Engineering. The 

thesis advisor or concerned faculty member submits proposals on behalf of the graduate student. Further 

information can be obtained from the cognizant program office. Deadlines for these programs vary by 

Directorate. Consult the NSF website for additional information. 

10. Support for Development of NSF Centers 

NSF provides support for a variety of individual Centers and Centers programs that contribute to the 

Foundation's vision as outlined in the NSF Strategic Plan. Centers exploit opportunities in science, engineering 

and technology in which the complexity of the research problem(s) or the resources needed to solve the(se) 

problem(s) require the advantages of scope, scale, change, duration, equipment, facilities, and students that 

can only be provided by an academic research center. They focus on investigations at the frontiers of 

knowledge not normally attainable through individual investigations, at the interfaces of disciplines and/or by 

incorporating fresh approaches to the core of disciplines. Centers focus on integrative learning and discovery 

and demonstrate leadership in broadening participation through focused investments in a diverse set of partner 

institutions and individuals. In doing so, they draw upon, and contribute to, the development of the Nation's full 

intellectual talent. Most Center awards are limited to a maximum duration of ten years and are often subject to 

mid-course external merit review. Proposers interested in learning more about current or future NSF Centers 

are encouraged to contact the appropriate disciplinary Program Officer. 

11. Support for Development of Major Facilities and Equipment 

As an integral part of its stewardship of the science and engineering infrastructure of the country, NSF provides 

support for major research equipment and facilities construction. NSF depends on the research communities to 

provide input for the planning, development, and implementation of Large Facility Projects. This normally 

occurs through National Academy of Science studies, community workshop reports, professional society 

activities, and many other methods to ensure community input funded by interested NSF programs on the basis 

of merit-reviewed proposals. These efforts also can include engineering studies, ad hoc workshops, and 
Grant Proposal Guide II-26 NSF 07-140

research projects related to the development of new technologies. Proposers are strongly encouraged to 

contact the appropriate disciplinary program officer to discuss potential funding and mechanisms in advance of 

proposal submission. 
Grant Proposal Guide II-27 NSF 07-140

Exhibit II-1: Proposal Preparation Checklist 

It is imperative that all proposals conform to the proposal preparation and submission instructions specified in 

this Guide. Proposals also must comply with NSF font, spacing and margin requirements. The guidelines 

specified in GPG Chapter II.B establish minimum requirements; however, readability is of utmost importance 

and should take precedence in selection of an appropriate font. Conformance with all preparation and 

submission instructions is required and will be strictly enforced unless a deviation has been approved in 

advance of proposal submission. NSF may return without review proposals that are not consistent with these 

instructions. See GPG Chapter IV.B for additional information. 

Prior to electronic submission, it is strongly recommended that an administrative review be conducted to ensure 

that proposals comply with the instructions, in the format specified. This checklist is not intended to be an allinclusive repetition of the required proposal contents and associated proposal preparation guidelines. It is, 

however, meant to highlight certain critical items so they will not be overlooked when the proposal is prepared. 

[ ] General: 

[ ] Proposal is responsive to the program announcement/solicitation or to the GPG. 

[ ] If a proposal has been previously declined and is being resubmitted, proposal has been revised 

to take into account the major comments from the prior NSF review. 

[ ] Proposed work is appropriate for funding by NSF, and is not a duplicate of, or substantially 

similar to, a proposal already under consideration by NSF from the same submitter. 

[ ] Single Copy Documents: 

[ ] Information about Principal Investigators/Project Directors (except for the required information 

regarding current or previous Federal research support and the name(s) of the PI/co-PI, submission of 

the information is voluntary). 

[ ] Authorization to Deviate from NSF Proposal Preparation Requirements (if applicable). 

[ ] List of Suggested Reviewers, or Reviewers Not to Include (optional). 

[ ] Proprietary or Privileged Information Statement (if applicable). 

[ ] Proposal Certifications (submitted by the Authorized Organizational Representative within 5 

working days following the electronic submission of the proposal.) (See GPG Chapter II.C.1e for a 

complete listing of proposal certifications.) 

[ ] SF LLL, Disclosure of Lobbying Activities (if applicable). (One copy only, scanned as a single 

copy document.) 

[ ] Cover Sheet: 

[ ] Program Announcement/Solicitation No./Closing Date (If the proposal is not submitted in 

response to a specific program announcement/solicitation, proposers must enter “NSF Grant Proposal 

Guide.”) 

[ ] Specific NSF program(s) identified (if known). 

[ ] For renewal proposal, previous award number entered. 

[ ] Related preliminary proposal number entered (if applicable). 

[ ] Check Appropriate Box(es), and provide requisite information, if the proposal includes any of 

the items identified. Note in particular, proposals that include use of human subjects or vertebrate 

animals require additional information to be submitted with these types of proposals. 

[ ] Project Summary: 

Note limitation of one page, and the requirement that both merit review criteria be separately addressed within 

the body of the Summary. 
Grant Proposal Guide II-28 NSF 07-140 

[ ] Project Description: 

[ ] Note limitation of 15 pages

[ ] Merit Review Criteria: Ensure both merit review criteria are described as an integral part of the 

narrative.31

[ ] Inclusion of Universal Resource Locators (URLs): PIs are advised that the Project Description 

must be self-contained and are cautioned that URLs (Internet addresses) that provide information 

necessary to the review of the proposal should not be used because reviewers are not obligated to view 

such sites. 

[ ] Results from Prior NSF Support: Required only for PIs and co-PIs who have received NSF 

support within the last 5 years. 

[ ] Human-resource information: Required for renewal proposals from academic institutions only. 

[ ] References Cited: 

[ ] No page limitation, however, this section must include bibliographic citations only and must not 

be used to provide parenthetical information outside of the 15-page Project Description. Each reference 

must be in the specified format.

[ ] Biographical Sketch(es): 

[ ] Note limitation of 2 pages per individual; required for all senior project personnel. The required 

information must be provided in the order and format specified. 

[ ] Proposal Budget: (cumulative and annual) 

[ ] Budget Justification (Note limitation of 3 pages per proposal.) 

[ ] Current and Pending Support: Required for all senior project personnel. 

[ ] Facilities, Equipment and Other Resources 

[ ] Special Information and Supplementary Documentation: 

[ ] See GPG Chapter II.C.2j for the types of information appropriate for submission in this section, 

as required. 

[ ] Any additional items specified in a relevant program solicitation. 

[ ] Special Guidelines: 

[ ] Note that GPG Chapter II.D contains special proposal preparation instructions for certain types 

of proposals. 

 

31 Examples illustrating activities likely to demonstrate broader impacts are available electronically on the NSF Website at 

http://www.nsf.gov/pubs/gpg/broaderimpacts.pdf. 
Grant Proposal Guide II-29 NSF 07-140

Exhibit II-2: Potentially Disqualifying Conflicts of Interest 

Unless a waiver has been granted by NSF, a reviewer cannot review a proposal if: 

• the reviewer, the reviewer’s spouse, minor child, or business partner; 

• the organization where the reviewer is employed, has an arrangement for future employment or is 

negotiating for employment; or 

• the organization where the reviewer is an officer, director, trustee, or partner, 

has a financial interest in the outcome of the proposal. 

Unless a waiver has been granted by NSF, a potential reviewer also may be barred from reviewing a proposal, if 

it involves individuals with whom he/she has a personal relationship, such as a close relative, current or former 

collaborator, or former thesis student/advisor. 

Unless a waiver has been granted by NSF, a disqualifying conflict may exist, if a proposal involves an institution 

or other entity with which the potential reviewer has a connection. Such potentially disqualifying connections 

include: 

• a reviewer’s recent former employer; 

• an organization in which the reviewer is an active participant; 

• an institution at which the reviewer is currently enrolled as a student, or at which he/she serves as a 

visiting committee member; or 

• an entity with which the reviewer has or seeks some other business or financial relationship (including 

receipt of an honorarium). 
Grant Proposal Guide II-30 NSF 07-140

Exhibit II-3: Drug-Free Workplace Certification 

Instructions for Certification 

1. By electronically signing the NSF proposal Cover Sheet and submitting this proposal, the grantee is 

providing the certifications set out below. 

2. The certification set out below is a material representation of fact upon which reliance was placed when 

the agency determined to award the grant. If it is later determined that the grantee knowingly rendered 

a false certification, or otherwise violates the requirements of the Drug-Free Workplace Act, the agency, 

in addition to any other remedies available to the Federal Government, may take action authorized 

under the Drug-Free Workplace Act. 

3. For grantees other than individuals, Alternate I applies. 

4. For grantees who are individuals, Alternate II applies. 

Certification Regarding Drug-Free Workplace Requirements 

Alternate I (Grantees Other Than Individuals) 

The grantee certifies that it will or will continue to provide a drug-free workplace by: 

(a) Publishing a statement notifying employees that the unlawful manufacture, distribution, dispensing, 

possession or use of a controlled substance is prohibited in the grantee’s workplace and specifying the 

actions that will be taken against employees for violation of such prohibition; 

(b) Establishing an ongoing drug-free awareness program to inform employees about -- 

(1) The dangers of drug abuse in the workplace; 

(2) The grantee’s policy of maintaining a drug-free workplace; 

(3) Any available drug counseling, rehabilitation and employee assistance programs; and 

(4) The penalties that may be imposed upon employees for drug abuse violations occurring in the 

workplace; 

(c) Making it a requirement that each employee to be engaged in the performance of the grant be given a 

copy of the statement required by paragraph (a); 

(d) Notifying the employee in the statement required by paragraph (a) that, as a condition of employment 

under the grant, the employee will -- 

(1) Abide by the terms of the statement; and 

(2) Notify the employer in writing of his or her conviction for a violation of a criminal drug statute 

occurring in the workplace, no later than five calendar days after such conviction; 

(e) Notifying the agency in writing, within 10 calendar days after receiving notice under subparagraph (d)(2) 

from an employee or otherwise receiving actual notice of such conviction. 

 Employers of convicted employees must provide notice, including position title, to every grant officer or 

other designee on whose grant activity the convicted employee was working, unless the Federal agency 

has designated a central point for the receipt of such notices. Notice shall include the identification 

number(s) of each affected grant; 
Grant Proposal Guide II-31 NSF 07-140

(f) Taking one of the following actions, within 30 calendar days of receiving notice under subparagraph 

(d)(2), with respect to any employee who is so convicted-- 

(1) Taking appropriate personnel action against such an employee, up to and including termination, 

consistent with the requirements of the Rehabilitation Act of 1973, as amended; or 

(2) Requiring such employee to participate satisfactorily in a drug abuse assistance or rehabilitation 

program approved for such purposes by a Federal, State, or local health, law enforcement, or 

other appropriate agency; 

(g) Making a good faith effort to continue to maintain a drug-free workplace through implementation of 

paragraphs (a), (b), (c), (d), (e) and (f). 

Alternate II (Grantees Who Are Individuals) 

(a) The grantee certifies that, as a condition of the grant, he or she will not engage in the unlawful 

manufacture, distribution, dispensing, possession or use of a controlled substance in conducting any 

activity with the grant. 

(b) If convicted of a criminal drug offense resulting from a violation occurring during the conduct of any 

grant activity, he or she will report the conviction, in writing, within 10 calendar days of the conviction, to 

every grant officer or other designee, unless the Federal agency designates a central point for the 

receipt of such notices. When notice is made to such a central point, it shall include the identification 

number(s) of each affected grant. 

For NSF, grantee notification should be made to the Cost Analysis & Audit Resolution Branch, Division of 

Institution & Award Support, NSF, Arlington, VA 22230. 
Grant Proposal Guide II-32 NSF 07-140

Exhibit II-4: Debarment and Suspension Certification 

Instruction on Certification Regarding Debarment and Suspension 

1. By electronically signing and submitting this proposal, the prospective primary participant is providing 

the certification set out below. 

2. The inability of a person to provide the certification required below will not necessarily result in denial of 

participation in this covered transaction. The prospective participant shall submit an explanation of why 

it cannot provide the certification set out below. The certification or explanation will be considered in 

connection with the department or agency's determination whether to enter into this transaction. 

However, failure of the prospective primary participant to furnish a certification or an explanation shall 

disqualify such person from participation in this transaction. 

3. The certification in this clause is any material representation of fact upon which reliance was placed 

when the department or agency determined to enter into this transaction. If it is later determined that 

the prospective primary participant knowingly rendered an erroneous certification, in addition to other 

remedies available to the Federal Government, the department or agency may terminate this 

transaction for cause or default. 

4. The prospective primary participant shall provide immediate written notice to the department or agency 

to whom this proposal is submitted if at any time the prospective primary participant learns that its 

certification was erroneous when submitted or has become erroneous by reason of changed 

circumstances. 

5. The terms covered transaction, debarred, suspended, ineligible, lower tier covered transaction, 

participant, person, primary covered transaction, principal, proposal, and voluntarily excluded, as used 

in this clause, have the meanings set out in the Definitions and Coverage sections of the rules 

implementing Executive Order 12549. You may contact the department or agency to which this 

proposal is being submitted for assistance in obtaining a copy of those regulations. 

6. The prospective primary participant agrees by submitting this proposal that, should the proposed 

covered transaction be entered into, it shall not knowingly enter into any lower tier covered transaction 

with a person who is debarred, suspended, declared ineligible, or voluntarily excluded from participation 

in this covered transaction, unless authorized by the department or agency entering into this 

transaction. 

7. The prospective primary participant further agrees by submitting this proposal that it will include the 

clause titled "Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion - 

Lower Tier Covered Transaction", provided by the department or agency entering into this covered 

transaction, without modification, in all lower tier covered transactions. 

8. A participant in a covered transaction may rely upon a certification of a prospective participant in a lower 

tier covered transaction that it is not debarred, suspended, ineligible, or voluntarily excluded from the 

covered transaction, unless it knows that the certification is erroneous. A participant may decide the 

method and frequency by which it determines the eligibility of its principals. Each participant may, but is 

not required to, check the Nonprocurement List. 

9. Nothing contained in the foregoing shall be construed to require establishment of a system of records in 

order to render in good faith the certification required by this clause. The knowledge and information of 

a participant is not required to exceed that which is normally possessed by a prudent person in the 

ordinary course of business dealings. 

10. Except for transactions authorized under paragraph 6 of these instructions, if a participant in a covered 

transaction knowingly enters into a lower tier covered transaction with a person who is suspended, 

debarred, ineligible, or voluntarily excluded from participation in this transaction, in addition to other 

remedies available to the Federal Government, the department or agency may terminate this 

transaction for cause or default. 
Grant Proposal Guide II-33 NSF 07-140

Certification 

(1) The prospective primary participant certifies to the best of its knowledge and belief, that it and its 

principals: (a) Are not presently debarred, suspended, proposed for debarment, declared ineligible, or 

voluntarily excluded from a covered transaction by any Federal department or agency; (b) Have not 

within a three-year period preceding this proposal been convicted of or had a civil judgment rendered 

against them for commission of fraud or a criminal offense in connection with obtaining, attempting to 

obtain, or performing a public (Federal, State or local) transaction or contract under a public transaction; 

violation of Federal or State antitrust statutes or commission of embezzlement, theft, forgery, bribery, 

falsification or destruction of records, making false statements, or receiving stolen property; (c) Are not 

presently indicted for or otherwise criminally or civilly charged by a governmental entity (Federal, State 

or local) with commission of any of the offenses enumerated in paragraph (1)(b) of this certification; and 

(d) Have not within a three-year period preceding this application/proposal had one or more public 

transactions (Federal, State or local) terminated for cause or default. 

(2) Where the prospective primary participant is unable to certify to any of the statements in this 

certification, such prospective participant shall include an explanation with this proposal. 
Grant Proposal Guide II-34 NSF 07-140

Exhibit II-5: Lobbying Certification

Instructions on Certification Regarding Lobbying 

This certification is required for an award of a Federal contract, grant or cooperative agreement exceeding 

$100,000 and for an award of a Federal loan or a commitment providing for the United States to insure or 

guarantee a loan exceeding $150,000. The Certification for Contracts, Grants, Loans and Cooperative 

Agreements also is included in full text on the FastLane submission screen. 

Certification for Contracts, Grants, Loans and Cooperative Agreements 

The undersigned certifies, to the best of his or her knowledge and belief, that: 

(1) No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to 

any person for influencing or attempting to influence an officer or employee of any agency, a Member of 

Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection 

with the awarding of any federal contract, the making of any Federal grant, the making of any Federal 

loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, 

amendment, or modification of any Federal contract, grant, loan, or cooperative agreement. 

(2) If any funds other than Federal appropriated funds have been paid or will be paid to any person for 

influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an 

officer or employee of Congress, or an employee of a Member of Congress in connection with this 

Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit 

Standard Form LLL, “Disclosure of Lobbying Activities,” in accordance with its instructions. 

(3) The undersigned shall require that the language of this certification be included in the award documents 

for all subawards at all tiers including subcontracts, subgrants, and contracts under grants, loans, and 

cooperative agreements and that all subrecipients shall certify and disclose accordingly. 

This certification is a material representation of fact upon which reliance was placed when this transaction was 

made or entered into. Submission of this certification is a prerequisite for making or entering into this 

transaction imposed by Section 1352, Title 31, U.S. Code. Any person who fails to file the required certification 

shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure. 
Grant Proposal Guide II-35 NSF 07-140

Exhibit II-6: Nondiscrimination Certification 

Instructions for Nondiscrimination Certification 

1. In accordance with NSF policy, a proposal for NSF funding must by accompanied by the 

nondiscrimination certification set out below. By electronically signing and submitting this proposal, the 

proposer is providing the requisite certification. 

2. The proposer shall provide immediate notice to the Foundation if at any time the proposer learns that its 

certification was erroneous when submitted, or has become erroneous by reason of changed 

circumstances. 

Certification of Compliance with National Science Foundation Nondiscrimination 

Regulations and Policies 

By electronically signing the proposal, the Authorized Organizational Representative hereby certifies that the 

organization will comply with Title VI of the Civil Rights Act of 1964 (42 USC § 2000d), Title IX of the Education 

Amendments of 1972 (20 USC §§ 1681 et seq.), the Rehabilitation Act of 1973 (29 USC § 794), the Age 

Discrimination Act of 1975 (42 USC §§ 6101 et seq.) and all regulations and policies issued by NSF pursuant to 

these statutes. 

To that end, in accordance with the above-referenced nondiscrimination statutes, and NSF’s implementing 

regulations and policies, no person in the United States shall, on the ground of race, color, national origin, sex, 

disability, or age, be excluded from participation in, be denied the benefits of, or be otherwise subjected to 

discrimination under any program or activity for which the Proposer receives Federal financial assistance from 

the Foundation; and HEREBY CERTIFIES THAT it will immediately take any measures necessary to effectuate 

this agreement. 

If any real property or structure thereon is provided or improved with the aid of Federal financial assistance 

extended to the Proposer by the Foundation, this Certification shall obligate the Proposer, or in the case of any 

transfer of such property, the transferee, for the period during which the real property or structure is used for a 

purpose for which the Federal financial assistance is extended or for another purpose involving the provision of 

similar services or benefits. If any personal property is so provided, this Certification shall obligate the Proposer 

for the period during which it retains ownership or possession of the property. In all other cases, this 

Certification shall obligate the Proposer for the period during which the Federal financial assistance is extended 

to it by the Foundation. 

THIS CERTIFICATION is given in consideration of and for the purpose of obtaining any and all Federal grants, 

cooperative agreements, loans, contracts, property, discounts or other Federal financial assistance extended 

after the date hereof to the Proposer by the Foundation, including installment payments after such date on 

account of applications for Federal financial assistance which were approved before such date. The Proposer 

recognizes and agrees that such Federal financial assistance will be extended in reliance on the representations 

and agreements made in this Certification, and that the United States shall have the right to seek judicial 

enforcement of this Certification. This Certification is binding on the Proposer, its successors, transferees, and 

assignees. 
Grant Proposal Guide II-36 NSF 07-140

Exhibit II-7: Definitions of Categories of Personnel 

The personnel categories listed on parts A and B of the Proposal Budget are defined as follows: 

A. Senior Personnel 

1. (co) Principal Investigator(s) -- the individual(s) designated by the grantee and approved by NSF who will be 

responsible for the scientific or technical direction of the project. If more than one, the first one listed will 

have primary responsibility for the project and the submission of reports. 

2. Faculty Associate (faculty member) -- an individual other than the Principal Investigator(s) considered by 

the performing institution to be a member of its faculty or who holds an appointment as a faculty 

member at another institution, and who will participate in the project being supported. 

B. Other Personnel 

1. Postdoctoral Scholar -- An individual who has received a doctoral degree (or equivalent) and is engaged 

in a temporary and defined period of mentored advanced training to enhance the professional skills and 

research independence needed to pursue his or her chosen career path. Postdoctoral scholars not 

identified under Senior Personnel above should be listed as Other Personnel. 

2. Other Professional -- a person who may or may not hold a doctoral degree or its equivalent, who is 

considered a professional and is not reported as a Principal Investigator, faculty associate, postdoctoral 

scholar or student. Examples of persons included in this category are doctoral associates not reported 

under B1, professional technicians, physicians, veterinarians, system experts, computer programmers 

and design engineers. 

3. Graduate Student (research assistant) -- a part-time or full-time student working on the project in a 

research capacity who holds at least a bachelor’s degree and is enrolled in a degree program leading to 

an advanced degree. 

4. Undergraduate Student -- a student who is enrolled in a degree program (part-time or full-time) leading 

to a bachelor’s or associate’s degree. 

5. & 6. These categories include persons working on the project in a non-research capacity, such as 

secretaries, clerk-typists, draftsmen, animal caretakers, electricians and custodial personnel regardless 

of whether they hold a degree or are involved in degree work. 

Any personnel category for which NSF funds are requested must indicate, in the parentheses provided on the 

Proposal Budget, the number of persons expected to receive some support from those funds and, where called 

for in the budget format, person-months to the nearest tenth. 
Grant Proposal Guide III-1 NSF 07-140 

Chapter III: NSF Proposal Processing and Review 

Proposals received by the NSF Proposal Processing Unit are assigned to the appropriate NSF program for 

acknowledgement and, if they meet NSF requirements, for review. All proposals are carefully reviewed by a 

scientist, engineer, or educator serving as an NSF Program Officer, and usually by three to ten other persons 

outside NSF who are experts in the particular fields represented by the proposal. Proposers are invited to 

suggest names of persons they believe are especially well qualified to review the proposal and/or persons they 

would prefer not review the proposal. These suggestions may serve as one source in the reviewer selection 

process at the Program Officer's discretion. Program Officers may obtain comments from assembled review 

panels or from site visits before recommending final action on proposals. Senior NSF staff further review 

recommendations for awards. A flowchart that depicts the entire NSF proposal and award process (and 

associated timeline) is included as GPG Exhibit III-1. 

A. Review Criteria 

The National Science Foundation strives to conduct a fair, competitive, transparent merit-review process for the 

selection of projects. All NSF proposals are evaluated through use of two National Science Board approved 

merit review criteria. In some instances, however, NSF will employ additional criteria as required to highlight the 

specific objectives of certain programs and activities. For example, proposals for large facility projects also 

might be subject to special review criteria outlined in the program solicitation. 

The two merit review criteria are listed below. The criteria include considerations that help define them. These 

considerations are suggestions, and not all will apply to any given proposal. While proposers must address both 

merit review criteria, reviewers will be asked to address only those considerations that are relevant to the 

proposal being considered and for which the reviewer is qualified to make judgments. 

What is the intellectual merit of the proposed activity? 

How important is the proposed activity to advancing knowledge and understanding within its own field or across 

different fields? How well qualified is the proposer (individual or team) to conduct the project? (If appropriate, 

the reviewer will comment on the quality of prior work.) To what extent does the proposed activity suggest and 

explore creative and original concepts? How well conceived and organized is the proposed activity? Is there 

sufficient access to resources? 

What are the broader impacts of the proposed activity?32

How well does the activity advance discovery and understanding while promoting teaching, training, and 

learning? How well does the proposed activity broaden the participation of underrepresented groups (e.g., 

gender, ethnicity, disability, geographic, etc.)? To what extent will it enhance the infrastructure for research and 

education, such as facilities, instrumentation, networks, and partnerships? Will the results be disseminated 

broadly to enhance scientific and technological understanding? What may be the benefits of the proposed 

activity to society? 

NSF staff will give careful consideration to the following in making funding decisions: 

Integration of Research and Education 

One of the principal strategies in support of NSF's goals is to foster integration of research and education 

through the programs, projects and activities it supports at academic and research institutions. These 

institutions provide abundant opportunities where individuals may concurrently assume responsibilities as 

researchers, educators, and students, and where all can engage in joint efforts that infuse education with the 

excitement of discovery and enrich research through the diversity of learning perspectives. 

 

32Examples illustrating activities likely to demonstrate broader impacts are available electronically on the NSF website at 

http://www.nsf.gov/pubs/gpg/broaderimpacts.pdf. 
Grant Proposal Guide III-2 NSF 07-140 

Integrating Diversity into NSF Programs, Projects, and Activities 

Broadening opportunities and enabling the participation of all citizens, women and men, underrepresented 

minorities, and persons with disabilities, are essential to the health and vitality of science and engineering. NSF 

is committed to this principle of diversity and deems it central to the programs, projects, and activities it 

considers and supports. 

B. Selection of Reviewers 

The NSF guidelines for the selection of reviewers are designed to ensure selection of experts who can give 

program officers the proper information needed to make a recommendation in accordance with the NSB 

approved criteria for selection of projects. Optimally, reviewers should have: 

1. Special knowledge of the science and engineering subfields involved in the proposals to be reviewed 

to evaluate competence, intellectual merit, and utility of the proposed activity. Within reasonable limits, 

reviewers’ fields of specialty should be complementary within a reviewer group. 

2. Broader or more generalized knowledge of the science and engineering subfields involved in the 

proposals to be reviewed to evaluate the broader impacts of the proposed activity. Reviewers with 

broad expertise are required for proposals involving substantial size or complexity, broad disciplinary or 

multidisciplinary content, or significant national or international implications. 

3. Broad knowledge of the infrastructure of the science and engineering enterprise, and its educational 

activities, to evaluate contributions to societal goals, scientific and engineering personnel, and 

distribution of resources to organizations and geographical areas. 

4. To the extent possible, diverse representation within the review group. The goal is to achieve a 

balance among various characteristics. Important factors to consider include: type of organization 

represented, reviewer diversity, age distribution and geographic balance. 

C. Proposal File Updates 

It is the responsibility of the proposing organization to thoroughly review each proposal prior to submission. On 

occasion, however, a problem is identified with a portion of the proposal after the proposal has been submitted 

electronically to NSF. 

The FastLane Proposal File Update Module allows the organization to request the replacement of files or 

revision of other Proposal Attributes, associated with a previously submitted proposal. A request for a proposal 

file update must be submitted by an individual who is authorized to submit proposals on behalf of the 

organization, and electronically signed by the Authorized Organizational Representative (AOR). An update 

request must contain a justification that addresses: 

1. why the changes or file replacements are being requested; and 

2. any differences between the original and proposed replacement files. 

A request for a proposal file update automatically will be accepted if submitted prior to:

• the deadline date specified in a program solicitation; 

• initiation of external peer review in cases when a target date is utilized; 33 and 

• initiation of external peer review in the case of an unsolicited proposal. 

 

33The status of a proposal may be found via the "Proposal Functions" section of FastLane. 
Grant Proposal Guide III-3 NSF 07-140 

A request for a proposal file update after the timeframes specified above will require acceptance by the 

cognizant NSF Program Officer. Such requests may be submitted only to correct a technical problem with the 

proposal (i.e., formatting or print problems). Changes in the content of the proposal should not be requested 

after the timeframes specified above. When a request is accepted, the proposed files or revisions to proposal 

attributes will immediately replace the existing files and become part of the official proposal. 

PIs can access the Proposal File Update Module via the "Proposal Functions" section of FastLane. Authorized 

individuals in the organization’s Sponsored Projects Office (or equivalent) can initiate or review requests for 

proposal file updates using the "Submit Proposals/Supplements/File Updates/Withdrawals" Module via the 

FastLane "Research Administration Functions."34 

NSF will consider only one request for a proposal file update per proposal at a time. It is anticipated that it will 

be a rare occurrence for more than one file update request to be submitted for a proposal. 

D. Revisions to Proposals Made During the Review Process 

In the event of a significant development (e.g., research findings, changed circumstances, unavailability of PI or 

other senior personnel, etc.) that might materially affect the outcome of the review of a pending proposal, the 

proposer must contact the cognizant Program Officer to discuss the issue. Submitting additional information 

must not be used as a means of circumventing page limitations or stated deadlines. 

Before recommending whether or not NSF should support a particular project, the NSF Program Officer may, 

subject to certain constraints outlined below, engage in discussions with the proposing PIs. 

Negotiating budgets generally involves discussing a lower or higher amount of total support for the proposed 

project. The NSF Program Officer may suggest reducing or eliminating costs for specific budget items that are 

clearly unnecessary or unreasonable for the activities to be undertaken, especially when the review process 

supports such changes; however, this would generally not include faculty salaries, salary rates, fringe benefits, 

or tuition. Note: indirect cost rates are not subject to negotiation. The NSF Program Officer may discuss with 

PIs the “bottom line” award amount, i.e., the total NSF funding that will be recommended for a project. NSF 

Program Officers may not renegotiate cost sharing or other organizational commitments. 

When such discussions result in a budget reduction of 10% or more from the amount originally proposed, a 

corresponding reduction should be made in the scope of the project. Proposers must use the FastLane Revised 

Proposal Budget Module to submit this information. A revised proposal budget also must include a Budget 

Impact Statement that describes the impact of the budget reduction on the scope of the project. 

Revised proposal budgets must be electronically signed by the AOR. 

E. Award Recommendation 

After scientific, technical and programmatic review and consideration of appropriate factors, the NSF Program 

Officer recommends to the cognizant Division Director whether the proposal should be declined or 

recommended for award. Normally, final programmatic approval is at the division/office level. Because of the 

large volume of proposals, this review and consideration process may take up to six months. Large or 

particularly complex proposals may require additional review and processing time. If the program 

recommendation is for an award and final division/office or other programmatic approval is obtained, then the 

recommendation goes to the Division of Grants and Agreements for review of business, financial and policy 

implications and the processing and issuance of a grant or cooperative agreement. The Division of Grants and 

Agreements generally makes awards to academic institutions within 30 days after the program division/office 

makes its recommendation. Grants being made to organizations that have not received an NSF award within 

the preceding two years, or involving special situations (such as coordination with another Federal agency or a 

private funding source), cooperative agreements, and other unusual arrangements may require additional 

review and processing time. 

 

34Detailed instructions on submitting proposer-initiated proposal file updates are available on the FastLane website at 

https://www.fastlane.nsf.gov/documents/pfu/pfu.jsp.
Grant Proposal Guide III-4 NSF 07140

Proposers are cautioned that only an appointed NSF Grants and Agreements Officer may make commitments, 

obligations or awards on behalf of NSF or authorize the expenditure of funds. No commitment on the part of 

NSF or the Government should be inferred from technical or budgetary discussions with an NSF Program 

Officer. A PI or organization that makes financial or personnel commitments in the absence of a grant or 

cooperative agreement signed by the NSF Grants and Agreements Officer does so at its own risk. 

F. Copies of Reviews 

When a decision has been made (whether an award or a declination), verbatim copies of reviews, excluding the 

identities of reviewers, and summaries of review panel deliberations, if any, are provided to the PI. A proposer 

also may request and obtain any other releasable material in NSF’s file on his/her proposal. Everything in the 

file except information that identifies either reviewers or other pending or declined proposals is usually 

releasable to the proposer. 

G. Release of Grantee Proposal Information 

A proposal that results in an NSF award will be available to the public on request, except for privileged 

information or material that is personal, proprietary or otherwise exempt from disclosure under law. Appropriate 

labeling in the proposal aids identification of what may be specifically exempt. (See GPG Chapter I.D.3) Such 

information will be withheld from public disclosure to the extent permitted by law, including the Freedom of 

Information Act. Without assuming any liability for inadvertent disclosure, NSF will seek to limit disclosure of 

such information to its employees and to outside reviewers when necessary for merit review of the proposal, or 

as otherwise authorized by law. 

Portions of proposals resulting in grants that contain descriptions of inventions in which either the Government 

or the grantee owns a right, title, or interest (including a non-exclusive license) will not normally be made 

available to the public until a reasonable time has been allowed for filing patent applications. NSF will notify the 

grantee of receipt of requests for copies of funded proposals so the grantee may advise NSF of such inventions 

described, or other confidential, commercial or proprietary information contained in the proposal. 
Research & 

Education Communities

Proposal Preparation Time 

Org. submitsviaFastLane or Grants.gov N

S

F

NSF

Prog.

Off.

Program

Officer

Analysis

& 

Recommendation

DD

Concur

Minimumof 3 ReviewsRequired

DGA Reviof Award

Proposal Receipt to DivisionDirector Concurrence of Program Officer Recommendation

GPG

Announcement

Solicitation

NSF 

Announces

Opportunity Returned Without Review/Withdraw

Mail

Panel

Both

Award

NSF Proposal & Award Process & Timeli

Decline

90 Days 6 Months 

Proposal 

Receipt

at NSF

DD Concur 
Grant Proposal Guide IV-1 NSF 07-140 

Chapter IV: Non-Award Decisions and Transactions 

A. Proposal Withdrawal

A proposal may be withdrawn at any time before a funding recommendation is made by the cognizant NSF 

Program Officer. Proposals must be electronically withdrawn via the FastLane Electronic Proposal Withdrawal 

System. This module in FastLane automates the proposal withdrawal process and provides a mechanism that 

will help organizations to more effectively manage their proposal portfolio, as well as to help eliminate the 

submission of duplicate proposals to NSF. The Electronic Proposal Withdrawal System includes three 

processes: 

• Principal Investigator’s Proposal Withdrawal allows a PI to initiate a proposal withdrawal and forward it 

to the organization’s sponsored projects office (or equivalent) for submission to NSF. 

• Sponsored Projects Office (SPO) Proposal Withdrawal allows an authorized individual in the 

organization’s sponsored projects office (or equivalent) to initiate a proposal withdrawal for submission 

to NSF. 

• Proposal Submission Duplicate Withdrawal prevents a SPO official from submitting a new proposal if a 

duplicate (a proposal from the same organization with the same title and same PI and co-PIs) already 

has been submitted to NSF within the last two weeks prior to the current submission. If these conditions 

are met, the system will allow the authorized SPO official to either withdraw the previous duplicate and 

then proceed with the submission of the new proposal, or to modify the new proposal so it is different 

from the previous proposal. 

Principal Investigators can access the Proposal Withdrawal utility via the "Submitted Proposals" screen under 

the FastLane Proposal Preparation Functions Module. Authorized individuals35 in the organization’s sponsored 

projects office (or equivalent) can initiate or review a proposal withdrawal using the "Submit 

Proposals/Supplements/File Updates/Withdrawals" Module via the FastLane "Research Administration 

Functions".36 

In cases where NSF already has made a funding decision, proposals will not be permitted to be withdrawn via 

the electronic proposal withdrawal system. When a PI or SPO representative attempts to prepare a proposal 

withdrawal for such a proposal, a message will be displayed to contact the cognizant NSF Program Officer for 

further assistance. 

NSF must be notified if any funding for the proposed project is received from another source or sponsor. If it is 

brought to NSF's attention that funding for a proposal to NSF has been accepted from another sponsor, NSF will 

send a withdrawal confirmation to the PI and the SPO without waiting for the official withdrawal notification. 

If a proposal withdrawal is submitted for a proposal that is part of a collaborative effort, regardless of whether 

the organization is the lead or non-lead, the electronic proposal withdrawal system will withdraw that proposal 

along with the other remaining proposals that are identified as part of the collaborative effort. If the remaining 

organizations in the collaborative determine that the project can still proceed, a new collaborative proposal must 

be submitted. 

Copies of reviews received by NSF before a proposal is withdrawn will be provided to the PI. NSF provides 

notice of a withdrawal, return, declination, or reconsideration to both the PI and the SPO. 

 

35 Authorized Organizational Representatives with “submit” permission also can initiate a proposal withdrawal. 36Detailed instructions on the Electronic Proposal Withdrawal System are available on the FastLane website at 

https://www.fastlane.nsf.gov/documents/epw/epw.jsp. 
Grant Proposal Guide IV-2 NSF 07-140 

B. Return Without Review

Proposals may not be considered by NSF for the following reasons. 

The proposal: 

1. is inappropriate for funding by the National Science Foundation; 

2. is submitted with insufficient lead-time before the activity is scheduled to begin; 

3. is a full proposal that was submitted by a proposer that has received a “not invited” response to the 

submission of a preliminary proposal; 

4. is a duplicate of, or substantially similar to, a proposal already under consideration by NSF from the 

same submitter; 

5. does not meet NSF proposal preparation requirements, such as page limitations, formatting instructions, 

and electronic37 submission, as specified in the Grant Proposal Guide or program solicitation; 

6. is not responsive to the GPG or program announcement/solicitation; 

7. does not meet an announced proposal deadline date; 

8. was previously reviewed and declined and has not been substantially revised; and 

9. duplicates another proposal that was already awarded. 

C. Declinations 

A PI whose proposal for NSF support has been declined generally will receive information and an explanation of 

the reason(s) for declination along with copies of the reviews considered in making the decision. If that 

explanation does not satisfy the PI, he/she may request additional information from the cognizant NSF Program 

Officer or Division Director. 

PIs and co-PIs may access review information electronically via FastLane after the decision has received the 

concurrence of the cognizant Division Director, when all the review information has been released for their 

proposal. 

D. Reconsideration 

1. Overview 

a. A proposer whose proposal has been declined may ask the cognizant NSF Program Officer or the 

cognizant Division Director for information over and above the explanatory materials received with the 

declination notice. If the PI/PD is not satisfied that the proposal was fairly handled and reasonably reviewed, 

he/she may request reconsideration by the responsible Assistant Director (AD) or Office Head. An organization 

(or an unaffiliated PI/PD) still not satisfied after reconsideration by the responsible AD/Office Head may request 

further reconsideration by the Deputy Director of the Foundation. The decision made by the Deputy Director is 

final. 

b. If a proposal has been declined after review by the NSB, only an explanation will be available. 

c. The aim of any reconsideration is to ensure that NSF’s review has been fair and reasonable, both 

substantively and procedurally. The scientific and technical merits may be examined within the context of 

budget availability and program priorities. Reconsideration also may address any procedural errors in peer 

review or other aspects of proposal review, including unaccounted-for conflict of interests or inappropriate 

consideration of records, information or rumor. 

d. Award of NSF assistance is discretionary and reconsideration is not an adversarial process. A formal 

hearing, therefore, is not provided. Because factors such as program budget and priorities factor into the 

decision on a proposal, NSF cannot ensure proposers that reconsideration will result in an award even if error is 

established in connection with the initial review. 

 

37 Unless has been authorized in advance of the paper submission. See GPG Chapter II.A for further information. 
Grant Proposal Guide IV-3 NSF 07-140

e. No revisions made to the proposal after declination will be considered in connection with the original 

proposal. A substantially revised proposal, however, may be submitted for review as a new proposal under 

standard procedures. NSF reserves the right to return without review a proposal that is substantially the same 

as one that was previously reviewed and declined whether or not a request for reconsideration was made. 

2. Applicability 

NSF's reconsideration process is available to individuals and organizations concerning proposals for grant 

funding. It does not apply to: 

a. “discourage” (i.e., non-binding) decisions resulting from submission of a preliminary proposal; 

b. proposals for: 

(1) fellowships; 

(2) travel grants; 

(3) Small Grants for Exploratory Research (SGER); or 

(4) Phase I proposals submitted under the Small Business Innovation Research (SBIR) program. 

c. proposals returned without review by NSF for failure to: 

(1) be submitted with sufficient lead time before the activity is to begin; 

(2) meet an announced proposal deadline date; or 

(3) meet NSF proposal preparation requirements, such as page limitations, formatting instructions, and 

electronic submission, as specified in the Grant Proposal Guide or program solicitation. 

3. Reconsideration Process 

The following paragraphs highlight the various stages of the NSF Reconsideration Process, including the 

necessary procedural aspects of each stage of the process: 

a. Explanations by the NSF Program Officer or Division Director 

When a proposal is declined, the PI/PD receives verbatim but unattributed copies of any ad hoc reviews and the 

panel summary (if applicable), a description of how the proposal was reviewed, and, if not otherwise provided in 

the panel summary, an explanation (written or telephoned) of the basis for the declination. A returned proposal 

also will be accompanied by an explanation. A PI/PD who is considering asking for reconsideration should first 

contact the cognizant NSF Program Officer or Division Director, who will afford the PI/PD an opportunity to 

present his/her point of view, provide additional information if any exists, and take any further action that seems 

appropriate. 

b. Reconsideration by the Cognizant Assistant Director 

(1) If dissatisfied with the explanation provided by the NSF Program Officer or Division Director, the PI/PD 

may request in writing that NSF reconsider its action. Such a request will be considered only if the PI/PD has 

first sought and obtained an explanation from the cognizant NSF Program Officer or Division Director, and only 

if the request is received by the Foundation within 90 days after the declination or the return. The request 

should be addressed to the AD/Office Head for the directorate or office that handled the proposal and should 

explain why the PI/PD believes that the declination or return was unwarranted. 

(2) The AD/Office Head will reconsider the record to determine whether NSF’s review of the declined 

proposal was fair and reasonable, substantively and procedurally, taking into account availability of funds and 

the policies and priorities of the program and NSF. In the case of a returned proposal, the record will be 

reviewed to determine whether the proposed project was inappropriate for NSF consideration. The AD/Office 

Head may request additional information from the PI/PD and may obtain additional reviews. If additional 

reviews are sought, they are subject to standard review procedures (e.g., instructions must be provided to 

reviewers and conflicts-of-interest policies must be followed). The AD/Office Head may conduct the 
Grant Proposal Guide IV-4 NSF 07-140

reconsideration personally or may designate another NSF official who had no part in the initial review to do so. 

As used here, “AD/Office Head” includes such a designated official. 

(3) Within 45 days after the date of the request, the AD/Office Head will furnish the results of the 

reconsideration, in writing, to the PI/PD. If results cannot be furnished within 45 days, the AD/Office Head will 

send the PI/PD a written explanation of the need for more time, indicating the date when the results can be 

expected. If the AD/Office Head reaffirms the declination or return, he/she will inform the PI/PD that the PI/PD’s 

organization may obtain further reconsideration by the Deputy Director of NSF as provided below. 

c. Further Reconsideration by the Deputy Director 

(1) Within 60 days after the AD/Office Head has notified the PI/PD of the results of the reconsideration, the 

proposing organization or an unaffiliated PI/PD may request further reconsideration by the Deputy Director of 

NSF. 

(2) A request for further reconsideration need not be in any particular format, but it must be in writing, and 

must be signed by the organization’s president or other chief executive officer and by the PI/PD. For 

declinations, it should explain why the organization believes that an error may have occurred in the initial 

evaluation and why it is not entirely satisfied with the reconsideration by the responsible AD/Office Head. For 

returned proposals, it should explain why the organization believes that an error may have occurred in the initial 

determination that the proposal was inappropriate for NSF consideration. 

(3) The Deputy Director will review the request for further reconsideration and the record of earlier NSF 

actions, including the original review and the reconsideration by the AD/Office Head, to determine whether 

NSF’s review of the declined proposal was fair and reasonable, or, in the case of a returned proposal, whether 

the proposed project was inappropriate for NSF consideration. The Deputy Director may request additional 

information from the PI/PD or the proposing organization and may obtain additional reviews. If additional 

reviews are sought, they are subject to standard review procedures (e.g., instructions must be provided to 

reviewers and conflicts-of-interest policies must be followed). 

(4) The Deputy Director may conduct the further reconsideration personally or may designate another NSF 

official who had no part in the initial evaluation of the proposal or the earlier reconsideration to do so. As used 

here, “Deputy Director” includes such a designated official. 

(5) Within 30 days after a request for further reconsideration is received at NSF, the Deputy Director will 

furnish the results of the further reconsideration, in writing, to the organization. If results cannot be furnished 

within 30 days, the Deputy Director will send the organization a written explanation of the need for more time, 

indicating the date when the results can be expected. 

(6) The decision made by the Deputy Director is final. 

E. Resubmission 

A declined proposal may be resubmitted, but only after it has undergone substantial revision. A resubmitted 

proposal that has not clearly taken into account the major comments or concerns resulting from the prior NSF 

review may be returned without review. The Foundation will treat the revised proposal as a new proposal, 

subject to the standard review procedures. 
Grant Proposal Guide V-1 NSF 07-140 

Chapter V: Renewal Proposals 

A renewal proposal is a request for additional funding for a support period subsequent to that provided by a 

standard or continuing grant. A renewal proposal competes with all other pending proposals and must be 

submitted at least six months before additional funding is required or consistent with an established deadline, 

target date or submission window. In preparing a renewal proposal, proposers should assume that reviewers 

will not have access to previously submitted versions of the proposal. 

All proposals for renewed support of research projects, from academic institutions only, must include information 

on human resources development at the postdoctoral, graduate and undergraduate levels as part of Results 

from Prior NSF Support.38 This may involve, but is not limited to, the role of research in student training, course 

preparation and seminars (particularly for undergraduates). Special accomplishments in the development of 

professional scientists and engineers from underrepresented groups should be described. Graduate students 

who participated in the research should be identified by name. This requirement does not apply to nonacademic organizations. 

PIs are encouraged to discuss renewal proposals with the program prior to submission of a proposal. Unless 

precluded by individual program requirements, PIs may choose either of the following two formats for 

preparation of a renewal proposal. Both types of renewal proposals must be submitted electronically via the 

NSF FastLane System. 

A. Traditional Renewal. The “traditional” renewal proposal is developed as fully as though the proposer 

were applying for the first time. It covers all the information required in a proposal for a new project, including 

results from the prior work. The 15-page limitation on the project description applies. 

B. Accomplishment-Based Renewal. In an "Accomplishment-Based Renewal" (ABR) proposal, the 

Project Description (including the Results from Prior NSF Support) is replaced with the following items: 

1. copies of no more than six reprints39 of publications resulting from the research supported by NSF 

(including research supported by other sources that is closely related to the NSF-supported research) during the 

preceding three to five year period. Of the six publications, two preprints (accepted for publication) may be 

included; 

2. information on human resources development at the postdoctoral, graduate and undergraduate levels; 

and 

3. a brief summary (not to exceed four pages) of plans for the proposed support period. 

All other information required for NSF proposal submission remains the same. 

It must be clearly indicated in the proposal that it is an ABR submission and the box for "Accomplishment-Based 

Renewal" must be checked on the proposal Cover Sheet. ABR proposals may not be submitted for consecutive 

renewals. 

PIs are advised that the ABR is a special type of renewal proposal appropriate only for an investigator who has 

made significant contributions, over a number of years, in the area of research addressed by the proposal. 

Investigators are strongly urged to contact the cognizant Program Officer prior to developing a proposal using 

this format. 

Descriptions of other forms of additional funding support, including continuing grants and supplemental funding 

requests, are contained in AAG Chapter I. 

 

38This requirement applies to both types of renewal proposals: Traditional Renewal and Accomplishment-Based Renewal. 39Reprints should be provided as supplementary documentation and should be submitted electronically via the Proposal 

Preparation Module in the FastLane System. 
Grant Proposal Guide NSF 07-140

Subject Index 

GPG SECTION 

A 

Accomplishment-Based Renewal ...................................................................................... II.C.2d(vi) 

Age Discrimination ............................................................................................................Exhibit II-6 

Alcoholic Beverages.......................................................................................................... II.C.2g(xii) 

Allowability of Costs ................................................................................................................ II.C.2g 

Animal Welfare ............................................................................................II.C.2j, II.D.5, Exhibit II-1 

Antarctic Proposals .........................................................................................................I.E.7, II.C.2j 

Anthropogenic Disasters .....................................................................................................I.F, II.D.1 

Anti-discrimination Statutes...............................................................................................Exhibit II-6 

Appendices....................................................................................................................II.C.2, II.C.2k 

Appointments ...............................................................................................................II.C.2f, II.C.2g 

Authorized Organizational Representative................................................... I.G.2, II.C.1e, III.C, III.D 

Award Recommendations .............................................................................Chapter III, Exhibit III-1 

Awardee Organization............................................................................................................. II.C.2a 

B 

Beginning Investigator................................................................................................... I.G.2, II.C.2a 

Biographical Sketch(es) ...................................................... II.C.2f, II.D.1, II.D.3b, II.D.4, Exhibit II-1 

Biological Sciences Directorate Duplicate Proposal Policy........................................................ I.G.2 

Broader Impacts .......................................................................................................................... III.A 

Budget .................................................................................................................................... II.C.2g 

C 

Certifications.....................................................................................I.G.2, II.C.1, II.C.1e, Exhibit II-1 

 Authorized Organizational Representative or Individual Proposer ............................ II.C.1e 

 Contracts, Grants, Loans and Cooperative Agreements .....................................Exhibit II-5 

 Conflict of Interest ................................................................................... II.C.1e, Exhibit II-2 

 Debarment or Suspension....................................................................... II.C.1e, Exhibit II-4 

 Drug-Free Workplace.............................................................................. II.C.1e, Exhibit II-3 

 Flood Hazard Insurance............................................................................................. II.C.1e 

 Lobbying.................................................................................................. II.C.1e, Exhibit II-5 

 Nondiscrimination.................................................................................... II.C.1e, Exhibit II-6 

Civil Rights Act of 1964 .....................................................................................................Exhibit II-6 

Coffee Breaks and Meals..............................................................................................II.C.2g(xii)(b) 

Collaborative Arrangements......................................................................II.C.2g(vi)(e),II.C.2j, II.D.4 

Collaborative Proposals .............................................................................................I.A, II.D.3, IV.A 

 Submission of a collaborative proposal from one organization.................................. II.D.3a 

 Submission of a collaborative proposal from multiple organizations ......................... II.D.3b 

Collaborators ..........................................................................................................II.C.f(i)(e), II.D.3a 

Colleges...................................................................................................I.E, II.C.2g(i)(a), II.C.2g(vii) 

Co-Editors..........................................................................................................................II.C.2f(i)(e) 

Common Rule for the Protection of Human Subjects ............................................................... II.D.6 

Computer Services.......................................................................................II.C.2g(vi), II.C.2g(vi)(d) 

Conferences .................................................................I.B, I.G.2, II.C.2g(iv), II.C.2g(v), II.D.7, II.D.8

Confidential Budgetary Information..................................................................................II.C.2g(i)(c) 

Conflicts of Interest (COIs)................................................................................ I.D.1, II.C.1c, II.C.1e 

 Potentially Disqualifying COIs ..............................................................................Exhibit II-2 

Consultant Services .................................................................II.C.2g(i)(a), II.C.2g(vi), II.C.2g(vi)(c) 

Contracts under Grants (Subawards) ....................................................... II.C.2g, II.D.3, Exhibit II-5 

Copies of Reviews..........................................................................................III.F, IV.A, IV.C, IV.D.3 
Grant Proposal Guide NSF 07-140

Cooperative Agreements....................................................................... I.H, II.C.1e, Exhibit II-5, III.e 

Cost Principles ........................................................................................................................ II.C.2g 

Cost Sharing...............................................................................................................II.C.2g(xi), III.D 

Cover Sheet...............................................I.D.2, I.D.3, I.G.1, I.G.2, II.A, II.C.1e, II.C.2a, Exhibit II-1 

Current and Pending Support.................................................................. II.C.2h, II.D.3b, Exhibit II-1 

D 

Data Universal Identifier Number (DUNS) .............................................................................. II.C.2a 

Deadline Dates............................................................................................................................I.F.2 

Dear Colleague Letters .............................................................................................................. I.C.1 

Debarment and Suspension................................................................................. II.C.1e, Exhibit II-4 

Declination of Proposal ......................................................................................................IV.C, IV.D 

Definitions of Categories of Personnel..............................................................................Exhibit II-7 

Dependents Travel Costs...............................................................................................II.C.2g(iv)(c) 

Deviation Authorization ..............................................................I.F, II.A, II.C.2d, II.C.2k, Exhibit II-1 

Direct Costs............................................................................................................................. II.C.2g 

Disasters (Natural or anthropogenic) ..................................................................................I.F, II.D.2 

Disclosure of Lobbying Activities (SF LLL) .......................................................... II.C.1e, Exhibit II-1 

Dissemination of Research Results ................................................................................II.C.2d, III.A

Dissemination Costs.......................................................................................................II.C.2g(vi)(b) 

Doctoral Dissertation Research Grants.....................................................................I.E, I.G.2, II.D.9 

Documentation Costs.....................................................................................................II.C.2g(vi)(b) 

Domestic Travel .............................................................................................................II.C.2g(iv)(b) 

Duration Information................................................................................................................ II.C.2a 

E 

Electronic Submission Requirements ..................................................... I.A, I.B, I.D, I.G.1, II.B, II.C 

Encourage/Discourage Decisions ............................................................................................ I.D.2b 

Endangered Species................................................................................................................ II.C.2j 

Entertainment Costs......................................................................................................II.C.2g(xii)(a) 

Environmental Impact............................................................................................................... II.C.2j 

Equipment: 

 Definition ............................................................................................................... II.C.2g(iii) 

 General Purpose ......................................................................................................... II.C.2f 

 Proposals ..................................................................................................................... II.D.4 

 Special Purpose .....................................................................................II.C.2g(vi)(d)II.D.2a 

Executive Order 

 12372, Intergovernmental Review of Federal Programs ............................................ II.C.2j 

 12770, Metric Usage in Federal Government Programs .............................................. I.D.3 

Expendable Personal Property ............................................................see “Materials and Supplies” 

Expenditures: 

 Allowability of Costs .........................................................................................II.C.2g, II.D.7 

F 

Facilitation Award for Scientists and Engineers with Disabilities ...................................II.C.2j, II.D.2 

Facilities and Administrative Costs (F&A)................ II.C.2g((i)(a), II.C.2g(v), II.C.2g(viii), II.C.2g(ix) 

Facilities, Equipment and Other Resources..............................................II.C.2i, II.D.3b, Exhibit II-1 

Faculty Associate, Definition .............................................................................................Exhibit II-7 

FastLane System ........................................................I.A, I.D.1, I.G.1, II.B, II.C.1e, IV.A, Chapter V 

 Proposal Preparation Module...................................................I.A, I.D.1, I.G.3, II.C.1, II.C.2 

Federal Agencies ............................................................. I.D.3, I.E.7, I.G.2, I.H, II.C.1e, II.D.7, III.E 

Federal Cost Principles ........................................................................................................... II.C.2g 

Federal Emergency Management Agency.............................................................................. II.C.1e 
Grant Proposal Guide NSF 07-140

Federal-wide Assurance............................................................................................................ II.D.6 

Federally Funded Research and Development Centers (FFRDCs) .......................................... I.E.7 

Fellowships.......................................................................................I.G.2, II.C.2g(viii), II.D.5, IV.D.1 

Financial Disclosure ................................................................................................................ II.C.1e 

Flood Hazard Insurance.......................................................................................................... II.C.1e 

Fonts .............................................................................................................I.B, II.D.7, Exhibit II-1 

For-profit Organizations..................................................................................................I.E.3, II.C.2g 

Foreign Organizations......................................................................................................I.E.6, II.D.5 

Foreign Projects .............................................................................................................II.C.2j, II.D.5 

Foreign Travel ................................................................................................................II.C.2g(iv)(c) 

Fringe Benefits ............................................................................................................II.C.2g(ii), III.D 

Full Proposal ..................................................................................... I.D.1, I.D.2, I.D.3, II.C.2a, IV.B 

Funding Opportunities ...................................................................... I.A, I.B, I.C, I.C.4, I.G.1, II.C.2a

G 

General Purpose Equipment.................................................................................................... II.C.2f 

Graduate Advisors.............................................................................................................II.C.2f(i)(e) 

Graduate Students ......................................... I.E, II.C.2g(i)(b), II.D.2, II.D.9, Exhibit II-7, Chapter V 

Grant: 

 Budget ........................................................................................................................ II.C.2g 

 Financial Disclosure ................................................................................................... II.C.1e

 International Travel....................................................................................................... II.D.8 

 Renewal.......................................................................... Exhibit II-1, Exhibit II-5, Chapter V 

Grantee: 

 Organization ....................................................................... I.D.3, II.C.2a, II.C.2g(vi), II.D.2b 

 Share.......................................................................................................see “Cost Sharing”

Grants.gov................................................................................................. I.A, I.B, I.G.1, Exhibit III-1 

 Grants.gov Application Guide .......................................................................................... I.A 

Grants and Agreements, Division of .............................................................................. I.E, I.H, III.E

Greenland................................................................................................................................. II.C.2j 

Group Proposals .................................................................................................................II.C.2e(v) 

H 

Hazardous Materials ................................................................................................................ II.C.2j 

High Resolution Graphics.............................................................................................. I.G.1, II.C.2a 

Historic Places..............................................................................................................II.C.2a, II.C.2j 

Human Subjects ................................................................ II.C.2a, II.C.2g, II.C.2j, II.D.6, Exhibit II-1 

I 

Indirect Costs .......................................................................................................................... II.C.2g 

 Exceptions to Basic Policy ......................................................................................... II.C.2g 

Information About Principal Investigators/Project Directors and co-Principal Investigator/ 

 and co-Project Directors.......................................................................... II.C.1a, Exhibit II-1 

Integrating Diversity into NSF Programs, Projects & Activities................................................... III.A 

Integration of Research and Education....................................................................................... III.A 

Intellectual Merit ..................................................................................................... II.C.2b, III.A, III.B 

Intergovernmental Review of Federal Programs ................................................................. II.C.2j 

International: 

 Cooperative Activities............................................................................................................ 

 Projects..............................................................................................See “Foreign Projects” 

 Travel...................................................................................................... II.C.2g(iv)(c), II.D.8 

 Travel Proposals .......................................................................................................... II.D.8 

Investigator Financial Disclosure ............................................................................................ II.C.1e 

Invite/Not Invite Decisions.......................................................................................................... I.D.2 
Grant Proposal Guide NSF 07-140

L 

Large Facilities Projects ..................................................................................................II.D.11, III.A 

Letter of Intent ...................................................................................................................I.C.4, I.D.1 

List of Suggested Reviewers or Reviewers Not to Include ................................... I.C.1c, Exhibit II-1 

Lobbying............................................................................................................................................. 

 Certification ............................................................................................. II.C.1e, Exhibit II-5 

 Disclosure of Lobbying Activities..........................................II.C.1e, Exhibit II-1, Exhibit II-5 

Local Governments .................................................................................................................... I.E.4 

M 

Major Facilities ........................................................................................................................ II.D.11 

Margin and Spacing Requirements........................................................................... II.B, Exhibit II-1 

Materials and Supplies.................................................................................II.C.2g(vi), II.C.2g(vi)(a) 

Meals and Coffee Breaks..............................................................................................II.C.2g(xii)(b) 

Meetings and Conferences ..........................................I.B, I.G.2, II.C.2g(iv), II.C.2g(v), II.D.7, II.D.8 

Merit Review Criteria ......................I.C.2, I.C.3, I.C.4, I.D.3, II.C.2b, II.C.2d, Exhibit II-1, Chapter III 

Metric Conversion Act of 1975 ................................................................................................... I.D.3 

Minority-Owned Business......................................................................................................... I.C.2a 

Misconduct in Science................................................................................................................ I.D.3 

"My NSF"....................................................................................................................................... I.B 

N 

National Environmental Policy Act of 1969 .............................................................................. II.C.2j 

National Register of Historic Places......................................................................................... II.C.2j 

National Flood Insurance Act .................................................................................................. II.C.1e 

National Science Board......................................................I.C.2, I.C.3, II.C.2g(ix), III.A, III.B, IV.D.1 

Natural Disasters.................................................................................................................I.F, II.D.2 

New Awardee .....................................................................................................................Chapter II 

Nonexpendable Personal Property ......................................................................... see “Equipment” 

Non-Discrimination Statutes................................................................................. II.C.1e, Exhibit II-6 

Non-academic Organization.................................................................I.E.2, II.C.2g(i)(a), Chapter V 

Non-award Decisions and Transactions ...........................................................................Chapter IV 

Non-profit Organization ....................................................................................................I.E.2, II.D.8 

NSF Prospective New Awardee Guide ..............................................................................Chapter II 

NSF Unit of Consideration....................................................................................................... II.C.2a 

NSF-Use Only ........................................................................................................................... II.C.1 

O 

OMB Circulars ......................................................................................................................... II.C.2g 

Other Direct Costs.............................................................................................................. II.C.2g(vi) 

Other Personnel .................................................................................................... II.C.2f, Exhibit II-7 

Other Professional, Definition............................................................................................Exhibit II-7 

Overhead............................................................................................................ see “Indirect Costs” 

P 

Page Formatting Instructions ....................................................................................................... II.B 

Page Limitations...........II.C.2b, II.C.2d(ii), II.C.2d(iii), II.C.2d(v), II.C.2e, II.C.2f, II.C.2g, II.C.2j, II.D 

 .................................................................................Exhibit II-1, III.D, IV.B, IV.D.2, V.A, V.B 

Pagination Instructions................................................................................................................. II.B 

Participants Support .............................................................................II.C.2g(v), II.C.2g(viii), II.D.7 
Grant Proposal Guide NSF 07-140

Performing/Research Organization......................................................................................... II.C.2a 

Person Months .............................................................II.C.2g(i)(b), II.C.2g(i)(c), II.C.2h, Exhibit II-7 

Personnel, Definitions .......................................................................................................Exhibit II-7 

PI/PD: 

 Compensation .............................................................................................. II.C.2g(i), II.D.8 

 Definition ..............................................................................................................Exhibit II-7 

 Information about PI/PDs and co-PIs/co-PDs......................................... II.C.1a, Exhibit II-1 

Postdoctoral Associate......................................................................................................... II.C.2f(ii) 

Postdoctoral Scholar .........................................................................................................Exhibit II-7 

Postdoctoral Sponsor........................................................................................................II.C.2f(i)(e) 

Postgraduate-Scholar Sponsor .........................................................................................II.C.2f(i)(e) 

Potentially Disqualifying Conflicts of Interest ....................................................................Exhibit II-2

Preliminary Proposal .........................................................................................................I.C.4, I.D.2 

Preservation of Historic Places ....................................................................................II.C.2a, II.C.2j 

Previous NSF Award............................................................................................................... II.C.2a 

Principal Investigator (PI) .................................................................................... II. C.2a, Exhibit II-7 

 PI Information .......................................................................II.C.1a, Exhibit II-1, Exhibit II-1 

Principles, Federal Cost .......................................................................................................... II.C.2g 

Privileged Information.................................................... I.D.3, II.C.1d, II.C.2g(i)(c), Exhibit II-1, III.G 

Professional Preparation...................................................................................................II.C.2f(i)(a) 

Program Announcement ............................................................................................................ I.C.3 

Program Description................................................................................................................... I.C.2 

Program Solicitation ................................................................................................................... I.C.4 

Project Description: .........................................................I.G.1, II.C.2d, II.C.2e, II.C.2j, II.D.1, II.D.2, 

 ........................................................................... II.D.3, II.D.4, II.D.5, Exhibit II-1, Chapter V 

Project Summary..................................................................................................................... II.C.2b 

Property: 

 Equipment ............................................................................................................. II.C.2g(iii) 

 Materials and Supplies......................................................................................II.C.2g(vi)(a) 

Proposal: 

 Certifications........................................................................I.G.2, II.C.1, II.C.1e, Exhibit II-1 

 Conference................................................................................................................... II.D.7 

 Contents .......................................................................................................................... II.C 

 Cover Sheet .........................................................................II.C.2a, Exhibit II-1, Exhibit II-3 

 Declinations...........................................................................III.F, IV.A, IV.C, IV.D.1, IV.D.3 

 Deviations......................................................................I.F, II.A, II.C.2d, II.C.2k, Exhibit II-1 

 File Updates .......................................................................................................... III.C, IV.A 

 Format ............................................................................................................................. II.B 

 International Travel....................................................................................................... II.D.8 

Margin and Spacing Requirements.............................................................. II.B, Exhibit II-1 

 Page Formatting.............................................................................................................. II.B 

 Pagination Instructions.................................................................................................... II.B 

 Preparation Checklist ...........................................................................................Exhibit II-1 

 Processing........................................................................................................................ I.H 

 Receipt .......................................................................................................................... I.G.3 

 Reconsideration .............................................................................................................IV.D 

 Renewed Support................................................................... II.C.2d(vi), II.D.1a, Chapter V 

 Return without Review ................................................................................II.A, IV.B, IV.D.1 

 Revisions Made During the Review Process ................................................................. III.D 

 Sections........................................................................................................................ II.C.2 

 Status ............................................................................................................................ I.G.3 

 Submission....................................................... I.A, I.C, I.D, I.E, I.F, I.G, II.A, II.B, II.C, II.D, 

 ..........................................................................................Exhibit II-1, IV.A, IV.E, Chapter V 

 Symposia.........................................................I.B, I.G.2, II.C.2g(iv), II.C.2g(v), II.D.7, II.D.8 

 Time Sensitive Proposals................................................................................................. I.H 

 Title....................................................................................................................I.D.1, II.C.2a 

 Withdrawal............................................................................................................Chapter IV 

Proprietary Information.................................................. I.D.3, II.C.1d, II.C.2g(i)(c), Exhibit II-1, III.G 
Grant Proposal Guide NSF 07-140

Prospective New Awardee Guide ......................................................................................Chapter II 

Publications ....................................................................................II.C.2d(iii), II.C.2d(vi), II.C.2f(i)(c) 

R 

Reconsideration of Proposals .....................................................................................................IV.D 

Rehabilitation Act of 1973 .................................................................................................Exhibit II-3 

References Cited..........................................................................II.C.2e, II.C.2j, II.D.3b, Exhibit II-1 

Release of Grantee Proposal Information................................................................................... III.G

Renewed Support............................................................................................................... II.C.2d(vi) 

 Traditional Renewal......................................................................................................... V.A 

 Accomplishment-Based Renewal ................................................................................... V.B 

Research Assistant, Definition ..........................................................................................Exhibit II-7 

Research Equipment....................................................................................................II.C.2g, II.C.2i 

Research Experiences for Undergraduates............................................................................. II.C.2j 

Research in Undergraduate Institutions................................................................................... II.C.2j 

Research Misconduct................................................................................................................. I.D.3 

Research Opportunity Awards ................................................................................................. II.C.2j 

Results from Prior NSF Support.........................................................II.C.2d, Exhibit II-1, Chapter V 

Resubmission of Proposal........................................................................................................... IV.E 

Return without Review .........................II.A, II.B, II.C.2b, II.C.2j, Exhibit II-1, Exhibit III-1, IV.B, IV.E 

Review Criteria ...............................I.C.2, I.C.3, I.C.4, I.D.3, II.C.2b, II.C.2d, Exhibit II-1, Chapter III 

Reviews, Copies of.........................................................................................III.F, IV.A, IV.C, IV.D.3 

Revisions to Proposals (Made During the Review Process)........................................... III.D, IV.D.1 

S 

Salaries and Wages ............................................................................................................II.C.2.g(i) 

 Policies ...............................................................................................................II.C.2.g(i)(a) 

 Procedures .........................................................................................................II.C.2.g(i)(b) 

 Confidential Budgetary Information....................................................................II.C.2.g(i)(c) 

Selection of Reviewers................................................................................................................ III.B 

Senior Personnel..................................................... II.C.2f(i), II.C.2h, II.D.2, Exhibit II-2, Exhibit II-7 

Sex Discrimination...................................................................................................... I.E, Exhibit II-6 

Single Copy Documents............................................................................. I.D.3, II.C.1e, Exhibit II-1 

Small Business......................................................................................................I.E, II.C.2a, IV.D.2 

Small Grants for Exploratory Research.........................................................................II.C.2a, II.D.1 

Special Exceptions (to Deadline Date Policy)................................................................................I.F

Special Guidelines..................................................................................................... II.D, Exhibit II-1 

Special Information................................................................................................ II.C.2j, Exhibit II-1 

Sponsored Projects Office.......................................................I.D.2, I.G.3, II.C.2a, II.C.2j, III.C, IV.A 

State Governments ................................................................ I.E, II.C.2g, II.C.2h, II.c.2j, Exhibit II-3 

Students ................................................... I.E, II.C.2f, II.C.2g, II.D.2, II.D.7, II.D.10, III.A, Chapter V 

Subawards, subcontracts.......................................................................... II.C.2g, II.D.3, Exhibit II-5 

Submission 

 Instructions .................................................................................................I.G.2, Exhibit II-1 

 Windows.........................................................................................................................I.F.3 

Summer Salaries..................................................................................................................... II.C.2g 

Supplementary Documentation........................................... II.C.2, II.C.2d, II.C.2j, II.D.5, Exhibit II-1 

Supplies.................................................................................................. see Materials and Supplies 

Synergistic Activities................................................................................................................. II.C.2f 

SF LLL, Disclosure of Lobbying Activities............................................................ II.C.1e, Exhibit II-1 
Grant Proposal Guide NSF 07-140

T 

Table of Contents .....................................................................................................................II.V.2c 

Target Dates...................................................................................................................................I.F 

Thesis Advisor.......................................................................................................................... II.C.2f 

Title of Proposed Project................................................................................................I.D.1, II.C.2a 

Total Direct Costs.................................................................................................................... II.C.2g 

Traditional Renewal...................................................................................................................... V.A 

Training Equipment ......................................................................see “Special Purpose Equipment” 

Travel Allowances: 

 Dependent of Key Project Personnel......................................................................... II.C.2g 

 Domestic .................................................................................................................... II.C.2g 

 Foreign ....................................................................................................................... II.C.2g 

Two-Ninths Rule...................................................................................................................... II.C.2g 

U 

Unallowable Costs............................................................................................................. II.C.2g(xii) 

 Alcoholic Beverages............................................................................................. II.C.2g(xii) 

 Entertainment Costs............................................................................................. II.C.2g(xii) 

 Meals and Coffee Breaks..................................................................................... II.C.2g(xii) 

Unaffiliated Individuals ................................................................................................... I.E.5, IV.D.1 

Undergraduate Student, Definition....................................................................................Exhibit II-7 

Unit of Consideration............................................................................................................... II.C.2a 

Universal Resource Locators (URLs)...................................................................................... II.C.2d

Universities.................................................................................................................................... I.E 

Unfunded Collaborations.................................................................................................... II.C.2d(iv) 

U.S.-Flag Air Carriers.............................................................................................................. II.C.2g 

V 

Vertebrate Animals.........................................................................II.C.2a, II.C.2j, II.D.5, Exhibit II-1 

Veterans Administration ................................................................................................................ I.E 

Visual Materials ....................................................................................................................... II.C.2d 

W 

Withdrawal of Proposal ............................................................................................................... IV.A 

Woman-Owned Business........................................................................................................ II.C.2a 
PROPOSAL AWARD POLICIES 

 PROCEDURES GUIDE

AND

AND

PROPOSAL AWARD POLICIES 

 PROCEDURES GUIDE

AND

AND

THE NATIONAL SCIENCE FOUNDATION

Part II - Award & 

Administration Guidelines

Part II - Award & 

APRIL 2007 

EFFECTIVE JUNE 1, 2007 

APRIL 2007 

EFFECTIVE JUNE 1, 2007 

OMB Control Number: 3145-0058

NSF 07-140
Award & Administration Guide 

Summary of Significant Changes 

Overall Document – The NSF Grant Policy Manual (GPM), which previously was a standalone 

document, has been incorporated as Part II of the new NSF Proposal & Award Policies & 

Procedures Guide (PAPPG). The GPM has been renamed the NSF Award & Administration 

Guide (AAG). Previous GPM references have been updated with references to the applicable 

AAG section. In addition, internal references and links have been updated as necessary, and 

minor editorial changes have been made throughout the document to either clarify or enhance the 

intended meaning of a sentence or section. 

Chapter I – Section A, Acceptance of Assistance Agreements, is new guidance which 

indicates that drawdown of NSF funds is the usual mechanism used to indicate acceptance of an 

NSF award. Procedures are provided should an awardee decide not to accept an award. 

Chapter I – Section D.3, Changes in Grant Periods, has been clarified to show that the 

effective date of an award cannot be changed once an award has been made. 

Chapter I – Section E.3, Continuing Support (Continuing Grants), has been supplemented to 

clarify that generally grantees do not need to request formal approval for continuing grant 

increments. Increments will be funded at the level indicated in the award notice as long as 

satisfactory progress has been made, NSF has funds available, and the grantee has submitted 

an annual report and it has been approved by NSF. Continuing grant increments are released 

when the cognizant NSF Program Officer approves the annual report. 

Chapter II – Section D, Cost Sharing, has been substantially revised to reflect the National 

Science Board’s (NSB) decision to eliminate NSF program-specific cost sharing. In accordance 

with this NSB policy, there is no expectation by the Foundation that proposals submitted for 

funding will include cost sharing. In addition, there also has been a change to the previous 

statutory (1%) cost sharing requirement. In accordance with prior Congressional requirements, 

NSF required that each grantee share in the cost of research projects resulting from unsolicited 

proposals. The appropriations providing funds to NSF no longer contain this language and 

therefore, the statutory cost sharing requirement of 1% is eliminated. 

Chapter II – Section E.5, Grant Closeout, has been clarified to explain the timing and basis on 

which NSF grants are financially and administratively closed. 

Chapter IV – Section A, Conflict of Interest Policies, has been updated to provide more 

current reference guidance on conflict of interest policies issued by university associations and 

scientific societies. 

Chapter V – Section B.6.a, Consultant Services, has been revised to reflect that NSF 

appropriations no longer identify a specific limitation on payments to consultants. Payments for 

consultant services should be comparable to the normal fees charged and received by the 

consultant for comparable services. 

Chapter V – Section B.8.a, Participant Support Costs, has been supplemented with guidance 

on classifying costs for projects conducted at local school districts where the participants being 

trained are employees. 

Chapter V – Section C.5.i, Meetings and Conferences, has been updated to clarify that travel, 

meal, and hotel expenses of awardee employees who are not on travel status are unallowable. 
Chapter V – Section D, Indirect Costs, has been clarified to show that, for colleges and 

universities subject to OMB Circular A-21, a special limitation concerning predetermined indirect 

cost rates applies. The Exceptions to Basic Policy section also has been clarified to state that 

foreign grantees may be able to recover indirect costs, if they have a previously negotiated rate 

agreement with a US Federal agency. 

Chapter VI – Section D, Intellectual Property, has been revised to remove the Patent Rights, 

Copyrightable Material and Intellectual Property Rights clauses and instead provide web links 

where this information is located in full text. Also, the requirement to submit invention reports in 

paper to NSF has been updated to reflect that all reports should now be submitted electronically 

via the iEdison Invention Information Management System maintained by the National Institutes 

of Health. 

Chapter VI – Section L, National Security, has been updated to inform grantees that, if any 

research results involve potentially classifiable information that may warrant Government 

restrictions on the dissemination of the results, the PI should promptly notify the cognizant NSF 

Program Officer, or the person identified in the Agency Specific Requirements. 

Chapter VII – Section C.2.e, Research Misconduct, includes a link to online training in 

research ethics provided by the Office of Research Integrity. Also, this AAG chapter 

encompasses coverage from the final chapter of the GPM and has been renamed Grant 

Administration Disputes and Misconduct. 
Award & Administration Guide i NSF 07-140

Table of Contents 

Summary of Significant Changes................................................................................................................ 

Chapter I: NSF Awards.....................................................................................................................I-1 

A. Acceptance of Assistance Agreements .........................................................................................I-1 

B. Award Instrument...........................................................................................................................I-1 

C. NSF Award Conditions...................................................................................................................I-2 

 1. NSF Award Conditions......................................................................................................I-2 

 2. Basic Conditions ...............................................................................................................I-2 

 3. Availability .........................................................................................................................I-2 

D. NSF Grant Periods.........................................................................................................................I-3 

 1. Definitions .........................................................................................................................I-3 

 2. Significance of Grant Period .............................................................................................I-3 

 3. Changes in Grant Periods.................................................................................................I-3 

 a. Effective Date.......................................................................................................I-3 

 b. Expiration Date.....................................................................................................I-3 

 c. No-Cost Extension ...............................................................................................I-3 

 d. Two-Year Extensions for Special Creativity.........................................................I-4 

E. Additional Funding Support............................................................................................................I-4 

 1. Types of Additional Funding Support................................................................................I-4 

 2. Renewed Support (Standard Grants) ...............................................................................I-4 

 3. Continued Support (Continuing Grants)............................................................................I-4 

 4. Supplemental Support ......................................................................................................I-5 

Exhibit I-1 Statutes, Executive Orders and Other Directives .............................................................I-6 

Chapter II: Grant Administration .....................................................................................................II-1 

A. Monitoring Project Performance ...................................................................................................II-1 

 1. Grantee Responsibilities ..................................................................................................II-1 

 2. Grantee Notifications to NSF and Requests for NSF Approval .......................................II-1 

B. Changes in Project Direction or Management ..............................................................................II-1

 1. Changes in Objectives, Scope or Methodology...............................................................II-1 

 a. Changes in Objectives or Scope.........................................................................II-1 

 b. Changes in Methodology ....................................................................................II-2 

 c. Significant Changes, Delays or Events of Unusual Interest ...............................II-2 

 2. Changes in PI/PD, co-PI/co-PD or Person-Months Devoted to the Project ....................II-2 

 a. Background.........................................................................................................II-2 

 b. Basic Requirements............................................................................................II-2 

 c. Short-Term Absence of PI/PD or co-PI/co-PD....................................................II-2 

 d. Long-Term Absence of PI/PD or co-PI/co-PD ...................................................II-2 

 e. Change in Person-Months Devoted to the Project .............................................II-3 

 f. Withdrawal of PI/PD or co-PI/co-PD ..................................................................II-3 

 g. Substitute PI/PD or co-PI/co-PD ........................................................................II-3 

 h. Disposition of a Grant When a PI/PD or co-PI/co-PD Transfers from One 

Organization to Another Organization ................................................................II-3 

 3. Contracting or Transferring the Project Effort (Subawards).............................................II-4 

C. Changes in the Grant Budget .......................................................................................................II-5 

 1. OMB Directives ................................................................................................................II-5 

 2. Grant Changes and Approvals.........................................................................................II-5 

D. Cost Sharing ............................................................................................................................II-5 

 1. Statutory Cost Sharing Requirement ...............................................................................II-6 

 2. Awards Issued Prior to Elimination of Statutory Cost Sharing Requirements .................II-6 

 3. Method of Providing Contributions...................................................................................II-6 

 4. Cost Sharing Records and Reports .................................................................................II-7 

 5. Cost Sharing Commitments .............................................................................................II-7 
Award & Administration Guide ii NSF 07-140

E. Technical Reporting Requirements...............................................................................................II-7 

 1. Annual Project Reports ....................................................................................................II-8 

 2. Final Project Report .........................................................................................................II-8 

 3. Final Technical Information Items....................................................................................II-8 

 4. Compliance with Technical Reporting Requirements......................................................II-9 

 5. Grant Closeout.................................................................................................................II-9 

F. Records Retention and Audit ........................................................................................................II-9 

Exhibit II-1 Grantee Notifications to and Requests for Approval From the 

 National Science Foundation.........................................................................................II-10 

Chapter III: Financial Requirements and Payments......................................................................III-1 

A. Standards for Financial Management..........................................................................................III-1 

B. Definitions ....................................................................................................................................III-1 

C. Payment Requirements................................................................................................................III-2 

 1. Requesting Payments.....................................................................................................III-2 

 2. Payment Policies.............................................................................................................III-2 

 3. Request for Advance.......................................................................................................III-2 

4. Special Payment Grantees .............................................................................................III-3 

 5. Working Capital Advance................................................................................................III-3 

 6. Grantee EFT Update.......................................................................................................III-3 

7. Use of Women-Owned and Minority-Owned Banks .......................................................III-3 

D. Cash Refunds And Credits To NSF.............................................................................................III-4 

 1. Final Unobligated Balance..............................................................................................III-4 

2. Erroneous Payments.......................................................................................................III-4 

 3. Interest Earned on Advance Payments ..........................................................................III-4 

 4. Program Income..............................................................................................................III-4 

 5. Other Cost Credits ..........................................................................................................III-5 

E. Grant Financial Reporting Requirements.....................................................................................III-5 

 1. Quarterly Disbursement Reporting-Federal Cash Transactions Report (FCTR)............III-5 

 2. Final Disbursement Reporting ........................................................................................III-5 

Exhibit III-1 Request for Advance or Reimbursement Form (SF 270) ...............................................III-7 

Chapter IV: Grantee Standards........................................................................................................IV-1 

A. Conflict of Interest Policies...........................................................................................................IV-1 

B. Financial Management Systems Standards ................................................................................IV-2 

C. Procurement Standards ...............................................................................................................IV-2 

D. Property Management Standards................................................................................................IV-3 

 1. Title to Equipment ...........................................................................................................IV-3 

 a. Title to Equipment - Non-Profit Organizations ...................................................IV-3 

 b. Title to Equipment - Commercial Organizations ................................................IV-3 

 2. Conditions for Acquisition and Use of Equipment...........................................................IV-3 

 3. Principles Relating to Use of NSF-Supported Research Instrumentation & Facilities ...IV-4 

4. Property Management Standards When Title Retained by NSF ....................................IV-4 

 5. Excess Government Personal Property..........................................................................IV-5 

 a. Policy..................................................................................................................IV-5 

 b. Eligibility .............................................................................................................IV-5 

c. Procedures.........................................................................................................IV-5 

 d. Visiting Holding Agency Facilities ......................................................................IV-6 

e. Dollar Limitation .................................................................................................IV-6 

 f. Restrictions ........................................................................................................IV-7 

 g. Costs ..................................................................................................................IV-7 

 h. Title ....................................................................................................................IV-8 

 i. Accountability and Recordkeeping.....................................................................IV-8 
Award & Administration Guide iii NSF 07-140

Chapter V: Allowability of Costs......................................................................................................V-1 

A. Basic Considerations ....................................................................................................................V-1 

 1. Federal Cost Principles....................................................................................................V-1 

 a. Applicability to Grantees .....................................................................................V-1 

 b. Applicability to Subrecipients ..............................................................................V-1 

 c. Conflicting Guidelines .........................................................................................V-1 

 2. Other Considerations .......................................................................................................V-1 

 a. Maximum Obligation ...........................................................................................V-1 

 b. Pre-Award Costs.................................................................................................V-1 

 c. Post-Expiration Costs .........................................................................................V-2 

 3. Prior Approval ..................................................................................................................V-2 

a. OMB Directive.....................................................................................................V-2 

 b. NSF Prior Approval Policy ..................................................................................V-2 

B. Direct Costs...................................................................................................................................V-2 

1. Salaries, Wages and Fringe Benefits...............................................................................V-2 

 a. Salaries and Wages............................................................................................V-2 

 b. Fringe Benefits....................................................................................................V-3 

2. Equipment........................................................................................................................V-3 

 a. Related Equipment Guidelines ...........................................................................V-3 

b. Definitions ...........................................................................................................V-3 

 c. Special Purpose Equipment................................................................................V-4 

 d. General Purpose Equipment...............................................................................V-4 

 3. Materials and Supplies.....................................................................................................V-4 

 4. Travel Costs.....................................................................................................................V-4 

5. Computer Costs ...............................................................................................................V-5 

 6. Consultant Services .........................................................................................................V-5 

a. Outside Consultants............................................................................................V-5 

 b. Intra-University Consulting..................................................................................V-6 

 c. Federal Employees .............................................................................................V-6 

 7. Publication, Documentation and Dissemination ..............................................................V-6 

 8. Participant Support Costs ................................................................................................V-6 

 a. General ...............................................................................................................V-6 

 b. Stipends or Subsistence Allowances..................................................................V-7 

c. Travel Allowances...............................................................................................V-7 

C. Other Direct Costs.........................................................................................................................V-7 

1. Rearrangements and Alterations .....................................................................................V-7 

 2. News Release Costs........................................................................................................V-8 

3. Rental or Lease of Facilities or Special Purpose Equipment...........................................V-8 

 4. Relocation Costs..............................................................................................................V-8 

 5. Meetings and Conferences ..............................................................................................V-8 

D. Indirect Costs ................................................................................................................................V-9 

 1. NSF Policy .......................................................................................................................V-9 

 a. Basic Policy.........................................................................................................V-9 

 b. Exceptions to Basic Policy............................................................................... V-11 

 2. Rebudgeting of Indirect Cost Funds Provided Under NSF Grants ............................... V-12 

 3. NSF Cognizant Organizations ...................................................................................... V-12 

E. Fee Payments Under NSF Grants ............................................................................................. V-12 

Chapter VI: Other Post Award Requirements and Considerations............................................. VI-1 

A. Non-Discrimination Statutes ........................................................................................................VI-1 

 1. General ...........................................................................................................................VI-1 

 2. Civil Rights Act of 1964...................................................................................................VI-1 

a. Background........................................................................................................VI-1 

 b. NSF Regulations................................................................................................VI-1 

 c. Civil Rights Certification - Subrecipients............................................................VI-1 

d. Grant Conditions ................................................................................................VI-1 
Award & Administration Guide iv NSF 07-140

 3. Rehabilitation Act ............................................................................................................VI-1 

 a. Background........................................................................................................VI-1 

 b. NSF Regulations................................................................................................VI-2 

 c. Section 504 Certification - Subrecipients...........................................................VI-2 

 d. Grant Conditions ................................................................................................VI-2 

 4. Title IX - Sex Discrimination............................................................................................VI-2 

 a. Background .......................................................................................................VI-2 

b. NSF Regulations................................................................................................VI-2 

c. Grant Conditions ................................................................................................VI-2 

 5. Age Discrimination Act....................................................................................................VI-2 

 a. Background........................................................................................................VI-2 

b. NSF Regulations................................................................................................VI-2 

 c. Grant Conditions ................................................................................................VI-2 

 6. Equal Employment Opportunity under E.O. 11246.........................................................VI-3 

a. Background........................................................................................................VI-3 

 b. Grant Conditions ................................................................................................VI-3 

B. Protection of Living Organisms ....................................................................................................VI-3 

 1. Human Subjects..............................................................................................................VI-3 

 a. Background........................................................................................................VI-3 

 b. NSF Regulation..................................................................................................VI-3 

 c. Grant Conditions .........................................................................................................VI-3 

 2. Research Involving Recombinant DNA Molecules .........................................................VI-3 

 a. Applicability ........................................................................................................VI-3 

 b. Policy..................................................................................................................VI-3 

 c. Research Requiring Prior Approval of the Director, NIH ...................................VI-4 

 d. Recombinant DNA Research Outside the U.S. .................................................VI-4 

 3. Vertebrate Animals..........................................................................................................VI-4 

 a. Background.................................................................................................................VI-4 

 b. Federal Regulations....................................................................................................VI-4 

 c. Grant Conditions .........................................................................................................VI-5 

4. Government Permits and Activities Abroad ....................................................................VI-5 

C. Construction, Rearrangements and Alterations...........................................................................VI-5 

 1. Davis-Bacon Act..............................................................................................................VI-5 

 2. Bonding and Insurance ...................................................................................................VI-5 

 3. Seismic Safety of Buildings.............................................................................................VI-5 

D. Intellectual Property .....................................................................................................................VI-5 

1. Patents and Inventions ...................................................................................................VI-5 

 a. Background........................................................................................................VI-5 

 b. National Science Foundation Patent Policy.......................................................VI-6 

 c. Standard Patent Rights Clause..........................................................................VI-6 

 d. Electronic Invention Handling ............................................................................VI-6 

2. Copyright.........................................................................................................................VI-7 

a. Rights to Copyrightable Material........................................................................VI-7 

 b. Standard Copyrightable Material Clause ...........................................................VI-7 

 3. Special Patent and Copyright Situations ........................................................................VI-7 

 a. Special Grant Provisions....................................................................................VI-7 

 b. Grants Not Primarily for Research.....................................................................VI-7 

c. Grants Affected by International Agreements....................................................VI-8 

 4. Dissemination and Sharing of Research Results ...........................................................VI-8 

 5. Tangible Property............................................................................................................VI-9 

a. Background........................................................................................................VI-9 

 b. Legal Rights to Tangible Property......................................................................VI-9 

E. Publication/Distribution of Grant Materials ..............................................................................VI-9 

 1. NSF Policy ......................................................................................................................VI-9 

 2. Costs ...............................................................................................................................VI-9 

 3. Responsibilities ...............................................................................................................VI-9 

 4. Grantee Obligations ........................................................................................................VI-9 

F. Program Income........................................................................................................................ VI-10 
Award & Administration Guide v NSF 07-140

1. Background.................................................................................................................. VI-10 

 2. Definition ...................................................................................................................... VI-10 

 3. NSF Policy ................................................................................................................... VI-10 

G. International Considerations ..................................................................................................... VI-10 

 1. Travel to Foreign Countries ......................................................................................... VI-10 

 a. Policy............................................................................................................... VI-10

 b. Use of U.S.-Flag Air Carriers .......................................................................... VI-10 

 c. Use of Foreign-Flag Air Carriers..................................................................... VI-11 

 2. Charter Flights.............................................................................................................. VI-12 

 3. Projects in a Foreign Country ...................................................................................... VI-12 

 4. Passports and Visas .................................................................................................... VI-12 

 5. International Travel Grants .......................................................................................... VI-12 

H. Intergovernmental Review Of Federal Programs ..................................................................... VI-12 

I. Handling of Information............................................................................................................. VI-13 

 1. Questionnaires: Data Collection Under NSF Grants .................................................. VI-13 

 a. Paperwork Control .......................................................................................... VI-13 

b. NSF Policy ...................................................................................................... VI-13 

 2. Release of Information by NSF.................................................................................... VI-13 

 a. Press Releases............................................................................................... VI-13 

 b. Open Government Legislation ........................................................................ VI-13 

 c. Release of Project Reports............................................................................. VI-13 

J. Tax Status ................................................................................................................................. VI-14 

K. Protection of Properties In The National Register of Historic Places ....................................... VI-14 

L. National Security....................................................................................................................... VI-14 

M. Miscellaneous ........................................................................................................................... VI-14 

 1. Liabilities and Losses................................................................................................... VI-14 

2. Pre-College Students and Experimental Curriculum 

 Development Projects.................................................................................................. VI-14 

 3. Use of Metric Measurements ....................................................................................... VI-15 

Chapter VII: Grant Administration Disputes and Misconduct ......................................................VII-1 

A. Suspension And Termination Procedures ..................................................................................VII-1

 1. Definitions ......................................................................................................................VII-1 

2. Suspension and Termination .........................................................................................VII-1 

 a. NSF Policy ........................................................................................................VII-1 

 b. Procedures for Suspension or Termination by NSF .........................................VII-2 

 3. Termination by Mutual Agreement.................................................................................VII-2 

 a. NSF Policy ........................................................................................................VII-2 

 b. Procedures........................................................................................................VII-2 

 4. NSF Suspension or Termination Review Procedure .....................................................VII-2 

B. Informal Resolution Of Grant Administration Disputes ...............................................................VII-3 

 1. Background....................................................................................................................VII-3 

 2. Scope of Post-Award Disputes Covered........................................................................VII-3 

 3. Procedures.....................................................................................................................VII-3 

C. Research Misconduct .................................................................................................................VII-4 

1. NSF Policies and Responsibilities .................................................................................VII-4 

 2. Role of Grantees............................................................................................................VII-4 

 3. Reporting Possible Misconduct......................................................................................VII-5 

Subject Index .............................................................................................................................................. 
Award & Administration Guide I-1 NSF 07-140

Chapter I: NSF Awards 

The Award and Administration Guide (AAG) (Part II of the NSF Proposal & Award Policies & Procedures Guide) 

sets forth NSF policies regarding the award and administration of grants and cooperative agreements and 

implements Office of Management and Budget (OMB) Circular A-110, Uniform Administrative Requirements for 

Grants and Agreements with Institutions of Higher Education, Hospitals, and Other Non-Profit Organizations (2

CFR §215), and 45 CFR §602 (the Common Rule implementing OMB Circular A-102), Uniform Administrative 

Requirements for Grants and Cooperative Agreements to State and Local Governments.

1

 This Guide also 

implements other OMB Circulars, Public Laws, Executive Orders (E.O.) and other directives2

 listed in Exhibit I-1 

insofar as they apply to grants, and is issued pursuant to the authority of Section 11(a) of the NSF Act (42 USC 

§1870). 

This Guide is applicable to NSF grants and cooperative agreements, unless noted otherwise in the award 

instrument. This Guide does not apply to NSF contracts. 

The types of activities funded by NSF and the purposes of NSF funding vary. Consequently, the degree of NSF 

responsibility for and management control of such activities also varies. NSF traditionally uses grants for 

fundamental research and other support activities. The key factor in determining the appropriate award terms 

and conditions is the type of project that is to be funded, not the type of performing organization which will be 

the recipient of the award or the NSF program recommending the award. 

A. Acceptance of Assistance Agreements 

Awardees are free to accept or reject the grant or cooperative agreement as awarded. Normally, a request to 

drawdown NSF funds constitutes acceptance, however, in limited circumstances, NSF may require formal 

acceptance of an award. If an awardee chooses not to accept an award, then a written request should be sent 

to the cognizant NSF Program Officer to withdraw (or terminate) the award. 

B. Award Instrument 

1. Composition of an NSF award includes: 

a. the award notice, including any special conditions applicable to the award and any numbered 

amendments thereto; 

b. the budget, which indicates the amounts, by categories of expense, on which NSF has based its 

support; 

c. the proposal referenced in the award notice; 

d. the applicable NSF conditions referenced in the award notice (see AAG Chapter I.C for listing); and 

e. any NSF program announcement, program solicitation or other documents or special requirements 

incorporated by reference in the award notice. 

2. Award Transmission. NSF transmits awards notices to organizations via e-mail. In addition to the email notification, awardees also may access NSF award notices in FastLane. Sponsored projects offices are 

able to view, print and/or download NSF award notices for their organizations. PIs also may access their award 

notices via FastLane. 

 

1

For purposes of this Guide, references to OMB Circular A-110 also include comparable portions of 45 CFR §602, where 

appropriate. 

2

 Consult AAG Exhibit I-1 for information on obtaining these types of documents. 
Award & Administration Guide I-2 NSF 07-140

C. NSF Award Conditions

1. NSF Award Conditions. Each NSF award notice specifically identifies certain conditions that are 

applicable to, and become part of, that award. When these conditions reference a particular Award and 

Administration Guide section, that section becomes part of the award requirements through incorporation by 

reference. 

2. Basic Conditions. The following types of basic conditions may be made a part of an NSF award, as 

appropriate. 

a. Grant General Conditions. 

(i) Grant General Terms and Conditions (GC-1) are used in most NSF grant awards; 

(ii) Federal Demonstration Partnership General Terms and Conditions (FDP) and NSF Agency Specific

Requirements are used in most grants to participants in the FDP; and 

(iii) Small Business Innovation Research (SBIR) Phase II Grant General Conditions are used in Phase II 

grants under the SBIR program. 

(iv) Foreign Grant General Conditions (FGG) are used for awards to foreign grantees. 

(v) Foreign and International Awardee Conditions for Non-research Projects are used for non-research 

projects to foreign grantees. 

b. Standard Conditions. These types of conditions may either supplement or modify the applicable 

General Conditions described above. 

(i) Administration of NSF Conference or Group Travel Award Grant Special Conditions (FL 26) are used for 

conference or travel grants. 

(ii) Construction Conditions are used for grants which include rearrangements/alterations over $25,000 

(construction). 

(iii) Fixed Amount Award General Conditions (FAA) are used in NSF fixed amount grants. (Note: these 

conditions may establish different financial and other requirements that are not generally used in cost 

reimbursement type grants.) 

c. Cooperative Agreement3

 Programmatic Terms and Conditions (CAPTC) and Cooperative Agreement 

Financial/Administrative Terms and Conditions (CAFATC) are used in NSF cooperative agreements. 

(i) CA Programmatic Terms and Conditions provide guidance on project governance, reporting, 

management and oversight of the project. 

(ii) CA Financial/Administrative Terms and Conditions outline both government-wide and NSF policies 

regarding assistance awards as well as the management of funds that support the project. 

3. Availability. The latest version of each set of these general and standard conditions, as well as prior 

archived versions, is available electronically on NSF’s website at http://www.nsf.gov/awards/managing/. 

 

3

 See also Proposal & Award Policies & Procedures Guide (PAPPG) Introduction, Section D.2b for additional information on 

cooperative agreements that involve MREFC and operations activities. 
Award & Administration Guide I-3 NSF 07-140

D. NSF Grant Periods 

1. Definitions 

a. EFFECTIVE DATE is the date specified in the grant notice on or after which, except for fixed amount 

awards, expenditures may be charged to the grant. With the exception of PI transfers, the effective date used 

by NSF is either the 1st or the 15th day of the month. If no effective date is specified, then the date of the grant 

notice is the effective date. (See, however, AAG Chapter V.A.2b) 

b. EXPIRATION DATE is the date specified in the grant notice after which expenditures may not be 

charged against the grant except to satisfy obligations to pay allowable project costs committed on or before 

that date. The expiration date is the last day of a month. 

c. GRANT PERIOD is the period of time between the effective date and the expiration date of an NSF 

grant shown as the duration. 

2. Significance of Grant Period 

a. Except in fixed amount awards, an NSF grant gives authority to the grantee to commit and expend 

funds for allowable costs (see AAG Chapter VI) in support of the project up to the grant amount specified in the 

grant notice at any time during the grant period. 

b. Except as provided in AAG Chapter V.A.2b, Chapter V.A.2c, or Chapter V.B.7, expenditures may not be 

charged prior to the effective date or subsequent to the expiration date under an NSF cost reimbursement grant. 

3. Changes in Grant Periods 

a. Effective Date 

Once an award is made, the effective date cannot be changed; however, awardees have the authority to incur 

pre-award costs as outlined in AAG Chapter V.A.2b. 

 

b. Expiration Date 

The expiration date may be changed as a result of approval of a request for continued support of a continuing 

grant, for a no-cost grant extension, or by approval of a request for supplemental support. If approved, the NSF 

Grants and Agreements Officer will issue an amendment to the grant. 

c. No-Cost Extension 

(i) Grantee-Approved Extension. Grantees may authorize a one-time extension of the expiration date of 

the grant of up to 12 months if additional time beyond the established expiration date is required to assure 

adequate completion of the original scope of work within the funds already made available.4

 This one-time 

extension may not be exercised merely for the purpose of using the unliquidated balances. Grantees are not 

authorized to extend an award that contains a zero balance. The grantee shall notify NSF, providing supporting 

reasons for the extension and the revised expiration date, at least ten days prior to the expiration date specified 

in the grant to ensure accuracy of NSF’s grant data. All grantee-approved extension notifications must be 

submitted via the FastLane system. For grantee-approved extensions, no amendment will be issued. 

(ii) NSF-Approved Extension 

(a) If additional time beyond the extension provided by the grantee is required and exceptional 

circumstances warrant, a formal request must be submitted to NSF via FastLane. The request must be 

submitted to NSF at least 45 days prior to the expiration date of the grant. The request must explain the need for 

the extension and include an estimate of the unobligated funds remaining and a plan for their use. As indicated 

above, that unobligated funds may remain at the expiration of the grant is not in itself sufficient justification for 

 

4

 Small Grants for Exploratory Research (SGER) awards are not eligible for this authority. 
Award & Administration Guide I-4 NSF 07-140

an extension. The plan must adhere to the previously approved objectives of the project. All requests for NSFapproved extensions must be submitted via the FastLane system. NSF program officers are authorized to 

approve the first no cost extension request on current active awards. 

(b) The first no-cost extension request will be subject to the approval of the cognizant Program Officer. The 

sponsored projects office and PI will be electronically notified of the disposition of this request by the cognizant 

NSF Program Officer. The second no-cost extension will continue to be subject to the approval of an NSF 

Grants and Agreements Officer, and, if approved, will be in the form of an amendment to the grant specifying a 

new expiration date. Grantees are cautioned not to make new commitments or incur new expenditures after the 

expiration date in anticipation of a no-cost extension. 

(c) Grantees are not authorized to extend an award that contains a zero balance. 

d. Two-Year Extensions for Special Creativity 

A program officer may recommend the extension of funding for certain research grants beyond the initial period 

for which the grant was awarded for a period of up to two years. The objective of such extensions is to offer the 

most creative investigators an extended opportunity to attack adventurous, “high-risk” opportunities in the same 

general research area, but not necessarily covered by the original/current proposal. Awards eligible for such an 

extension are generally three-year continuing grants. Special Creativity Extensions are generally initiated by the 

NSF Program Officer based on progress during the first two years of a three-year grant; PIs will be informed of 

such action a year in advance of the expiration of the grant. In response to the Program Officer’s 

recommendation, the PI should submit the required information electronically via the supplemental funding 

request module in FastLane. 

E. Additional Funding Support 

1. Types of Additional Funding Support 

Additional funding of a project beyond the original grant period will be in the form of renewed support, continued 

support or supplemental support. 

2. Renewed Support (Standard Grants) 

Renewed support is defined as additional funding for a support period subsequent to that provided by a 

standard grant. Renewals to standard grants, if any, will be in the form of a new grant with a new grant number. 

Costs incurred under the old grant cannot be transferred to the new grant. Residual funds remaining in the old 

grant cannot be transferred to the new grant. 

Instructions for preparation of renewal proposals are contained in GPG, Chapters II and V. 

3. Continued Support (Continuing Grants) 

a. Funding increments for projects being supported under continuing grants receive high priority within 

NSF and normally are not considered in competition with proposals for new grants or for renewed support of 

standard grants. 

b. Unless otherwise provided for in the original grant notice, each increment of a continuing grant will be 

funded at the level indicated in the original award notice without a formal request, subject to NSF’s judgment of 

satisfactory progress, availability of funds, and receipt and approval of the required annual report. NSF makes 

every attempt to honor continuing grant commitments. In order to adjust to changes in the general level of funds 

for a particular field of science or engineering or to major new opportunities in that field, however, NSF may 

reduce continuing grant increments below the levels indicated in original grant notices. This requires full written 

justification by program staff and management review and approval. In the absence of major unanticipated 

fiscal year constraints, reductions are rare. Continuing grant increments will be released by the cognizant NSF 

Program Officer upon approval of the annual report. The sponsored projects office and PI will be notified by the 

cognizant NSF Program Officer of NSF's approval via email. 
Award & Administration Guide I-5 NSF 07-140

c. In order to obtain a committed funding increment and ensure continuity of funding, an annual project 

report must be submitted electronically via the NSF FastLane System by the PI at least three months before the 

end of the period currently being funded. (See AAG Chapter II.E for additional information on submission of 

project reports.)

4. Supplemental Support 

a. In unusual circumstances, small amounts of supplemental funding and up to six months of additional 

support may be requested to assure adequate completion of the original scope of work. Such requests for 

supplemental funding support should be submitted to the cognizant NSF Program Officer at least two months 

prior to the need for the additional funds and must be adequately justified. Program officers may make 

decisions regarding whether or not to recommend a small supplement without merit review of the supplemental 

request. Requests for larger supplements may require external merit review. 

b. A request for supplemental support must be submitted electronically via FastLane and must include: 

(i) A summary of the proposed work; 

 

(ii) A justification of the need for the supplemental funds; and 

(iii) A budget, highlighting the use by budget category of the additional funding as distinguished from the 

original funding provided in those categories of cost. AORs are required to electronically sign the 

supplemental funding request via the Authorized Organizational Representative Functions in FastLane. 

c. NSF will not approve requests for supplemental support for such purposes as defraying the costs of 

increases in salaries, wages or staff benefits or for additional indirect cost reimbursement, whether caused by a 

change in the indirect cost rate or by changes in direct cost expenditures which affect the indirect cost base. 

(See AAG Chapter V.A.2a and Chapter V.D.3.) 

d. If approved, the NSF Grants and Agreements Officer will amend the grant to provide additional funding 

for the current support period. The amendment notice will specify both the amount of supplemental funding and 

the cumulative amount awarded through the expiration date, which normally will remain unchanged. 

e. Special NSF programs such as Research Experiences for Undergraduates may provide their funding 

through supplements to other NSF grants. In such instances, the guidance in this section may not be 

applicable. 
Award & Administration Guide I-6 NSF 07-140

Exhibit I-1: STATUTES, EXECUTIVE ORDERS AND OTHER DIRECTIVES 

Following are lists of the various statutes, executive orders and other directives referred to or implemented by 

the AAG section indicated. These directives are available at http://www.thecre.com/fedlaw/legal1g.htm. 

1. Statutes (Names in quotes are unofficial) 

Title United States Code AAG Chapter 

Age Discrimination Act 42 USC §§6101 et seq. VII.A.5 

Animal Welfare Act 7 USC §§2131-59 VII.B.3 

Bayh-Dole Act 35 USC §§200-212 VII.D 

Cash Management Improvement Act 31 USC §6503 IV.D.3 

Civil Rights Act of 1964, Title IX 42 USC §§2000d et seq. VII.A.2 

Cost-type Research and Development 41 USC §254(a) VI.D 

 Contracts with Educational Institutions 

Davis-Bacon Act 40 USC §§276a et seq. VII.C.1 

Demonstration Cities and Metropolitan 42 USC §3334 VII.H 

 Development Act of 1966, Sec. 204 

Education Amendments of 1972, Title IX 20 USC §§1681-86 VII.A.4 

Federal Grant and Cooperative 31 USC §§6301-08 II.A 

 Agreement Act of 1977 

Freedom of Information Act 5 USC §552 VII.I.2.b 

Government in the Sunshine Act 5 USC §552b VII.I.2.b 

Intergovernmental Cooperation Act of 31 USC §6502 VII.H 

 1968 

Internal Revenue Code of 1954 26 USC 501(c) VIII.D 

International Air Transportation Fair 49 USC §1517 VII.G 

 Competitive Practices Act of 1974 

Metric Conversion Act of 1975, as amended 15 USC §205a-k VII.M.3 

National Historic Preservation Act 16 USC §470 VII.K 

National Science Foundation Act 42 USC §§1861-75 I,, III.D.2, 

 of 1950, as amended VII.C.2, VII.D.1 

Paperwork Reduction Act of 1980 44 USC §§3501-11 VII.I.1.a 

Rehabilitation Act of 1973, Sec. 504 29 USC §794 VII.A.3 

Single Audit Act 31 USC §§7501-07 III.F 

2. Executive Orders 

NumberShort Title AAG Chapter

11246 Equal Employment Opportunity, as amended VII.A.1, VII.A.6 

12250 Leadership and Coordination of Nondiscrimination Laws VII.A.2 

11593 Protection and Enhancement of the Cultural VII.K 

 Environment 

12958 Classified National Security Information VII.L 

12372 Intergovernmental Review of Federal Programs VII.H 

12549 Debarment and Suspension VIII.A.2 

12699 Seismic Safety of Federal and Federally-assisted VII.C.3 

 or Regulated New Building Construction 

12770 Metric Usage in Federal Government Programs VII.M.3 

12958 National Security VII.L 
Award & Administration Guide I-7 NSF 07-140

3. NSF Regulations 

a. 2 CFR Chapter VVX 

Part Number Subject AAG 

2520 Nonprocurement Debarment and Suspension VII.A.2, VII.C 

b. 45 CFR Chapter VI 

602 Uniform Administrative Requirements for Grants and Entire Guide 

 Cooperative Agreements to State and Local Governments 

605, 611, Nondiscrimination in Federally Assisted Programs VII.A 

617, 618 

612, 613, 614 Freedom of Information, Privacy, and VII.I.2.b 

 Government in the Sunshine Acts 

630 Drug Free Workplace 

650 Patents VII.D.1 

660 Intergovernmental Review of NSF Programs VII.H 

689 Research Misconduct VIII.C 

690 Protection of Human Subjects VII.B.1 

4. Other Federal Regulations 

Title Code of Federal AAG Chapter 

 Regulations

Contract Cost Principles and Procedures 48 CFR §31 VI.A 

 (Federal Acquisition Regulations) 

Controlling Paperwork Burdens on the Public 5 CFR §1320 VII.I.1 

Disposition (Government-owned Federal 41 CFR §201.23 V.D.5.f 

 Information Processing Equipment) 

Equal Employment Opportunity 41 CFR §60 VII.A.6 

Metric Usage in Federal Government Programs 3 CFR,1991 comp VII.M.3 

Principles for Determining Costs Applicable to 45 CFR, Part 74, VI.A.1 

 Research and Development Under Grants Appendix E 

 and Contracts with Hospitals 

Withdrawal of Cash from the Treasury for 31 CFR, 205 IV.C 

 Advances Under Federal Grant and Other Programs 

Protection of Historic and Cultural Properties 36 CFR §800 VII.K 

Rights to Inventions Made by Nonprofit 37 CFR §§401 et seq. VII.D.1 

 Organizations and Small Business Firms 

 Under Government Grants, Contracts, 

 and Cooperative Agreements 

Rules and Procedures for Funds Transfers 31 CFR §205 IV 

Utilization of Personal Property 41 CFR §101.43 V.D.3 

5. Office of Management and Budget Circulars 

NumberShort Title AAG

A-21 Cost Principles for Educational Institutions VI.A.1 

A-87 Cost Principles for State and Local Governments VI.A.1 

A-110 Uniform Administrative Requirements for Grants and Entire Guide 

 Other Agreements to Non-Profit Organizations 

A-122 Cost Principles for Non-Profit Organizations VI.A.1 

A-133 Audits of States, Local Governments and Non-Profit III.F 

 Organizations
Award & Administration Guide II-1 NSF 07-140

Chapter II: Grant Administration 

A. Monitoring Project Performance 

1. Grantee Responsibilities 

a. A grantee has full responsibility for the conduct of the project or activity supported under an NSF grant 

and for the results achieved. The grantee should monitor the performance of the project to assure adherence to 

performance goals, time schedules or other requirements as appropriate to the project or the terms of the grant. 

In order to carry out these responsibilities, each grantee organization shall agree to comply with the applicable 

Federal requirements for grants and to the prudent management of all expenditures and actions affecting the 

grant. Documentation for each expenditure or action affecting the grant shall reflect appropriate organizational 

reviews or approvals, which should be made in advance of the action. Organizational reviews are intended to 

help assure that expenditures are allowable, necessary and reasonable for the conduct of the project, and that 

the proposed action: 

(i) is consistent with grant terms and conditions; 

(ii) is consistent with NSF and grantee policies; 

(iii) represents effective utilization of resources; and 

(iv) does not constitute a change in objective or scope. 

b. Notwithstanding these responsibilities, NSF continues to encourage communication between NSF 

program officers and PI/PDs on the progress of projects supported by NSF as well as on project changes. 

c. NSF, through authorized representatives, has the right, at all reasonable times, to make site visits to 

review project accomplishments, grantee management control systems and administration and management of 

the grant and to provide technical assistance as may be required. If any site visit is made by the Foundation on 

the premises of the grantee or a subawardee under a grant, the grantee shall provide and shall require its 

subawardees to provide all reasonable facilities and assistance for the safety and convenience of the NSF 

representatives. 

2. Grantee Notifications to NSF and Requests for NSF Approval 

a. AAG Exhibit II-1 provides a listing of grantee notifications to and requests for approval from NSF. While 

the listing is not intended to be all-inclusive, it does highlight the most frequent areas where specific notifications 

and requests for approval are called for. 

b. All notifications and requests contained in AAG Exhibit II-1, and described below, must be submitted 

electronically via the NSF FastLane System. 

B. Changes in Project Direction or Management 

1. Changes in Objectives, Scope or Methodology 

a. Changes in Objectives or Scope 

Neither the phenomena under study nor the objectives of the project stated in the proposal or agreed 

modifications thereto should be changed without prior NSF approval. Such changes should be proposed to the 

cognizant NSF Program Officer by the PI/PD. If approved by NSF, the Grants and Agreements Officer will 

amend the grant. 
Award & Administration Guide II-2 NSF 07-140

b. Changes in Methodology 

NSF believes that the PI/PD and co-PI/co-PD, operating within the established policies of the grantee 

organization, should feel free to pursue interesting and important leads that may arise during the conduct of a 

research (or other grant-supported) project or to adopt an alternative approach which appears to be a more 

promising means of achieving the objectives of the project. Significant changes in methods or procedures 

should be reported to appropriate grantee official(s) and the cognizant NSF Program Officer. 

c. Significant Changes, Delays or Events of Unusual Interest 

(i) In the event there are problems, delays or adverse conditions that will materially affect the ability to 

attain the objectives of the project or to meet such time schedules as may have been proposed, appropriate 

grantee officials should notify the NSF Program Officer. 

(ii) NSF should be informed of any events of unusual interest that occur during the course of the project. 

Reports, communications or photographs should be submitted via the interim report capability in FastLane. 

2. Changes in PI/PD, co-PI/co-PD or Person-Months Devoted to the Project 

a. Background 

The NSF decision to support or not to support a proposed project is based to a considerable extent upon its 

evaluation of the proposed PI/PD and any identified co-PI/co-PD’s knowledge of the field of study and his/her 

capabilities to conduct the project in an efficient and productive manner. This is reflected in the NSF criteria for 

the selection of projects for funding (see GPG Chapter III). The named PI/PD (and co-PI/co-PD) should be 

continuously responsible for the conduct of the project and be closely involved with the effort. 

b. Basic Requirements 

If the PI/PD or co-PI/co-PD plans to, or becomes aware that he/she will: (i) devote substantially less effort to the 

project than anticipated in the approved proposal; (ii) sever his/her connection with the grantee organization; or 

(iii) otherwise relinquish active direction of the project, he/she shall advise the appropriate official at the grantee 

organization, who shall initiate action appropriate to the situation under the guidelines that follow. 

c. Short-Term Absence of PI/PD or co-PI/co-PD 

If the PI/PD or co-PI/co-PD will be absent from the project for short periods of up to three months, he/she shall 

notify appropriate officials of the grantee organization. The grantee shall then notify the NSF Program Officer of 

arrangements for conduct of the project during the PI/PD’s or co-PI/co-PD’s temporary absence. 

d. Long-Term Absence of PI/PD or co-PI/co-PD 

(i) In the event the PI/PD or co-PI/co-PD will be away from the project for a period greater than three 

months (e.g. sabbatical leave) but intends to return, arrangements for oversight of the project shall be sent 

electronically to NSF for approval. This information must be provided at least 30 days before departure or as 

soon as practicable after the prospective absence is known. The NSF Program Officer will provide written 

approval to the grantee if the arrangements are satisfactory, but no formal amendment to the grant will be made. 

(ii) If the arrangements are not satisfactory to NSF, the grant may be terminated as prescribed in AAG 

Chapter VII.A. If the PI/PD’s or co-PI/co-PD’s temporary activities might constitute a conflict of interest (e.g., 

working for a Federal agency), a substitute PI/PD or co-PI/co-PD shall be appointed as described in AAG 

Chapter II.B.2g. 
Award & Administration Guide II-3 NSF 07-140

e. Change in Person-Months Devoted to the Project 

If the PI/PD or co-PI/co-PD will devote substantially less time to the project than anticipated in the proposal, 

(defined in the NSF Grant Conditions (GC-1) as a reduction of 25% or more in time) he/she should consult with 

appropriate officials of the grantee organization and with the NSF Program Officer. If either determines that the 

reduction of effort will substantially impair the successful execution of the project, the Program Officer will 

consult the NSF Grants and Agreements Officer. The NSF Grants and Agreements Officer may: 

(i) request the grantee to nominate a replacement PI/PD or co-PI/co-PD acceptable to the NSF Program 

Officer; 

(ii) initiate the termination procedures described in AAG Chapter VII.A.; or 

(iii) negotiate an appropriate modification to the grant. 

f. Withdrawal of PI/PD or co-PI/co-PD 

In the event the PI/PD or co-PI/co-PD severs his/her connection with the grantee organization or otherwise 

relinquishes active direction of the project, the grantee, or equivalent, must notify the NSF Program Officer via 

the Notification and Request module in FastLane, and either: 

(i) initiate transfer of the grant as described in AAG Chapter II.B.2h.; 

(ii) nominate a substitute as described in AAG Chapter II.B.2g; or 

(iii) initiate grant closeout procedures through submission of final reports (AAG Chapter II.E.2 and AAG 

Chapter III.E.2). 

g. Substitute PI/PD or co-PI/co-PD 

In the event the grantee desires to continue the project with a substitute PI/PD or co-PI/co-PD, the appropriate 

officials at the grantee organization must advise the NSF Program Officer of the substitute PI/PD’s or co-PI/coPD’s name, qualifications, and current and pending support for research from all sources. If approved by NSF, 

the Grants Officer will amend the grant. If not approved, NSF may take steps, pursuant to AAG Chapter VII.A to 

suspend or terminate the grant. 

h. Disposition of a Grant When a PI/PD Transfers from One Organization to Another Organization 

(i) Policy. When a PI/PD plans to leave an organization during the course of a grant, the organization has 

the prerogative to nominate a substitute PI/PD or request that the grant be terminated and closed out. In those 

cases where the PI/PD’s original and new organizations agree, NSF will facilitate a transfer of the grant and the 

assignment of remaining unobligated funds to the PI/PD’s new organization. This should normally be done with 

a tripartite agreement (involving NSF, the PI/PD’s original organization and new organization), or by a subaward 

arrangement (in certain circumstances) between the PI/PD’s original and new organizations, subject to NSF’s 

consent. (See AAG Chapter II.B.3.) 

(ii) Procedures. When a PI/PD plans to leave an organization during the course of a grant, the PI/PD or the 

Sponsored Projects Office, or equivalent, shall notify the NSF Program Office. If the project is to continue with 

the original organization, the NSF Program Officer should advise the grantee to nominate a substitute PI/PD 

(see AAG Chapter II.B.2g). If the project is to be continued at the PI/PD’s new organization, and if NSF and 

both organizations agree, formal notification of the impending transfer can be electronically initiated by either the 

PI/PD or the PI/PD's organization. The most current Federal Cash Transaction Report must be posted to NSF’s 

financial accounting system prior to submitting the PI/PD transfer. The amount transferred has to be equal to or 

less than the unobligated balance. 

The request shall include a: 

(a) brief summary of progress to date; 
Award & Administration Guide II-4 NSF 07-140

(b) description of work yet to be accomplished; 

(c) completed on-line transfer request, including total estimated disbursements to date (transfer amount will 

be automatically calculated, based on the amount entered in total estimated disbursements). The original 

organization is responsible for including in the total estimated disbursements, any anticipated costs yet to be 

incurred against the original grant. 

(d) detailed line item budget for the transfer amount and any outstanding continuing grant increments. 

The original organization concurs with the transfer of the award by electronically forwarding the request to the 

new organization. 

The new organization completes the request by providing a detailed budget for the transfer amount agreed to by 

both organizations. The new organization must electronically sign the request when submitted to NSF. 

Submission of the request constitutes agreement by the new organization to assume responsibility for 

completion of the project effort and to administer the grant (as originally awarded) from the transfer date to 

completion in accordance with any special terms and conditions and the applicable general terms and 

conditions that normally govern NSF grants made to the new organization. Special terms and conditions, as 

appropriate, cited in the original award will convey to the new grantee organization. 

FastLane will assign at submission a proposal number. This proposal number will become the new grant 

number when the transfer is approved by an NSF Grants and Agreements Officer. 

(iii) Fund Transfer. Upon receipt of the above material, NSF will review the request and, if approved, deduct 

the specified transfer amount from the original grant and re-establish it under a new grant number at the new 

organization. Award notification by the NSF Grants and Agreements Officer will constitute NSF approval of the 

grant transfer. The award notification also will specify the applicable basic terms and conditions that govern the 

grant (i.e., NSF GC-1, FDP, or other Terms and Conditions). 

(iv) Upon transfer of the grant to the new organization, any monetary discrepancies must be resolved 

between the original and the new grantee. NSF will not intervene in any disputes between the two organizations 

regarding the transferred amount. 

(v) Equipment Transfers. Equipment purchased with NSF funds for use in a specific project should remain 

available for use for the duration of the project. PI/PDs who are in the midst of projects that included funding for 

equipment and who will continue the project at a new organization with NSF support should be able to arrange 

with their original organization to have the equipment transferred with them. Shipping costs for such equipment 

may be charged to the original or transferred grant as an allowable cost. Budgets should not include funds to 

“buy” equipment that had been previously obtained with Federal funds. 

(vi) Possible Alternatives to the Transfer Process. When the amount of time and funds remaining in a 

project are modest, and if both the original and new organizations are in agreement, the original organization 

may issue a subaward to the new organization for completion of the project. This and other possible 

alternatives should be discussed with the NSF Grants and Agreements Officer. 

3. Contracting or Transferring the Project Effort (Subawards) 

a. Excluding the procurement of items such as commercially available supplies, materials, equipment or 

general support services allowable under the grant, no significant part of the research or substantive effort under 

an NSF grant may be contracted or otherwise transferred to another organization without prior NSF 

authorization. The intent to enter into such arrangements should be disclosed in the proposal submission. 

b. If it becomes necessary to contract or otherwise transfer a significant part of the research or substantive 

effort after a grant has been made, the grantee shall submit, at a minimum: 

(i) a clear description of the work to be performed; 
Award & Administration Guide II-5 NSF 07-140

(ii) the basis for selection of the subawardee (except for collaborative/joint arrangements5

); and 

(iii) a separate budget for each subaward. 

The request must be submitted electronically, and NSF authorization will be indicated by an amendment to the 

grant signed by the Grants and Agreements Officer. The NSF grant conditions will identify which articles flowdown to subawardees. 

c. Procurements under NSF grants are also subject to AAG Chapter V.C and OMB Circular A-110 

Sections .40 through .48. (2 CFR §§215.40-48) 

C. Changes in the Grant Budget 

1. OMB Directives 

Section .25 of OMB Circular A-110 (2 CFR §215.25) contains optional requirements regarding budgetary 

revisions. NSF elects NOT to impose the following requirements on its grantees: 

a. prior approval requirements for appropriate transfer between direct and indirect cost categories of the 

grant budget; and 

b. restrictions in transfers of funds among direct cost categories for grants in which the Federal share 

exceeds $100,000. 

2. Grant Changes and Approvals 

a. If required in furtherance of the project, the grantee is authorized to transfer funds from one budget 

category to another for allowable expenditures. AAG Exhibit II-1, however, highlights certain budget changes 

that may require prior NSF approval. 

b. When a change requires NSF approval, the request must be submitted electronically via use of the 

Notification and Request module in FastLane. The request should clearly state which budget items, if any, are 

to be changed and by what amounts, and should explain the reasons for any changes. 

c. Whenever the amount of Federal funds authorized by an NSF grant is expected to exceed the 

requirements of the project, as outlined in the approved proposal, by more than $5,000 or 5 percent of the grant 

amount, whichever is greater, the grantee will promptly notify the NSF Program Officer. 

D. Cost Sharing 

Since issuance of the NSF Cost Sharing Policy in 1999, the Foundation’s cost sharing policy has continued to 

be an issue widely discussed by the community, as well as within NSF and the National Science Board (NSB). 

Cost sharing was most recently discussed formally at the NSB's 382nd meeting on October 13-14, 2004, when 

the Board approved a revision to the Foundation's policy on cost sharing to eliminate NSF program-specific cost 

sharing requirements. 

In implementation of the Board's policy, there is no expectation by the Foundation that proposals submitted for 

funding will include a cost sharing component. When cost sharing is included on Line M, it is solely at the 

discretion of the proposing institution and will not be a factor in the Foundation's decision to make an award. 

However, once cost sharing is proposed on Line M, and accepted by the Foundation, the commitment of funds 

becomes legally binding is subject to audit. 6 

 

5 Collaborative/joint arrangements may include closely related and coordinated activities at another organization; a joint 

activity by several organizations or consortia; and group proposals from multiple organizations. 

6 If proposed, the estimated value of any in-kind contributions should be included on Line M. An explanation of the source, 

nature, amount and availability of any proposed cost sharing also must be provided in the budget justification. Section .23 of

OMB Circular A-110 describes criteria and procedures for the allowability of cash and in-kind contributions in satisfying cost 

sharing and matching requirements. 
Award & Administration Guide II-6 NSF 07-140

Failure to provide the level of cost sharing reflected in the approved grant budget may result in termination of the 

NSF grant, disallowance of grant costs and/or refund of grant funds to NSF by the grantee. 

1. Statutory (1%) Cost Sharing Requirement 

In accordance with prior Congressional requirements, NSF required that each grantee share in the cost of NSF 

research projects resulting from unsolicited proposals. The appropriations providing funds to NSF and other 

independent agencies contained the following language: 

“None of the funds provided in this Act may be used for payment, through grants and contracts, to 

recipients that do not share in the cost of conducting research resulting from proposals for projects not 

specifically solicited by the Government: Provided, that the extent of cost sharing by the recipient shall 

reflect the mutuality of interest of the grantee or contractor and the Government in the research.” 

The statutory cost sharing requirement is eliminated effective with awards made on or after June 1, 2007. 

2. Awards Issued Prior to Elimination of Statutory (1%) Cost Sharing Requirement 

There are many existing awards that were awarded prior to the elimination of the statutory cost sharing amount. 

Grantees can meet the amount by either of two alternative methods: 

(a) cost sharing one percent on each and every project; or 

(b) cost sharing one percent on the aggregate total costs of all projects requiring cost sharing. This latter 

approach allows organizations greater flexibility by being able to share a greater percentage on some projects 

and not share at all on others. 

Decisions on which method to use may be made by the grantee, and there is no requirement that NSF either be 

advised or approve of the method chosen. NSF does not use “organizational cost sharing agreements,” such as 

those used by some granting agencies, to provide for aggregated cost sharing. 

Cost sharing responsibilities are assumed by the grantee upon acceptance of the grant. This accountability 

extends to subawardee cost share commitments made under the award. 

3. Method of Providing Contributions 

Unless the grant states otherwise, contributions may be made from any non-Federal source, including nonFederal grants or contracts. Contributions from non-Federal sources may be counted as cost sharing toward 

Federal projects only once. Thus, contributions counted as cost sharing toward projects of another Federal 

agency may not be counted as cost sharing toward projects supported by NSF. If such contributions however, 

are related to projects supported by more than one Federal agency, the recipient may elect to make a proration 

among the agencies involved. 

The contributions may be in the form of either direct or indirect costs. 

Only items that would be allowable under the applicable cost principles, if charged to the project, may be 

included as the grantee’s contribution. 

Organizations will not be required to obtain prior NSF approval of the manner in which contributions are to be 

provided. The contributions may be in any allowable budget category or combination of categories. When 

direct cost items are contributed to the project, however, any indirect costs related to that item may not be 

charged to the project. Those indirect costs may, of course, be counted as part of the contribution. This 

restriction also applies to fringe benefits (when treated as direct costs) applicable to direct salaries contributed 

by the recipient. 

If a grantee wishes to provide cost sharing in the indirect cost category, it should merely reduce its claim for 

indirect costs to which it would be otherwise entitled, indicating the difference as cost sharing. 
Award & Administration Guide II-7 NSF 07-140

4. Cost Sharing Records and Reports 

a. Grantee Records 

(i) Grantees shall maintain records of all research project costs that are claimed by the grantee as being its 

contribution to cost participation, as well as records of costs to be paid by the government. Such records are 

subject to audit. 

(ii) If the grantee’s cost participation includes in-kind contributions, the basis for determining the valuation 

for volunteer services and donated property must be documented. 

(iii) Grantees using the aggregate cost sharing method may find it useful, on a fiscal year basis, to prepare 

a summary of the total project costs for the year of all NSF-funded projects requiring cost sharing (excluding 

those grants which require specific cost sharing amounts or percentages; see AAG Chapter II.D.5, the total 

amount of cost sharing on those projects for the year, and the aggregate level of cost sharing expressed as a 

percentage of contributed costs to total project costs. Such information will facilitate organizational and Federal 

audit review and analysis of compliance with the cost sharing requirements on the aggregate basis. 

b. Grantee Reports. Unless otherwise required by the grant or requested by NSF, the actual cost 

participation by the grantee need not be reported to NSF. Recognizing that there are some awards that contain 

cost sharing, in those cases where the cost-sharing amount reflected on Line M of the cumulative award budget 

is $500,000 or more, the amount of cost sharing must be documented (on an annual and final basis), certified by 

the Authorized Organizational Representative, and reported to the NSF Program Officer via the reporting 

module in FastLane. 

c. Should the awardee become aware that it may be unable to provide the cost sharing of at least the 

amount identified on Line M of the NSF award budget, it must: 1) immediately provide written notification to the 

Grants Officer of the situation; 2) indicate steps it plans to take to secure replacement cost sharing; 3) indicate 

the plans it has to either continue or phase out the project in the absence of cost sharing. 

5. Cost Sharing Commitments 

Grantees should be aware that cost sharing commitments are subject to audit. Audit findings involving cost 

sharing have pertained to: a) grantee accounting systems not capturing cost sharing identified with a particular 

project; b) failure to keep adequate source documentation for claimed cost sharing; c) unclear valuation of inkind donated contributions; d) lack of support for cost sharing contributions by sub-recipients; and e) failure to 

complete annual certifications for awards with cost sharing requirements of $500,000 or more. These 

certifications must be submitted electronically via FastLane. Additional guidance on cost sharing may be 

obtained at http://www.nsf.gov/bfa/dias/caar/costrev.jsp. 

Section .23 of OMB Circular A-110 (2 CFR §215.23) prescribes criteria and procedures for the allowability of 

cash and in-kind contributions in satisfying cost sharing and matching requirements. Cost sharing is defined as 

“all contributions, including cash and third party in-kind which meet seven criteria: verifiable, not included as 

contributions for any other federally-assisted project or program, necessary and reasonable for accomplishment 

of objectives, allowable, not paid by the Federal Government under another award (except where authorized by 

statute), provided for in the approved budget when required by the Federal awarding agency, and conform to 

other Circular provisions.” 

E. Technical Reporting Requirements 

NSF requires technical project reports for all assistance awards. Information from these reports is used in 

annual reports to Congress to demonstrate the Foundation’s performance as mandated by the Government 

Performance and Results Act (GPRA) of 1993. These reports also provide NSF program officers and 

administrative offices with information on the progress of supported projects and the way these funds are used. 

Information in these reports may be made available to the general public through the Freedom of Information 

Act (FOIA). 
Award & Administration Guide II-8 NSF 07-140

Technical reports must be submitted via the electronic project reporting system in FastLane. 

1. Annual Project Reports 

Unless otherwise specified in the grant, annual project reports shall be submitted at least 90 days prior to the 

end of the current budget period. In the case of continuing grants, failure to submit timely reports may delay 

processing of funding increments. See also AAG Chapter I.E.3. 

Annual project reports are generally not required for fellowship awards. Specific reporting requirements for 

fellowships are established in the program solicitation and award conditions. 

For multi-year standard grants, PIs are required to submit an annual report at least 90 days prior to the end of 

each 12 month period. In the case of cooperative agreements, the annual report is required before NSF 

approves any future funding increments. 

Continuing grants also require annual reports at least 90 days prior to the end of each 12 month period. For 

continuing grants that have a duration of 18 months or more per increment, two annual reports are required. A 

report must be submitted for the first 12 months of the project, and then another report for the remaining months 

of the increment. Continuing grants which include an initial increment of 24 months will require an annual report 

at the end of each 12 month period. 

2. Final Project Report

Within 90 days following expiration of the grant, a final project report must be submitted electronically via the 

NSF FastLane System. In addition, the grantee also shall provide to the cognizant NSF Program Officer, within 

90 days following the expiration of the grant: 

• any unique reports or other end items specified in the award, including any reporting requirements set 

forth in any NSF brochure, guide, solicitation, etc., referenced in the award as being directly related to 

either the award or the administration of the award. 

• a final cost share notification documented and certified by the Authorized Organizational Representative 

for awards where the cost sharing amount reflected on Line M of the cumulative award budget is 

$500,000 or more.

Final project reports are normally not required for institutional graduate research fellowships and interagency 

agreements. However, final project reporting requirements for individual fellowships are established in the 

program solicitation. 

3. Final Technical Information Items

As soon as they are available after completion of the project, the following technical items shall be submitted for 

NSF program management use: 

a. abstracts of theses; 

b. publication citations and reprints of articles; 

c. data on scientific collaborations; 

d. information on inventions; 

e. technical description of the project and results; 

f. other materials either required in the grant or considered to be useful to NSF; and 

g. Universal Resource Locator numbers of electronic publications generated by the project. 
Award & Administration Guide II-9 NSF 07-140

4. Compliance with Technical Reporting Requirements 

PIs must submit final technical reports within the time period specified. Failure to provide these reports on a 

timely basis will delay NSF review and processing of pending proposals for all identified PIs and co-PIs 

on a given award. 

5. Grant Closeout 

Grant closeout is the process by which NSF determines that all applicable administrative actions and all 

required work of the grant have been completed. Grants will be financially closed based on final costs reported 

on the Federal Cash Transaction Report (FCTR) one full quarter after the expiration of the grant. Grants are 

administratively closed after receipt of the Final Project Report and after determination that any other 

administrative requirements in the grant have been met. In the event a final audit has not been performed prior 

to the closeout of the grant, NSF reserves the right to recover appropriate amounts after fully considering the 

recommendations on disallowed costs resulting from the final audit.

F. Records Retention and Audit

1. Financial records, supporting documents, statistical records and other records pertinent to a grant will 

be retained by the grantee for a period of three years from submission of the Final Project Report described in 

AAG Chapter II.E.2 except that: 

a. records related to audits, appeals, litigation or the settlement of claims arising out of the performance of 

the project will be retained until such audits, appeals, litigation or claims have been disposed of; and 

b. records related to projects subject to special program income provisions (AAG Chapter VI.F.3) will be 

retained for three years beyond the end of the award period. 

2. Unless court action or audit proceedings have been initiated, the grantee may substitute microfilm 

copies of original records. 

3. The NSF Director and the Comptroller General of the United States, or any of their duly authorized 

representatives, shall have access to any pertinent books, documents, papers and records, of the grantee 

organization (and of the performing organization, if different) to make audits, examinations, excerpts and 

transcripts. Further, in accordance with Section .48(d) of OMB Circular A-110 (2 CFR §215.48(d)), any 

negotiated contract in excess of the small purchase threshold made by the grantee shall include a provision to 

the effect that the grantee, NSF, the Comptroller General or any of their duly authorized representatives, shall 

have access to pertinent records for similar purposes. 

4. In order to avoid duplicate recordkeeping, NSF may make special arrangements with grantees to retain 

any records which are needed for joint use. NSF may request transfer to its custody of records not needed by 

the grantee when it determines that the records possess long-term retention value. When the records are 

transferred to or maintained by NSF, the three-year retention requirement is not applicable to the grantee. In 

the rare event that these provisions are exercised, NSF will negotiate a mutually agreeable arrangement with 

the grantee regarding reimbursement of costs. 

5. It is the responsibility of grantees that are States, Local Governments or Non-Profit Organizations to 

arrange for the conduct of audits as required by OMB Circular A-133 “Audits of States, Local Governments, and 

Non-Profit Organizations” (including colleges and universities.) They shall provide copies of the reports of these 

audits to the cognizant Federal audit agency. Any Federal audit deemed necessary by NSF shall build upon the 

results of such audit(s). 
Award & Administration Guide II-10 

Exhibit II-1: GRANTEE NOTIFICATIONS TO AND REQUESTS FOR APPROVAL FR

NATIONAL SCIENCE FOUNDATION* 

All notifications and requests for approval from the National Science Foundation must be submitted electronically via 

at http://www.fastlane.nsf.gov. Questions related to the electronic processing of these notifications and requests sh

FastLane Help Desk by phone at: 1-800-673-6188 or by e-mail to: fastlane@nsf.gov. 

Type of Grantee Notification AAG Citation Grantee Approved No-Cost Extension7 I.D.3.c(i)

Significant Changes in Methods/Procedures II.B.1.b

Significant Changes/Delays or Events of Unusual Interest II.B.1.c

Short-Term Absence of the PI/PD or co-PI/co-PD II.B.2.cAmount of Federal funds is expected to exceed the grant II.C.2.c

 by more than $5,000 or 5% Cost Share $500K or more II.D.5

Conflicts of Interest that cannot be satisfactorily managed, IV.A

 reduced or eliminated 

Type of Grantee Request AAG GC-1 Questions should bFirst NSF Approved No-Cost Extension I.D.3.c(ii)(a) Article 4 Program Office 

Second NSF Approved No-Cost Extension I.D.3.c(ii)(b) Article 4 Grants Office 

Request for Supplemental Support I.E.4 Program Office** 

Change in Objective or Scope II.B.1.a Article 8 Program Office** 

Long-Term Absence of the PI/PD or co-PI/co-PD II.B.2.d Article 8 Program Office** Change in Person-Months Devoted to Project II.B.2.e Article 8 Grants Office, if neceWithdrawal of PI/PD or co-PI/co-PD II.B.2.f Article 8 Program Office 

Substitute PI/PD or co-PI/co-PD II.B.2.g Article 8 Program Office 

PI/PD or co-PI/co-PD Transfer from One Organization  to Another II.B.2.h Article 8 Grants Office Contracting or Transferring the Project Effort (Subawards) II.B.3 Article 8 Grants Office 

Pre-award Costs in Excess of 90 Days V.A.2.b Article 3 Grants Office 

Reallocation of Funds Budgeted for Participant or V.B.8 Article 2 Program Office 

 Trainee Support Costs Rearrangements/Alterations in excess of $25,000 V.C.1 Article 11 Grants Office 

Adjustments to cost sharing commitments reflected on  Line M of the approved NSF budget II.D Article 22 Grants Office 

Notes: *This listing of Notifications and Requests for Approval is not intended to be all-inclusive. **Final action by Grants Office7 Small Grants for Exploratory Research awards are not eligible for this authority. 
Award & Administration Guide III-1 NSF 07-140

Chapter III: Financial Requirements and Payments 

The acceptance of a grant from NSF creates a legal duty on the part of the grantee organization to use the 

funds or property made available in accordance with the conditions of the grant. Payments may be made in 

advance of work performed or as a reimbursement for work performed and/or costs incurred by the grantee. 

However, payments may not be made in advance of a grant being signed by a Grants and Agreements Officer 

for the project period. NSF has a reversionary interest in the unused balance of advance payments in any funds 

improperly applied (whether or not received as an advance payment); and in property acquired through the 

grant, to which NSF specifically either retains title or reserves the right to require title transfer. 

The provisions of this chapter cover all NSF assistance awards (grants and cooperative agreements). Graduate 

fellowship agreements with domestic colleges and universities are included but individual fellowships and 

contracts are excluded. All categories of grantees (academic, non-academic, profit and non-profit) are covered 

by this chapter. The procedures in this chapter apply primarily to the comptroller’s office or business office. 

A. Standards for Financial Management 

NSF grantees are required to have financial management systems that meet the requirements of Section .21 of 

OMB Circular A-110. (2 CFR §215.21) 

B. Definitions 

The following definitions are either not included elsewhere in the Guide or are repeated in this section because 

of their special applicability to this chapter. 

1. BUSINESS OFFICER ⎯ the financial official of the grantee organization who has primary responsibility 

for the accountability for and reporting on NSF grant funds. 

2. CASH ON HAND ⎯ the balance remaining of the funds an organization has received from NSF. 

3. DISBURSEMENTS/OUTLAYS/EXPENDITURES ⎯ charges made to the project during a given period 

for: 

a. Goods and other tangible property received; 

b. Services performed by employees, subawardees, contractors and other payees. 

4. FASTLANE FINANCIAL FUNCTIONS ⎯ functions of NSF’s FastLane System used by grantees to 

transmit financial information to NSF. There are three primary Financial Functions used by grantees. 

• Federal Cash Transactions Report Function ⎯ electronic version of the “Federal Cash Transactions 

Report” (SF 272). Used by grantees to report the financial activity of NSF awards on a quarterly basis. 

(See AAG Chapter III.E.1) 

• Cash Request Function ⎯ electronic version of the “Request for Advance or Reimbursement Form” 

(SF-270). Used by grantees to request funds. (See AAG Chapter III.C.1) 

• Grantee EFT Update Function ⎯ electronic version of the “ACH Miscellaneous Enrollment Form” 

(SF3881). Used by grantees to provide NSF with their banking information. (See AAG Chapter III.C.6) 

5. GRANTEE ⎯ the organization or other entity that receives a grant and assumes legal and financial 

responsibility and accountability both for the awarded funds and for the performance of the grant-supported 

activity. NSF grants are normally made to organizations rather than to individual PI/PD(s). 

6. NSF OBLIGATIONS ⎯ funds authorized by an NSF Grants Officer for a specific NSF award creating a 

balance payable to a grantee. 
Award & Administration Guide III-2 NSF 07-140

7. GRANTEE OBLIGATIONS ⎯ the amounts of orders placed, subawards issued, contracts awarded, 

services received and similar transactions during a given period that will require a future payment by the 

grantee. 

8. PAYMENTS ⎯ funds transferred from NSF to the grantee by direct deposit (Automated Clearing House 

(ACH) Vendor Express) and on some rare occasions by check. 

9. UNLIQUIDATED OBLIGATIONS ⎯ expenses incurred but not paid. Such obligations are included in 

reports prepared by grantees whose financial records are maintained on an accrual basis. 

10. UNOBLIGATED BALANCE ⎯ the portion of the funds authorized by the grant that have not been 

obligated by the grantee. It is determined by deducting outlays and unliquidated obligations from the funds 

authorized. 

C. PAYMENT REQUIREMENTS 

1. Requesting Payments 

NSF's grantees, except for Special Payment grantees, (see AAG Chapter III.C.4) and some foreign grantees are 

required to request payments electronically through the FastLane Cash Request Function. The Special 

Payment and foreign grantees are required to request funds by submitting a "Request for Advance or 

Reimbursement Form", (SF 270) (see AAG Exhibit III-1), to NSF either through the mail or by fax. 

2. Payment Policies 

The purpose of this section is to prescribe the timing of advances and the procedures to be observed to assure 

that cash payments occur only when essential to meet the needs of a grantee for its actual disbursements. 

a. Timing of Payments. Advances to a grantee shall be limited to the minimum amount needed and shall 

be timed to be in accordance with the actual, immediate cash requirements of the grantee in carrying out the 

purpose of the approved program or project. The timing and amount of cash advances shall be as close as is 

administratively feasible to actual disbursements for direct program costs and the proportionate share of any 

allowable indirect costs. 

b. Payments to Subawardees. Cash advances made by primary grantees (those which receive advances 

directly from NSF) to others (subawardees) shall conform to the same standards of timing and amount as apply 

to advances by NSF to primary grantees, including the furnishing of reports of cash disbursements and 

balances. 

c. Withholding payments. NSF reserves the right, upon written notice, to withhold future payments after a 

specified date if the recipient: 

(i) Fails to comply with the conditions of an NSF grant, including the reporting requirements; or 

(ii) Is indebted to the U.S. Government. 

d. Safeguarding Funds. In no case will NSF-furnished funds be commingled with the personal funds of, or 

be used for personal purposes by, any officer, employee, or agent of the grantee; nor will any of these funds be 

deposited in personal bank accounts for disbursement by personal check. 

3. Request for Advance 

a. Grantees may receive payments from NSF in advance of cost incurred provided that the following 

conditions exist: 

(i) Funds for the project period have been obligated by a Grants and Agreements Officer in the form of a 

signed grant; 
Award & Administration Guide III-3 NSF 07-140

(ii) The grantee has established or demonstrated to NSF the willingness and ability to establish written 

procedures that will minimize the time elapsing between the transfer of funds from the U.S. Treasury and their 

disbursement by the grantee; and

(iii) The grantee’s financial management system meets the standards for fund control and accountability 

prescribed in Section .21 of OMB Circular A-110. (2 CFR §215.21) 

b. The grantee’s designated official (Accounting Officer, Business Officer, Treasurer, etc.) must submit 

their cash requests for payment by using the FastLane Cash Request System. Grantees submit requests on a 

periodic basis (monthly, biweekly or other regular cycle) depending on their normal disbursement patterns. 

Such requests should be limited to the minimum amounts needed and be timed to meet the anticipated cash 

requirements for allowable charges to active NSF projects. 

c. Grantees shall maintain advances of NSF funds in interest bearing accounts as specified in AAG 

Chapter III.D.3. 

4. Special Payment Grantees 

When grantees do not meet the conditions specified in AAG Chapter III.C.3, or when otherwise considered 

appropriate by NSF, they are not allowed to request funds electronically through the FastLane Cash Request 

Function or to request funds in advance. NSF will make payments to these grantees on a reimbursable basis 

only. These grantees are required to request funds by using a “Request for Advance or Reimbursement Form” 

(SF 270). For a copy of the form see AAG Exhibit III-1. The amount requested is reported on line 11i of the 

form. Unless instructed otherwise in the NSF award notice, the form should be submitted to the cognizant 

Grants and Agreements Officer either by fax to 703-292-9142 or through the mail to: 

National Science Foundation 

Division of Grants & Agreements 

Room 480 

4201 Wilson Blvd 

Arlington, VA 22230 

5. Working Capital Advance 

In those cases where the reimbursement method described in AAG Chapter III.C.4 is not feasible, arrangements 

may be made whereby NSF projects are financed on a working capital advance basis. On this basis, funds may 

be advanced to the grantee to cover estimated disbursement needs for a given initial period. Thereafter, the 

grantee would be reimbursed for the amount of its actual cash disbursements. The amount of the initial 

advance shall be geared to the reimbursement cycle so that after the initial period, the advance approximately 

equals the average amount of the grantee’s unreimbursed program disbursements. Under this method of 

payment, the NSF grant will specify if the grantee is required to use the SF 270. If use of the form is required, 

section 12 of the SF 270 will be used for the initial advance; thereafter, reimbursements will be requested on the 

SF 270, line 11i. 

6. Grantee EFT Update 

Grantee Electronic Funds Transfer System Update (EFT) is a FastLane Financial Function used by grantees to 

provide NSF with their electronic banking information. This system enables NSF to transfer funds electronically 

to a grantee’s bank account by using the electronic banking information provided by the grantee. 

7. Use of Women-Owned and Minority-Owned Banks 

Recipients of NSF grants are encouraged by the Federal government to use banks which are owned (at least 50 

percent) by women or minority groups such as Asian, Black, Hispanic, Native Americans and Pacific Islanders. 

This action is consistent with the national goal of expanding the opportunities for women-owned and minorityowned business enterprises. 
Award & Administration Guide III-4 NSF 07-140

D. CASH REFUNDS AND CREDITS TO NSF 

1. Final Unobligated Balance 

NSF has a reversionary interest in the unobligated balance of a grant upon expiration or completion of the grant. 

Based on final disbursements reported on the FCTR, the final unobligated balance will be computed by NSF 

and reported in the “Unobligated Balance” column of the FCTR. (See AAG Chapter III.E.2.) The entry reduces 

the grantee’s “Balance Authorized” as computed on line 15 of the FCTR. (Detailed instructions for submission 

of the FCTR are available on the FastLane website at https://www.fastlane.nsf.gov/jsp/homepage/faulogin.jsp.) 

2. Erroneous Payments 

Advances or reimbursements made in error must be refunded to the National Science Foundation if the 

erroneous payment creates an excess cash on hand condition or a negative “Balance Authorized” as computed 

on lines 6 and 15 of the FCTR. Excess funds should be promptly refunded electronically or by check. Contact 

the NSF Division of Financial Management at (703) 292-8280 for instruction for electronically refunding monies 

to NSF. Checks shall be mailed to NSF, Attn. Cashier, 4201 Wilson Boulevard, Arlington, VA 22230. 

The only exception to the requirement for prompt refunding is when the funds involved will be disbursed within 

30 calendar days. This exception for prompt refunding should not be construed as approval by NSF for a 

grantee to maintain excessive funds on hand. 

3. Interest Earned on Advance Payments 

Grantees shall maintain advances of NSF funds in interest bearing accounts, unless any of the following apply: 

a. The grantee receives less than $120,000 in Federal grants per year; 

b. The best reasonably available interest bearing account would not be expected to earn interest in excess 

of $250 per year on Federal cash balances; or 

c. 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. 

Interest earned on NSF advances deposited in interest bearing accounts shall be remitted annually to the 

Department of Health and Human Services (DHHS), Payment Management System, P.O. Box 6021, Rockville, 

MD 20852 (telephone number: (301) 443-9247). Grantees are authorized to retain up to $250 per year for 

administrative expenses. Interest on advances earned shall be reported on line 9 of the FCTR. 

The requirement to annually remit interest does not apply to grantees subject to the Cash Management 

Improvement Act (CMIA) and its implementing regulations (i.e., State agencies and instrumentalities). State 

universities and hospitals shall comply with the CMIA, as it pertains to interest. In accordance with Section .22

of OMB Circular A-110 (2 CFR §215.22) if a grantee subject to CMIA uses its own funds to pay pre-award costs 

without prior written approval from NSF, it waives its right to recover the interest under CMIA. 

4. Program Income 

If, in accordance with the grant, program income is designated for credit to grant costs, it will be recovered by 

NSF by crediting costs otherwise chargeable against the grant on the FCTR. (See AAG Chapter VI.F.) In these 

cases, income in excess of the grant will be remitted to NSF electronically or by check payable to the National 

Science Foundation. 
Award & Administration Guide III-5 NSF 07-140

5. Other Cost Credits 

Purchase discounts, rebates, allowances, credits resulting from overhead rate adjustments and other credits 

relating to any allowable cost received by or accruing to the grantee shall be credited against NSF grant costs if 

the grant has not been financially closed out. A grant is financially closed out when the final net disbursements 

have been reported on the FCTR. Credits of $300 or more shall be credited against NSF grant costs even if the 

grant has been closed out. (See also AAG Chapter V.B.7.) 

E. Grant Financial Reporting Requirements 

1. Quarterly Disbursement Reporting - Federal Cash Transactions Report (FCTR) 

Grantees are required to report the status of funds received from NSF on a quarterly basis through the 

submission of a Federal Cash Transaction Report (SF272). The reports are prepared and submitted 

electronically to NSF by the FastLane Federal Cash Transaction Report Function. 

Within seven to ten business days after the end of a calendar quarter, NSF will create and make the FCTR’s 

available to grantees through the FastLane Financial Functions at 

https://www.fastlane.nsf.gov/jsp/homepage/faulogin.jsp. E-mail notices are sent to each grantee announcing 

the reports availability and its due date. Grantees are required to update, certify and submit the FCTR to NSF 

by the due date even if funds have not been drawn during the reporting period. Grantees certify the report’s 

truthfulness as stated in the Certification, Save and Submission page of the FCTR. The report elements are in 

compliance with the uniform Federal standards applicable to financial reporting by grantees. 

Failure to submit the FCTR to NSF in a timely manner can result in one or more of the following actions: 

a. Suspension of all future payments; 

b. Closeout of expired awards based on previously reported disbursements; 

c. Suspension of unexpired awards; and 

d. Suspension of review and processing of new proposals. 

2. Final Disbursement Reporting 

NSF does not require grantees to submit individual SF 269, Financial Status Reports, for purposes of final grant 

accountability. NSF procedures have been designed to extract the final financial data from the entries in the 

FCTR. This reporting is accomplished as follows: 

a. For any grant listed on the FCTR that expired prior to the beginning of the quarter covered by the FCTR, 

the grantee will enter the final disbursement amount in the “Net Disbursement Reporting Quarter” column. 

b. If there are valid unpaid obligations outstanding at the time final disbursements are due, the obligations 

must be charged against the NSF cash advance and reported in the “Net Disbursement Reporting Quarter” 

column as if they had actually been paid. If subsequent disbursements differ by $300 or more from the amount 

previously reported, the grantee must report the amount as an “Adjustments to Financially Closed Awards” and 

specify the reason for the adjustment under the remarks section of the FCTR. 

c. If by law, regulation, and/or accounting system limitations, valid unpaid obligations cannot be charged 

against the NSF advance and reported as disbursed in accordance with b. above, closeout by NSF will be 

deferred provided that: 

(i) The grantee identifies grants with “unpaid obligations” in the Remarks section of the FCTR; 

(ii) The grantee submits the FCTR before the quarterly financial closeout procedure is run; and 

(iii) The appropriation that funds the grant has not lapsed as noted under Public Law 101-510. 
Award & Administration Guide III-6 NSF 07-140

d. The final disbursement amount may not exceed the amount of the award. 

e. When the final disbursements have been recorded by NSF, the award will be financially closed and no 

additional disbursements shall be shown by the grantee in subsequent reports. When all final reporting 

requirements have been met, the award will be deleted from the FCTR. When this is done, the award will be 

shown in the next “Schedule of Awards Purged and Subsequent Adjustments during the Quarter,” Part IV of the 

FCTR. 
Award & Administration Guide III-7 NSF 07-140

REQUEST FOR ADVANCE Approved by Office of Management and Page of 

OR REIMBURSEMENT Budget, No. 80-R0183

 Federal sponsoring Agency to which this 

Report is submitted. 1. Type of

a. "X" one, or both boxes 2. Basis of Request

National Science Foundation-DFM Payment

b. "X" the applicable box

 Phone: 703-292-4458 4. Federal Grant or Other Identifying 5. Partial Payment Request Number

 Number For This Request

6. Employer Identification 7. Recipient's Account Number 8. PERIOD COVERED BY THIS REQUEST

 Number or Identifying Number FROM (month, day, year) TO (month, day, year)

9. Recipient Organization 10. Payee 

Name:

Number

and Street:

City, State

and Zip Code:

11

(a) (b) (c)

PROGRAMS/FUNCTIONS/ACTIVITIES TOTAL

a. Total program Outlays to date

 (As of Date) $$ $ $

b. Less: Cumulative program income

c . Net program outlays (Line a minus line b)

d. Estimated net cash outlays for advance period

e. Total (Sum of lines c & d)

f. Non-Federal share of amount on line e

g. Federal share of amount on line e

h. Federal payments previously requested

i. Federal share now requested (Line g minus line h)

12

a. Estimated Federal cash outlays that will be made during period covered by the advance $

b. Less: Estimated balance of Federal cash on hand as of beginning of advance period

c. Amount requested (Line a minus line b) $

13

 SIGNATURE OF AUTHORIZED CERTIFYING OFFICIAL DATE REQUEST 

I certify that to the best of my knowledge SUBMITTED

and belief the data above are correct and

that all outlays were made in accordance

with the grant conditions or other agreement TYPED OR PRINTED NAME AND TITLE TELEPHONE (AREA CODE,

and that payment is due and has not been NUMBER, EXTENSION)

previously requested

270-102 STANDARD FORM 270 (7-76) Prescribed by Office of Management and Budget Cir. No. A-110

Advance Reimbursement

Final Partial

Cash

Accrual

Exhibit III-1 
Award & Administration Guide IV-1 NSF 07-140

Chapter IV: Grantee Standards 

NSF encourages the increased involvement of academic researchers and educators with industry and private 

entrepreneurial ventures, but recognizes that such interactions carry with them an increased risk of conflict of 

interests. AAG Chapter IV.A contains NSF’s policy on conflict of interest. 

2 CFR §215 prescribes three sets of standards for academic and other non-profit recipients of Federal grants, 

each governing a different area: financial management systems, procurement policies, and procedures and 

property management. AAG Chapter III.B, III.C and III.D implement the OMB standards, and extend their 

applicability to all types of recipients of NSF grants, including commercial firms. 

A. Conflict of Interest Policies 

1. NSF requires each grantee institution7

 employing more than fifty persons to maintain an appropriate 

written and enforced policy on conflict of interest. Guidance for development of such policies has been issued 

by university associations and scientific societies8

2. An institutional conflict of interest policy should require that each investigator disclose to a responsible 

representative of the institution all significant financial interests of the investigator (including those of the 

investigator’s spouse and dependent children): (i) that would reasonably appear to be affected by the research 

or educational activities funded or proposed for funding by NSF; or (ii) in entities whose financial interests would 

reasonably appear to be affected by such activities. 

The term “investigator” means the principal investigator/project director, co-principal investigators/co-project 

directors, and any other person at the institution who is responsible for the design, conduct, or reporting of 

research or educational activities funded or proposed for funding by NSF. 

The term “significant financial interest” means anything of monetary value, including, but not limited to, salary or 

other payments for services (e.g., consulting fees or honoraria); equity interest (e.g., stocks, stock options or 

other ownership interests); and intellectual property rights (e.g., patents, copyrights and royalties from such 

rights). 

The term does not include: 

a. salary, royalties or other remuneration from the applicant institution; 

b. any ownership interests in the institution, if the institution is an applicant under the Small Business 

Innovation Research Program or Small Business Technology Transfer Program; 

c. income from seminars, lectures, or teaching engagements sponsored by public or non-profit entities; 

d. income from service on advisory committees or review panels for public or nonprofit entities; 

e. an equity interest that, when aggregated for the investigator and the investigator’s spouse and 

dependent children, meets both of the following tests: (i) does not exceed $10,000 in value as determined 

through reference to public prices or other reasonable measures of fair market value; and (ii) does not represent 

more than a 5% ownership interest in any single entity; or 

 

7

 For consistency with the DHHS conflict of interest policy, in lieu of “organization”, NSF is using the term “institution” which 

includes all categories of proposers. 

8

 See http://www.aau.edu/research/COI.01.pdf; http://www.aamc.org/research/coi/firstreport.pdf; 

http://www.aamc.org/research/coi/2002coireport.pdf; http://www.aamc.org/research/coi/coiresults2003.pdf; 

http://www.cogr.edu/docs/COIFinal.pdf; 

http://www.aaup.org/AAUP/About/committees/committee+repts/CommA/ResearchonHumanSubjects.htm 10 Grantee notifications of conflict of interest that cannot be managed, reduced, or eliminated must be submitted 

electronically via the NSF FastLane System. 
Award & Administration Guide IV-2 NSF 07-140

f. salary, royalties or other payments that, when aggregated for the investigator and the investigator’s 

spouse and dependent children, are not expected to exceed $10,000 during the twelve-month period. 

3. An institutional policy must ensure that investigators have provided all required financial disclosures at 

the time the proposal is submitted to NSF. It must also require that those financial disclosures are updated 

during the period of the award, either on an annual basis, or as new reportable significant financial interests are 

obtained. 

4. An institutional policy must designate one or more persons to review financial disclosures, determine 

whether a conflict of interest exists, and determine what conditions or restrictions, if any, should be imposed by 

the institution to manage, reduce or eliminate such conflict of interest. A conflict of interest exists when the 

reviewer(s) reasonably determines that a significant financial interest could directly and significantly affect the 

design, conduct, or reporting of NSF-funded research or educational activities. 

Examples of conditions or restrictions that might be imposed to manage, reduce or eliminate conflicts of interest 

include, but are not limited to: 

a. public disclosure of significant financial interests; 

b. monitoring of research by independent reviewers; 

c. modification of the research plan; 

d. disqualification from participation in the portion of the NSF-funded research that would be affected by 

significant financial interests; 

e. divestiture of significant financial interests; or 

f. severance of relationships that create conflicts. 

If the reviewer(s) determines that imposing conditions or restrictions would be either ineffective or inequitable, 

and that the potential negative impacts that may arise from a significant financial interest are outweighed by 

interests of scientific progress, technology transfer, or the public health and welfare, then the reviewer(s) may 

allow the research to go forward without imposing such conditions or restrictions. 

5. The institutional policy must include adequate enforcement mechanisms, and provide for sanctions 

where appropriate. 

6. The institutional policy must include arrangements for keeping NSF’s Office of the General Counsel 

appropriately informed if the institution finds that it is unable to satisfactorily manage a conflict of interest.10

7. Institutions must maintain records of all financial disclosures and of all actions taken to resolve conflicts 

of interest for at least three years beyond the termination or completion of the grant to which they relate, or until 

the resolution of any NSF action involving those records, whichever is longer. 

B. Financial Management Systems Standards 

NSF grantees are required to have financial management systems which meet the requirements of Section .20 

of OMB Circular A-110 (2 CFR 215 §20).

C. Procurement Standards 

NSF grantees shall adhere to the requirements of Sections .40-48 of OMB Circular A-110 (2 CFR 215 §§40-48) 

which prescribe standards for use by recipients in establishing procedures for the procurement of supplies and 

other expendable property, equipment, real property and other services with Federal funds. 
Award & Administration Guide IV-3 NSF 07-140

D. Property Management Standards 

• 2 CFR §215.30 prescribes standards for managing and disposing of property furnished by the Federal 

government or whose cost was charged to a project supported by a Federal grant. 

• In the rare instances where NSF grants might involve the acquisition of real property and unless 

otherwise specified in the grant document, the real property standards of 2 CFR §215.32 are applicable to such 

NSF grants. 

• NSF implementation of the OMB standards on intellectual property is contained in AAG Chapter VI.D. 

 

• Title to materials developed and supplies purchased under an NSF grant will vest in the grantee. 

• 2 CFR §215.33 contains a special category of “exempt property.” Under that provision, any Federal 

agency which has statutory authority (such as NSF) may vest title in an institution of higher education, hospital 

or other non-profit organization without further obligation to the Federal Government and under conditions the 

agency considers appropriate. 

1. Title to Equipment 

a. Title to Equipment - Non-Profit Organizations 

(i) Normal Situations. Unless otherwise specified in the grant, title to equipment purchased or fabricated 

with NSF grant funds by a college or university or other non-profit organization will vest in the grantee 

organization upon acquisition. Such equipment is considered “exempt property” (see AAG Chapter IV.D and 

subject to the conditions of AAG Chapter IV.D.2.) 

(ii) Special Situations. In special situations the grant may require that title to equipment purchased, 

acquired or fabricated by the grantee with NSF funds pass directly to the government from the vendor. 

b. Title to Equipment - Commercial Organizations 

Unless otherwise specified in the grant, title to equipment purchased or fabricated with NSF grant funds by a 

small business or other commercial firm will vest in the government. Such equipment will be acquired and used 

in accordance with AAG Chapter IV.D.2, and managed in accordance with AAG Chapter IV.D.4.

2. Conditions for Acquisition and Use of Equipment 

a. Grantee Assurance. The grantee will assure that for each purchase of equipment, it is: 

(i) necessary for the research or activity supported by the grant; 

(ii) not otherwise reasonably available and accessible; 

(iii) of the type normally charged as a direct cost to sponsored agreements; and 

(iv) acquired in accordance with organizational practice. 

b. General Purpose Equipment. Expenditures for general purpose equipment (see AAG Chapter V.B.2b) 

are unallowable unless the equipment is primarily or exclusively used in the actual conduct of research. 

c. Equipment Usage. The equipment must remain in use for the specific project for which it was obtained 

in accordance with 2 CFR §215.34 unless the provision in §.34e. applies. 

d. Equipment Sharing. The equipment must be shared on other projects or programs in accordance with 2 

CFR 215.34(d). 
Award & Administration Guide IV-4 NSF 07-140

e. Property Management Standards. The grantee shall maintain a property management system which, at 

a minimum, meets the requirements of 2 CFR §215.34(f). 

f. Competition. Grantees shall not use equipment acquired with Federal funds to provide services to nonFederal outside organizations for a fee that is less than private companies charge for equivalent services, 

unless specifically authorized by statute, for as long as the Federal Government retains an interest in the 

equipment. 

g. Right to Transfer Title. 

(i) NSF may identify items of equipment having a unit acquisition cost of $5,000 or more where NSF 

reserves the right to transfer the title to the Federal government or to a third party named by the Federal 

government. 

(ii) In such cases where NSF elects to transfer the title, disposition instructions will be issued no later than 

120 calendar days after the expiration date of the NSF-supported project for which it was acquired. 

3. Principles Relating to the Use of NSF-Supported Research Instrumentation and Facilities 

The following principles on use of NSF-supported instrumentation and facilities were adopted by the National 

Science Board: 

The National Science Foundation seeks the maximum productive use of the Nation's scientific 

instrumentation and research expertise. Ensuring that the highest quality instrumentation, 

facilities, and services are available to scientific users, both academic and industrial, is a key 

requirement, as are harmonious relations and cooperation between industry and universities. 

Private research and testing laboratories, as well as university, government, and industrial 

laboratories, have a contribution to make. 

The National Science Board recognizes that there may be circumstances where NSF grantees 

use NSF-supported research instrumentation to provide services in commerce for a fee, to an 

extent that such practice, (1) detracts from the performance of their obligation under the grant, 

and/or (2) may have a material and deleterious effect on the success of private companies 

engaged in the provision of equivalent services. It is contrary to the NSF's intent for grantees to 

use NSF-supported research instrumentation or facilities to provide services for a fee in 

competition with private companies in a manner that is prohibited by 2 CFR §215.34(b). 

Grantees should implement the above principles and related grant conditions in a reasonable manner. 

Grantees are expected to provide fair and adequate consideration of any complaints about use of 

instrumentation and facilities. 

4. Property Management Standards When Title Retained by NSF

In the event that title to equipment or property is vested in the Federal Government, such property shall be 

marked, tagged or segregated in such a manner as to indicate clearly its ownership by the government. Unless 

otherwise provided in the grant, such government property shall be used only for the performance of the project. 

The grantee shall submit an annual inventory report by NSF grant number of such property having an original 

acquisition cost of $5,000 or more, to the NSF Property Administrator, Division of Administrative Services 

(DAS). A physical inventory of Government-Owned Equipment (GOE) shall be conducted every two years 

pursuant to 2 CFR §215.34(f)(3). Upon expiration of the grant, the grantee shall report the property to the 

Property Section for further agency utilization. (See AAG Chapter IV.D.5.) 
Award & Administration Guide IV-5 NSF 07-140

5. Excess Government Personal Property 

a. Policy

(i) As a means of expanding the ability of grantees to accomplish NSF objectives while conserving supply 

and equipment funds, NSF will continue to sponsor the transfer of excess government personal property to NSF 

grantees. 

(ii) Excess government personal property includes all types of personal equipment and materials (except 

consumable items such as drugs, paint, etc.), new or used, owned by the Federal Government and no longer 

needed by the holding agency, but having additional useful life. Under regulations established by the General 

Services Administration (GSA), the agency charged with operating this program, excess government personal 

property may be reported to, or requested from, GSA by other Federal agencies, including NSF. 

(iii) NSF will sponsor the transfer of excess government personal property to eligible organizations under 

one of the following conditions: 

(a) the use of the property significantly furthers an NSF grant-supported activity; 

(b) the property is such that it would have been procured under the grant for which property is being 

requested if additional grant funds had been available; 

(c) the property is used as part of the grant activity and subsequently for research or science education 

purposes; or 

(d) the property is classified by GSA as scientific or engineering research equipment and has a unit 

acquisition cost of $1,000 or more. (See AAG Chapter IV.D.5f.) 

b. Eligibility

Eligible organizations are NSF grantees that are public or private institutions of higher education or non-profit 

organizations whose primary purpose is the conduct of research or science education activities. State and 

municipal governments, public health units, hospitals, profit-making firms and individual PI/PDs are not eligible 

for excess government personal property under NSF sponsorship. 

c. Procedures

(i) To access a worldwide inventory of available excess personal property, an eligible grantee should 

contact the Property Administrator (fsrpts@nsf.gov), DAS to become a registered user of GSAXcess® (GSA’s 

online personal property system located at http://gsaxcess.gov/).

(ii) Grantees can visit GSAXcess® to screen for items that are necessary to accomplish the NSF supported 

project by searching GSA’s inventory and adding items to the Selection Cart. Excess personal property is 

reported by Category (Federal Supply Classification (FSC)) and includes the item control number, name, 

location, quantity available, and unit of issue, original acquisition cost, surplus release date and condition of 

items posted. In some instances a photograph of the property item is available. 

(iii) Materials and equipment so selected should be inspected whenever possible (see AAG Chapter 

IV.D.5.d), or the holding Federal agency should be contacted by the grantee to verify the condition of the items, 

because interpretation of condition codes can vary among agencies. 

(iv) If the condition of the item is acceptable, the grantee should freeze items by Checkout of the Selection 

Cart to generate a Transfer Control Number/SF 122, Transfer Order Excess Personal Property. 

(v) The grantee should next submit the SF 122, Transfer Order Excess Personal Property and a separate 

written justification statement, if necessary, to the Property Administrator, DAS. The justification will explain why 

the property is needed to reduce the cost or enhance the performance under the specific grant for which the 

property is requested. 
Award & Administration Guide IV-6 NSF 07-140

(vi) The SF 122 should be signed by either the PI/PD or the Authorized Organizational Representative. The 

following information should also be provided on each SF 122: 

(a) name of grantee organization; 

(b) grant number; 

(c) expiration date; 

(d) the statement “The above equipment is requested for use by the grantee in support of research or 

education as outlined in the grant”; and 

(e) the statement “Transfer is in accordance with the provisions of 41 CFR §101.43.” The grantee should 

also verify the automatic release date with GSA to preclude loss of property before the transaction is 

processed. 

(vii) The written justification should detail the scientific need for the equipment as it relates to the particular 

grant under which the equipment is to be used, and should cite the conditions of this section as being binding 

upon the grantee, should the property be acquired. 

(viii) Upon receipt by NSF, the SF 122 will be reviewed and forwarded to the appropriate GSA Office. Items 

are usually allocated on a first come, first served basis. Since GSA may have several freezes on a piece of 

equipment, first come, first served is interpreted as the first approved SF 122 received by the GSA office and 

designated Area Property Officer (APO). However, preference will be given by GSA to agencies which do not 

grant title to equipment. As confirmation of approval, the grantee will receive copies of the SF 122 from the 

GSA APO. If the request is disapproved, it will be returned to the grantee with an appropriate explanation. 

(ix) Upon receipt of the requested property, the grantee should immediately return a copy of the SF 122 to 

NSF as evidence of delivery. Cancellations by GSA, or nonreceipt within a reasonable period of time should 

also be reported to NSF after follow-up inquiries have been made to GSA. 

d. Visiting Holding Agency Facilities

(i) Under current GSA regulations all non-Federal grantee representatives wishing to visit holding agency 

facilities to screen or freeze government excess personal property must receive prior certification from GSA. 

Because of current security protocols, the holding agency may require written authorization for access. 

(ii) The number of screeners on a grant should be limited to no more than two persons. The primary 

screener should be the PI/PD. However, if the PI/PD finds it impossible to screen, he/she may designate, in 

writing, a substitute. 

(iii) Normally, certification will be on a regional basis; however, NSF will, under certain circumstances, 

sponsor grantee representatives who need to make interregional visits in order to secure equipment not readily 

available within their region. 

e. Dollar Limitation

To ensure equitable distribution of excess government personal property, grantees may be authorized to 

acquire property under each NSF project grant up to a total acquisition cost equal to the dollar value of that 

particular grant. Any request for excess property which causes the total to exceed the value of the grant will 

require additional justification beyond that requested in AAG Chapter IV.D.5c. A higher percentage of excess 

property requested under a particular grant by a grantee must be approved by an administrative level in NSF 

which is higher than the Program Officer who normally administers the grant. NSF will give full consideration to 

all factors in determining whether to approve transfers of excess property above the dollar value of a given 

grant. Grantees are therefore urged to be selective in their requests for excess government personal property 

to limit quantities of each item where possible and to avoid stockpiling items for future use. 
Award & Administration Guide IV-7 NSF 07-140

f. Restrictions 

(i) NSF will sponsor the transfer of excess government personal equipment to eligible organizations only 

under project grants. As defined in the GSA regulations, “project grants” refers to grants made for specific 

purposes with established termination dates, e.g., grants made to specific organizations to perform specific 

tasks within set time frames and costs. No excess property may be acquired on behalf of conference, 

publication-support grants or travel grants. In addition, on “summer-type training grants,” no property may be 

acquired after the training period has terminated. Further, grantees should exercise careful judgment on the 

appropriateness of requesting excess personal property when only a short period of time exists between the 

date of the property request and the completion or successful accomplishment of the NSF-supported activity. 

GSA will consider items of personal property as research equipment for transfer without reimbursement to NSF 

for use by a grantee when the property requested has a unit acquisition cost of $1,000 or more and is within 

Federal Supply Classification Groups: 

(a) 12 Fire Control Equipment; 

(b) 14 Guided Missiles; 

(c) 43 Pumps and Compressors; 

(d) 48 Valves; 

(e) 58 Communication, Detection and Coherent Radiation Equipment; 

(f) 59 Electrical and Electronic Equipment Components; 

(g) 65 Medical, Dental and Veterinary Equipment and Supplies; 

(h) 66 Instruments and Laboratory Equipment; 

(i) 67 Photographic Equipment; 

(j) 68 Chemical and Chemical Products; or 

(k) 70 General Purpose Automatic Data Processing Equipment, Software, 

Supplies and Support Equipment. 

Automatic data processing equipment must be acquired under the provisions in 41 CFR §201.23. 

(ii) GSA will give consideration to the transfer without reimbursement of items of excess property in other 

Federal supply classification groups and items with a unit acquisition cost of less than $1,000, when NSF 

certifies that the item requested is a component part of or related to a piece of research equipment or is an 

otherwise difficult to acquire item needed for scientific or engineering research. Items of property determined by 

GSA to be common-use or general purpose property, regardless of classification or unit acquisition cost, shall 

not be transferred to a grantee for the purpose of cannibalization, unless the granting agency sends with the 

transfer request a supporting statement which clearly indicates that disassembly of the requested item for 

secondary use of its component parts, or for repair and maintenance of a similar item, has greater potential 

benefit than utilization of the item in its existing form and that a clear cost savings to the government will result, 

subject to final determination by GSA. 

g. Costs 

Excess government personal property is usually secured without cost. However, the recipient grantee should 

specify the method of shipment and must pay all costs of packing, transportation and subsequent installation, 

rehabilitation and maintenance if required. Grant funds may be used to pay such costs. 
Award & Administration Guide IV-8 NSF 07-140

h. Title

Title to excess government personal property obtained by academic and other non-profit grantees through NSF 

sponsorship remains with the government until the property is delivered to the grantee organization. Upon 

delivery, the grantee should forward to NSF a receipted SF 122 which clearly lists the items of property actually 

obtained by the grantee. Unless NSF informs the grantee to the contrary, when this SF 122 is received at NSF, 

title to all property acquired will automatically pass to and be vested in the grantee organization, subject to the 

understanding that the property will be used for research or for science education purposes as long as it has a 

useful life. At such time as the property is no longer useful for such purposes, it may be disposed of in 

accordance with organizational practices, but any proceeds therefrom shall be used by the grantee solely for 

research or science education purposes. Under certain conditions, such as when highly specialized equipment 

is involved, NSF may retain title to excess property. When such a condition exists, NSF will inform the grantee. 

Excess government personal property may not be transferred to a foreign country without the express written 

approval of the Grants and Agreements Officer. 

i. Accountability and Recordkeeping

(i) While no particular type of classification of accounts or inventory system is required, NSF expects that 

the responsible officials of the grantee organization will exercise careful stewardship of excess government 

personal property acquired in support of projects undertaken with NSF’s financial assistance. In accordance 

with AAG Chapter IV.D.5e, relating to the dollar limitation on the amount of excess government personal 

property provided by NSF, grantees should maintain appropriate inventory procedures that will enable them to 

identify those requests which require more extensive administrative and scientific justification. In those cases 

where title to excess government personal property remains with the government, the grantee must maintain 

suitable records to identify its location, description, utilization and value. The use of excess government 

personal property under an NSF grant is subject to inspection and audit by representatives of NSF at all 

reasonable times during the life of the grant under which the property was acquired. 

(ii) Further details may be obtained from the Property Administrator, Division of Administrative Services, 

National Science Foundation, 4201 Wilson Boulevard, Room 295, Arlington, VA 22230.
Award & Administration Guide V-1 NSF 07-140

Chapter V: Allowability of Costs 

A. Basic Considerations 

Expenditures under NSF cost reimbursement grants are governed by the Federal cost principles and must 

conform with NSF policies, grant special provisions and grantee internal policies. Grantees should ensure that 

costs claimed under NSF grants are necessary, reasonable, allocable, and allowable under the applicable cost 

principles, NSF policy, and/or the program solicitation. In the event a grantee anticipates charging an item of 

direct cost that might subsequently be disputed, an authorized official of the grantee organization should discuss 

the matter with the cognizant NSF Grants and Agreements Officer and document the conditions or factors 

surrounding the item in order to avoid possible subsequent disallowance. 

1. Federal Cost Principles 

a. Applicability to Grantees 

The governing Federal cost principles applicable to specific types of grantees are as follows: 

Type of Organization Applicable Federal Cost Principles

Education Institutions OMB Circular A-21 

Non-Profit Organizations OMB Circular A-122 

State/Local Governments OMB Circular A-87 

Commercial Firms Federal Acquisition Regulation (FAR), Part 31 

b. Applicability to Subrecipients 

Grantees are responsible for assuring that costs of all subawards under NSF grants are subject to those cost 

principles and procedures appropriate to the subaward type and organization involved. For example, if the 

subaward is a cost reimbursement type with a commercial concern, FAR Subpart 31.2 would apply. 

c. Conflicting Guidelines 

In the event of any discrepancy between the summary information contained in this chapter and any specific 

provision of the applicable Federal cost principles, the cost principles in effect as of the effective date of the NSF 

grant will govern. In the case of a discrepancy between the special provisions of an NSF grant and the 

standards of the applicable cost principles, the special provisions of the grant will govern. 

2. Other Considerations 

a. Maximum Obligation 

The maximum obligation of NSF for support of the project will not exceed the amount specified in the grant, as 

amended. NSF does not amend grants to provide additional funds for such purposes as reimbursement for 

unrecovered indirect costs resulting from the establishment of final negotiated rates or for increases in salaries, 

fringe benefits and other costs. 

b. Pre-Award Costs 

(i) Grantees may incur allowable pre-award costs within the 90 day period immediately preceding the 

effective date of the grant providing: 

(a) the approval of pre-award spending is made and documented in accordance with the grantee's 

procedures; and 
Award & Administration Guide V-2 NSF 07-140

(b) the advanced funding is necessary for the effective and economical conduct of the project. 

(ii) Pre-award expenditures are made at the grantee's risk. Grantee authority to approve pre-award costs 

does not impose an obligation on NSF: (1) in the absence of appropriations; (2) if an award is not subsequently 

made; or (3) if an award is made for a lesser amount than the grantee anticipated. 

(iii) Requests for pre-award costs for periods exceeding 90 days must be submitted electronically via use of 

the Notification and Request module in FastLane. Pre-award expenditures prior to funding of an increment 

within a continuing grant are not subject to this limitation or approval requirement, but are subject to paragraph 

(ii). above. 

c. Post-Expiration Costs 

NSF funds may not be expended subsequent to the expiration date of the grant except to liquidate valid 

commitments that were made on or before the expiration date. (See AAG Chapter III.E.2.) For example, 

commitment of project funds is valid when specialized (research) equipment is ordered well in advance of the 

expiration date but where, due to unusual or unforeseen circumstances, delivery of such equipment is delayed 

beyond the expiration date. The costs of equipment ordered after the expiration date, however, may not be 

charged to the project. 

3. Prior Approval 

a. OMB Directive 

NSF has waived most cost related and administrative prior approvals required by OMB Circular A-21 and 2 CFR

§215. Grantees should refer to the general conditions referenced in the grant, and AAG Exhibit II-1 for 

information on NSF required prior approvals. 

b. NSF Prior Approval Policy 

(i) The funding of items identified in the budget constitutes NSF’s authorization for the grantee to incur 

these costs, provided there is not a specific limitation in the grant language and the costs are otherwise 

allowable under the cost principles. 

(ii) Costs not specifically budgeted in an NSF award may be allowable provided that prior approval is not 

required and costs are incurred consistently with the applicable cost principles. 

B. DIRECT COSTS 

The following subsections summarize the allowability of frequently encountered direct cost items: 

1. Salaries, Wages and Fringe Benefits 

a. Salaries and Wages 

(i) All Grantees. All remuneration paid currently or accrued by the organization for employees working on 

the NSF-supported project during the grant period is allowable to the extent that: 

(a) total compensation to individual employees is reasonable for the work performed and conforms to the 

established policy of the organization consistently applied to both government and non-government 

activities; and 

(b) the charges for work performed directly under NSF grants and for other work allocable as indirect costs 

are determined and documented as provided in the applicable Federal cost principles. 

(ii) Colleges and Universities. Section J.10 of OMB Circular A-21 establishes criteria for compensation for 

work performed on government projects by faculty members during and outside the academic year. 
Award & Administration Guide V-3 NSF 07-140

NSF’s policy is: 

(a) Academic Year Salaries. To be based on the individual faculty member's regular compensation for the 

continuous period which, under the policy of the institution concerned, constitutes the basis of his/her 

salary. Except as provided in AAG Chapter V.B.6b, charges to Federal grants, irrespective of the basis 

of computation, will not exceed the proportionate share of the base salary for that period. 

(b) Periods Outside the Academic Year. During the summer months or other periods not included in the 

period for which the base salary is paid, salary is to be paid at a monthly rate not in excess of the base 

salary divided by the number of months in the period for which the base salary is paid. NSF policy on 

funding of summer salaries (known as NSF's two-ninths rule) remains unchanged: proposal budgets 

submitted should not request, and NSF-approved budgets will not include, funding for an individual 

investigator which exceeds two-ninths of the academic year salary. This limit includes summer salary 

received from all NSF-funded grants. 

(c) Sabbatical Leave. Unless there are special conditions in an applicable NSF program solicitation or in 

the grant, charges to an NSF grant for services rendered to the project by an individual during his/her 

sabbatical period are allowable provided that such compensation is: 

• proportional to the service rendered; 

• in accordance with established institutional sabbatical policies regardless of source of funds; and 

• at a rate which, when added to the individual's sabbatical salary rate, does not exceed the individual's 

base salary rate for the individual's most recent academic year or equivalent prior period. 

NSF salary support during sabbatical periods is only intended to make up the difference between sabbatical rate 

of pay and the individual's base salary rate for periods during which the individual is performing work on an 

NSF-sponsored project. 

b. Fringe Benefits 

Fringe benefits are allowable as a direct cost (if not included as an indirect cost) in proportion to the salary 

charged to the grant, to the extent that such payments are made under formally established and consistently 

applied organizational policies. 

2. Equipment 

a. Related Equipment Guidelines 

Additional NSF guidelines on equipment are found in AAG Chapter IV.D. 

b. Definitions 

The following definitions, derived from OMB Circular A-21 and 2 CFR §215.2, apply to all NSF grants: 

(i) ACQUISITION COST OF EQUIPMENT ⎯ the net invoice price of the equipment, including the cost of 

modifications, attachments, accessories or auxiliary apparatus necessary to make the property usable for the 

purpose for which it was acquired. Other charges, such as the cost of installation, transportation, taxes, duty or 

protective in-transit insurance, should be included in the unit acquisition cost consistent with the grantee’s 

regular accounting practices. 

(ii) EQUIPMENT ⎯ tangible nonexpendable personal property including exempt property charged directly 

to the grant having a useful life of more than one year and an acquisition cost of $5,000 or more per unit. 

However, consistent with grantee policy, lower limits may be established. 

(iii) GENERAL PURPOSE EQUIPMENT ⎯ permanent equipment (as defined in b., above) that is usable for 

other than research, medical, scientific or technical activities, whether or not special modifications are needed to 
Award & Administration Guide V-4 NSF 07-140

make it suitable for a particular purpose. Examples of general purpose equipment include office equipment and 

furnishings, air conditioning equipment, reproduction and printing equipment, motor vehicles and computer 

equipment. 

(iv) SPECIAL PURPOSE EQUIPMENT ⎯ permanent equipment (as defined in b., above) which is usable 

only for research, medical, scientific or technical activities. Examples of special purpose equipment include 

microscopes, x-ray machines, specialized drilling equipment, spectrometers, and diamond knives. 

c. Special Purpose Equipment 

Expenditures for special purpose equipment are allowable as direct costs provided the acquisition of items with 

a unit cost of $5,000 or more is: 

(i) necessary for the research or activity supported by the grant; 

(ii) not otherwise reasonably available and accessible; 

(iii) of the type normally charged as a direct cost to sponsored agreements; and 

(iv) acquired in accordance with organizational practice. 

NSF review and approval is required for all equipment purchases by small business or other commercial 

organizations. 

d. General Purpose Equipment 

Expenditures for general purpose equipment are normally unallowable unless the equipment is primarily or 

exclusively used in the actual conduct of research. NSF review and approval is required for all equipment 

purchases by small business or other commercial organizations. 

3. Materials and Supplies 

Materials and supplies are defined as tangible personal property other than equipment, costing less than 

$5,000, or other lower threshold consistent with grantee policy. Materials and supplies that are necessary to 

carry out the project are allowable as prescribed in the governing cost principles. 

4. Travel Costs 

a. Expenses for transportation, lodging, subsistence and related items incurred by project personnel and 

by outside consultants employed on the project (See AAG Chapter V.B.6a.) who are on travel status on 

business related to an NSF-supported project are allowable as prescribed in the governing cost principles. The 

requirements for prior approval detailed in the governing cost principles are waived. 

b. Except as provided in the governing cost principles, the difference between economy airfare and a 

higher-class airfare is unallowable. A train, bus or other surface carrier may be used in lieu of or as a 

supplement to air travel at the lowest first-class rate by the transportation facility used. However, if such travel 

could have been performed by air, the allowance will not normally exceed that for economy airfare. 

c. Foreign travel costs of dependents of key project personnel is allowable provided the: 

(i) individual is a key person who is essential to the research on a full-time basis; 

(ii) individual's residence away from home and in a foreign country is for a continuous period of six months 

or more and is essential to the effective performance of the project; and 

(iii) dependent's travel allowance is consistent with the policies of the organization administering the grant. 
Award & Administration Guide V-5 NSF 07-140

d. For restrictions concerning the use of non-U.S. Flag carriers while on foreign travel see AAG Chapter

VI.G.1. 

 

5. Computer Services 

The costs of services involving the use of highly complex or specialized facilities operated by the organization, 

such as computing facilities, are allowable provided the charges meet the conditions of the governing cost 

principles. Awardees should address lease versus purchase factors as required by 2 CFR §215.44. 

6. Consultant Services 

a. Outside Consultants 

(i) Grantees normally are expected to utilize the services of their own officers or employees to the 

maximum extent in managing and performing the activities supported by NSF grants. Where it is necessary for 

a grantee to enter into a subaward for the services of persons who are not its officers or employees, it is 

expected to do so in accordance with written organizational standards which provide for consideration of the 

factors outlined in the governing cost principles. 

 (ii) Costs of professional and consultant services rendered by persons who are members of a particular 

profession or possess a special skill and who are not officers or employees of the performing organization are 

allowable when reasonable in relation to the services rendered. Payment for consultant services should be 

comparable to the normal or customary fees charged and received by the consultant for comparable services, 

especially on non-government contracts and grants. 

For all funds awarded prior to March 15, 2006, payment for a consultant’s services may not exceed the daily 

equivalent of the then current maximum rate paid to an Executive Schedule Level IV Federal employee 

(exclusive of indirect cost, travel, per diem, clerical services, fringe benefits and supplies). 

(iii) In determining the allowability of costs in a particular case, no single factor or any special combination of 

factors is necessarily determinative. However, the following factors, among others, are relevant: 

(a) the nature and scope of the service rendered in relation to the service required; 

(b) the necessity of issuing a subaward for the service considering the organization's capability in the 

particular area; 

(c) the past pattern of such costs, particularly in the years prior to the award of government contracts and 

grants; 

(d) the impact of government contracts and grants on the organization's total activity (e.g., what new 

problems have arisen); 

(e) whether the proportion of government work to the organization's total activity is such as to influence the 

organization in favor of incurring the cost, particularly where the services rendered are not of a continuing nature 

and have little relationship to work under government contracts and grants; 

(f) whether the service can be performed more economically by employment rather than by consulting; 

(g) the qualifications of the individual or concern rendering the service and the normal/customary fees 

charged and received by the individual for comparable services, especially on non-government contracts and 

grants; and 

(h) adequacy of the contractual agreement for the service (e.g., description of the service, estimate of time 

required, rate of compensation and termination provisions). 

(iv) In addition, retainer fees to be allowable must be supported by evidence of bona fide services available 

or rendered. 
Award & Administration Guide V-6 NSF 07-140

(v) Costs of legal, accounting and consulting services and related costs incurred in connection with 

organization and reorganization, defense of antitrust suits and the prosecution of claims against the government 

are unallowable. Costs of legal, accounting and consulting services and related costs incurred in connection 

with patent infringement litigation are unallowable unless otherwise provided for in the grant. 

(vi) Grantees may hire consultants not identified in the grant proposal or award, provided: 

(a) it is in accordance with written organizational standards; 

(b) grant funds are reallocated in accordance with the grantee's policies which are consistent with the 

governing cost principles; and 

(c) it is within the limits of the grant funding. 

b. Intra-University Consulting 

Since intra-university consulting is assumed to be undertaken as a university obligation requiring no 

compensation in addition to full-time salary, the principles summarized in AAG Chapter V.B.1, also apply to 

those who function as consultants or otherwise contribute to a project conducted by another faculty member of 

the same institution. However, in unusual cases where consultation is across departmental lines or involves a 

separate or remote operation, and the work performed by the consultant is in addition to his/her regular 

appointment, any charges for such work representing extra compensation above the salary are allowable if 

consistent with established university policy and the applicable cost principles. 

c. Federal Employees 

Employees of the Federal government (other than NSF) may be utilized as lecturers or staff members on a 

project and may receive compensation and/or expenses if they obtain prior approval from their agencies to 

participate, and if services to the project are performed outside their regular working hours or while they are on 

leave status from official duties. Under no circumstances may NSF employees receive compensation from an 

NSF-supported project. 

7. Publication, Documentation and Dissemination 

a. Costs of documenting, preparing, publishing, disseminating and sharing research findings and 

supporting material are allowable charges against the grant. 

b. Page charges for scientific and engineering journal publication are allowable where: 

(i) the research papers report work supported by NSF; and 

(ii) the charges are levied impartially on all research papers published by the journal, whether by nongovernment or by government authors. 

c. AAG Chapter III.E.2, permits a grantee to transfer from the grant account to an institutional account an 

amount equal to valid unpaid obligations outstanding at the time a grant expires. A grantee should refer to this 

section if they have incurred valid commitments for the costs of publication or sharing of research results and it 

is not possible to effect an actual payment for such charges by the time the final disbursements are due. 

8. Participant Support Costs 

a. General 

(i) Participant support costs are direct costs for items such as stipends or subsistence allowances, travel 

allowances and registration fees paid to or on behalf of participants or trainees (but not employees) in 

connection with meetings, conferences, symposia or training projects. For some educational projects conducted 

at local school districts, however, the participants being trained are employees. In such cases, the costs must 
Award & Administration Guide V-7 NSF 07-140

be classified as participant support if payment is made through a stipend or training allowance method. The 

school district must have an accounting mechanism in place (i.e., sub-account code) to differentiate between 

regular salary and stipend payments. 

(ii) Funds provided for participant support may not be used by grantees for other categories of expense 

without the specific prior written approval of the cognizant NSF Program Officer. Therefore, awardee 

organizations must account for participant support costs separately. 

(iii) Participant support allowances may not be paid to trainees who are receiving compensation, either 

directly or indirectly, from other Federal government sources while participating in the project. A non-NSF 

Federal employee may receive participant support allowances from grant funds provided there is no duplication 

of funding of items and provided no single item of participant cost is divided between his/her parent agency and 

NSF grant funds. 

(iv) Additional guidelines are found at AAG Chapter VI.D.4 and AAG Chapter VI.E. 

b. Stipends or Subsistence Allowances 

To help defray the costs of personal maintenance while participating in a conference or training activity, 

participants may be paid a stipend, per diem or subsistence allowance, based on the type and duration of the 

activity, as outlined in the pertinent program solicitation and in the grant. Such allowances must be reasonable, 

in conformance with the usual policy of the grantee organization and limited to the days of attendance at the 

conference plus the actual travel time required to reach the conference location by the most direct route 

available. Where meals or lodgings are furnished without charge or at a nominal cost (e.g., as part of the 

registration fee), the per diem or subsistence allowance will be correspondingly reduced. Although local 

participants may participate in conference meals and coffee breaks as provided for in AAG Chapter V.C.5, grant 

funds may not be used to pay per diem or similar expenses for local participants in the conference. 

c. Travel Allowances 

(i) Travel costs of participants may be allowable as outlined in the pertinent program solicitation and in the 

grant. If so, the restrictions regarding class of accommodations (see AAG Chapter V.B.4) and use of U.S.-Flag 

air carriers (see AAG Chapter VI.G.1) are applicable. 

(ii) In training activities that involve field trips, costs of transportation of participants are allowable. 

C. Other Direct Costs 

1. Rearrangements and Alterations 

a. Except under certain programs, NSF does not normally make grants for construction or facility 

improvements. However, rearrangement and alteration costs that do not constitute construction (i.e., 

rearrangements and alterations aggregating less than $25,000) may be allowable under NSF grants to adapt 

space or utilities within a completed structure to accomplish the objective of the NSF-supported activity, 

provided that the: 

(i) grantee is not an individual or a foreign institution; 

(ii) building has a usable life consistent with project purposes and is architecturally suitable for conversion; 

(iii) rearrangement and alteration are essential to the project supported by the grant; and 

(iv) space involved will actually be occupied by the project. In situations where the space is rented, in order 

for the costs of the rearrangement and alteration to be allowable, the grantee must secure a lease for the length 

of the project. (See AAG Chapter V.C.3.) 

b. Rearrangements and alterations under $25,000 may be approved by grantees. For rearrangements 

and alterations expenditures exceeding $25,000, the grantee must request prior approval from NSF via use of 
Award & Administration Guide V-8 NSF 07-140

the Notification and Request module in FastLane. Otherwise, any plans for such rearrangement or alteration 

should be clearly set forth in the proposal. If approved by NSF, such approval will be indicated in the grant. 

Note that Appendix A, Contract Provisions, of 2 CFR §215 contains various requirements concerning contracts 

for construction or repair in excess of $2,000. 

2. News Release Costs 

In amplification of the provisions of the various cost principles regarding public information service costs, the 

cost of news releases announcing the results of an NSF-supported project is allowable. In the event the 

performing organization wishes to join with NSF in a simultaneous news release, arrangements may be made 

through the NSF's Office of Legislative and Public Affairs, Public Affairs Group, telephone (703) 292-8070. (See 

AAG Chapter VI.I.2a.) 

3. Rental or Lease of Facilities or Special Purpose Equipment 

a. Normally the grantee is expected to make appropriate facilities available without direct charge to grant 

funds. However, on occasion, it is necessary to use facilities not under the control of the grantee. Rental of 

space off-site may be allowable, for example, for a research project if laboratory facilities or other work areas of 

a type or coverage not normally available to the grantee are required. 

b. Rental of special purpose equipment is allowable. (See also AAG Chapter V.B.5.) 

4. Relocation Costs 

a. Relocation costs may be charged to an NSF grant as an other direct cost in accordance with the 

applicable governing cost principles provided that: 

(i) a proposal for NSF support specifically indicates that the grantee intends to hire a named individual for 

full-time work on the project; 

(ii) such recruitment action is not disapproved by the grant terms; and 

(iii) the prospective employee or visiting staff member: 

(a) is essential to the project on a full-time basis for a continuous period of at least twelve months; and 

(b) is regularly located at a place sufficiently removed from the project site that his/her employment 

necessitates the change. 

b. The amount of actual reimbursement should be in accordance with the grantee's established policy or 

practice which: 

(i) is in conformance with the applicable governing cost principles; 

(ii) has been approved by the cognizant governing audit agency; and 

(iii) is consistently applied. 

5. Meetings and Conferences 

The points below summarize the allowability of various items of cost associated with conferences, symposia, 

workshops or other meetings supported by an NSF grant. Any costs charged to an NSF grant also need to be 

reasonable and directly allocable to the supported activity. Meeting and conference costs identified below, are 

only allowable if such costs are specifically and clearly identified in the proposed scope of work and budget, as 

modified and approved by NSF. NSF funds are not otherwise to be spent for meals or coffee breaks for 

intramural meetings of an organization or any of its components, including, but not limited to, laboratories, 

departments and centers. 
Award & Administration Guide V-9 NSF 07-140

a. Conference Facilities. Rental of facilities and necessary equipment is allowable. (See AAG Chapter

V.C.3.) 

b. Supplies. Purchase of expendable materials and supplies necessary for the meeting is allowable. 

c. Conference Services. Costs of translation services and of recording and transcribing the proceedings 

are allowable. 

d. Publication Costs. Costs of publishing the proceedings are allowable if approved in the grant. 

e. Salaries. Salaries of professional personnel, editorial and clerical assistants and other staff members 

are allowable in accordance with AAG Chapter V.B.1, in proportion to the time or effort devoted to the 

preparation and conduct of the conference and summarizing its results. 

f. Consultant Services and Speaker Fees. Reasonable fees and travel allowances and per diem (or 

meals provided in lieu of per diem) are allowable as prescribed in AAG Chapter V.B.4 and AAG Chapter V.B.6. 

g. Meals and Coffee Breaks. When certain meals are an integral and necessary part of a conference 

(e.g., working meals where business is transacted), grant funds may be used for such meals. Grant funds may 

also be used for furnishing a reasonable amount of hot beverages or soft drinks to conference participants and 

attendees during periodic coffee breaks. 

h. Participant Support Costs. Participant support costs are allowable as prescribed in AAG Chapter V.B.8. 

(See also AAG Chapter V.D.1b.) 

i. Entertainment. Costs of entertainment, amusement, diversion and social activities and any costs 

directly associated with such costs (such as tickets to shows or sporting events, meals, lodging, rentals, 

transportation and gratuities) are unallowable. Travel, meal, and hotel expenses of awardee employees who 

are not on travel status are unallowable. Costs of employees on travel status are limited to those allowed under 

the governing cost principles for travel expenses. (See AAG Chapter V.B.4) 

j. Alcoholic Beverages. No Federal funds may be spent on alcoholic beverages. 

D. Indirect Costs 

As authorized by statute (41 USC §254a) and Comptroller General decision (B-157584) and recommended by 

governing cost principles, NSF has elected to use predetermined overhead rates where appropriate. When 

NSF elects not to use predetermined rates, the grant will indicate the type of indirect cost rate applicable to the 

award. 

1. NSF Policy 

a. Basic Policy 

(i) It is NSF policy that grantees are entitled to reimbursement from grant funds for indirect costs except 

where specifically excluded by AAG Chapter V.D.1b, or when the grantee waives entitlement to full 

reimbursement of indirect costs voluntarily. Also, some types of awarded indirect cost rates limit full recovery 

(i.e., maximum provisional rates). 

(ii) The awarded indirect cost rate is generally based upon a grantee’s current Federally negotiated indirect 

cost rate agreement. When establishing an indirect rate for an award where the grantee does not have a 

current negotiated rate agreement, NSF will consider the rate proposed in the budget, the grantee’s indirect cost 

proposal submission, the amount of total funding requested and other pertinent financial factors. Since some 

types of rates limit indirect cost recoveries and require adjustments, grantees receiving awards should ensure 

that they understand the type of indirect cost rate applicable to the award. Types of indirect cost rates used on 

NSF awards are as follows: 
Award & Administration Guide V-10 NSF 07-140

(a) Maximum Provisional Rate: A maximum provisional rate is a temporary rate established for an award to 

permit funding and reporting of indirect costs pending establishment of a final rate (the rate determined at the 

end of an accounting period using “actual” direct and indirect cost data). This type of rate limits indirect cost 

recoveries to the lower of the maximum provisional rate established at the time of award, or the final rate 

established at the end of an accounting period. Grantees awarded maximum provisional rates are required to 

submit indirect cost proposals to the NSF Cost Analysis and Audit Resolution Branch within six months after the 

close of each fiscal year during which the award is active. 

(b) Predetermined Rate: A predetermined rate is a permanent funding rate established for an award based 

on an estimate of costs for that period. Grantees may charge NSF projects at the rate(s) stipulated in the 

award. However, should negotiations between the organization and the cognizant agency result in changes in 

the approved indirect cost rate not reflected in the NSF award, the grantee may charge NSF projects at the 

newly negotiated rate in effect at the time direct cost expenditures are made, provided that this method of 

charging indirect costs is consistently applied and meets generally accepted accounting principles; and provided 

further that to do so would not: 

• reduce or adversely affect the scope of the project; 

• result in increased costs over the NSF award amount during the award period; 

• decrease the period of support as contemplated in the award; or 

• be inconsistent with any special indirect cost provision of the award. 

(1) Special Limitation concerning Predetermined Rates at Colleges and Universities subject to OMB 

Circular A-21 

OMB Circular A-21 contains an additional restriction on recovery of indirect costs for colleges and universities 

and other organizations of higher education. These awardees are subject to a further limitation in that the 

negotiated rate at the time the award is made shall be used throughout the life of the award. The applicable text 

from OMB Circular A-21 is repeated below: 

“7. Fixed rates for the life of the sponsored agreement. 

a. Federal agencies shall use the negotiated rates for F&A costs in effect at the time of the 

initial award throughout the life of the sponsored agreement. "Life" for the purpose of this 

subsection means each competitive segment of a project. A competitive segment is a period of 

years approved by the Federal funding agency at the time of the award. If negotiated rate 

agreements do not extend through the life of the sponsored agreement at the time of the initial 

award, then the negotiated rate for the last year of the sponsored agreement shall be extended 

through the end of the life of the sponsored agreement. Award levels for sponsored agreements 

may not be adjusted in future years as a result of changes in negotiated rates.” 

(c) Fixed Rate: A fixed rate is a permanent rate established for an award based on an estimate of costs for 

the award period. However, a fixed rate is fixed both for funding and reimbursement. When NSF funds an 

award using a fixed indirect cost rate, the grantee may recover indirect costs from grant funds at no more than 

the fixed rate established for the award. A fixed rate is not subject to adjustment. 

(d) Fixed Dollar Amount: A fixed dollar amount limits grantees to the “amount” of indirect costs specified in 

the approved budget. A fixed indirect dollar amount is not subject to adjustment. 

(iii) NSF will not amend a grant solely to provide additional funds for changes in indirect cost rates. 

(iv) NSF will generally fund continuing grant increments and supplemental support at the indirect cost 

rate(s) approved at the time of the initial award. (See AAG Chapter I.E.) 

(v) When a project involves off-campus (off-site) activities, NSF normally will fund the indirect cost amount 

on the basis of the off-campus rate. When a project involves both on- and off-campus activities, NSF normally 

will fund the indirect cost amount on the basis of the on-campus/off-campus policy reflected in the most recent 

agreement between the organization and the cognizant Federal agency. In the absence of such an agreed 
Award & Administration Guide V-11 NSF 07-140

policy, NSF normally will compute the indirect cost amount by applying the on-campus rate to the on-campus 

base costs and the off-campus rate to the off-campus base costs. 

(vi) Any negotiations with respect to business and financial matters on specific grants, including the amount 

of indirect cost reimbursement, are conducted by the cognizant Grants and Agreements Officer in DGA with an 

authorized official of the grantee’s organization. The NSF Cost Analysis and Audit Resolution Branch provides 

advisory assistance to the Grants and Agreements Officer. 

b. Exceptions to Basic Policy 

(i) No Indirect or Limited Reimbursement. Program solicitations may indicate no or limited reimbursement 

for indirect costs. In addition, NSF generally provides no amounts for indirect costs for the following: 

(a) grants to individuals; 

(b) grants solely for the support of travel, equipment, construction of facilities, or doctoral dissertation 

research; 

(c) grants in which NSF support is exclusively in the form of fellowships, traineeships or other fixed 

amounts such as cost-of-education allowances; 

(d) participant support costs. However, an allowance for indirect costs associated with participant support 

costs may be established or negotiated in advance when circumstances indicate that the grantee could be 

expected to incur significant expenses in administering participant payments (other than salary or other direct 

expenses being reimbursed under the award). or, 

(e) foreign grantees. (Unless the foreign grantee has a previously negotiated rate agreement with a U.S. 

Federal agency that has a practice of negotiating rates with foreign entities.) 

(ii) Independent Research and Development (IR&D). NSF does not typically fund IR&D as part of an 

indirect cost rate under its grants. IR&D, as defined at FAR 31.205-18(a), includes cost of effort that is not 

sponsored by a grant or required in performance of a contract and that consists of projects falling within the four 

following areas: 

(a) basic research; 

(b) applied research; 

(c) development; and 

(d) systems and other concept formulation studies. 

NSF's primary purpose is to support and advance independent research within the scientific and engineering 

community. NSF has well recognized and established procedures for supporting research through competitive 

grant awards based on merit review of proposed projects. Reimbursement for independent research and 

development costs through the indirect cost mechanism could circumvent this competitive process. 

To ensure that all projects receive similar and equal consideration, eligible organizations may compete for direct 

funding of independent research projects they consider worthy of support by submitting proposals for those 

projects to NSF. Since proposals for these projects may be submitted for direct funding, costs for independent 

research and development projects are not typically allowable as indirect costs under NSF grants. 

(iii) Facilities Capital Cost of Money (FCCM). NSF does not typically fund facilities capital cost of money 

under its grants. FCCM is defined for commercial organizations at FAR 31.205-10 as "an imputed cost 

determined by applying a cost-of-money rate to facilities capital employed in contract performance." 
Award & Administration Guide V-12 NSF 07-140

2. Rebudgeting of Indirect Cost Funds Provided Under NSF Grants 

Grantees may elect to charge less than the full amount of allowable indirect costs to grants in order to pay for 

additional allowable direct costs. If the actual allowable indirect costs chargeable to a grant is less than those 

funded by NSF under the grant, the grantee may use available funds, as appropriate, to defray other costs 

allowable under the grant. If the amount charged for indirect costs exceeds by $300 or more the amount 

resulting from application of the final rate, and the amount is not used to defray other costs, the difference must 

be reported and credited to NSF. (See AAG Chapter III D.) 

3. NSF Cognizant Organizations 

Organizations for which NSF is their cognizant agency for negotiation of indirect cost rates are required to 

submit indirect cost proposals, reconciled to financial statements, within six months after the close of each 

accounting year during which NSF has active awards. Indirect cost proposals should be sent to the Cost 

Analysis and Audit Resolution Branch. 

E. Fee Payments under NSF Grants 

Payment of fees (profit) are allowable only if specifically permitted by a program solicitation and only to the 

extent that is does not exceed the amount negotiated by the Grants and Agreements Officer and specified in the 

award letter. 
Award & Administration Guide VI-1 NSF 07-140

Chapter VI: Other Post Award Requirements and Considerations 

A. Non-Discrimination Statutes 

1. General 

a. A number of statutes bar recipients of Federal financial assistance from excluding persons, because of 

their race, sex, color, disability, age, or national origin, from participation in Federally supported activities. 

These include: Title VI of the Civil Rights Act of 1964 (barring discrimination on grounds of race, color, or 

national origin); Section 504 of the Rehabilitation Act (barring discrimination against individuals with disabilities); 

and the Age Discrimination Act. Title IX of the Educational Amendments of 1972 bars sex discrimination in 

Federally assisted education programs or activities. In addition to statutory prohibitions, E.O. 11246 bars 

various types of discriminatory employment practices under grants for construction. The following sections 

discuss the application of each of these Acts and E.O. 11246 to NSF grantees. 

b. When a recipient of an NSF grant receives an Equal Opportunity Complaint, the original complaint 

should be sent to the Director, Office of Equal Opportunity Programs, National Science Foundation, 4201 Wilson 

Boulevard, Arlington, VA 22230. 

2. Civil Rights Act of 1964 

a. Background 

Section 602 of the Civil Rights Act of 1964 (42 USC §2000d et seq.) provides that no person in the U.S. shall, 

on the grounds of race, color or national origin, be excluded from participation in, be denied the benefits of, or 

be otherwise subjected to discrimination under any program or activity receiving Federal financial assistance. 

Section 602 requires that each Government agency which is empowered to extend such financial assistance 

issue rules or regulations implementing Title VI of the Act with respect to such programs or activities 

administered by the agency. 

b. NSF Regulations 

NSF regulations implementing Title VI of the Civil Rights Act are found at 45 CFR §611. These regulations 

apply to the grantee and to any subrecipients such as subawardees, contractors and subcontractors of a 

grantee, and successors in interest (other than subrecipients for commercially available supplies, materials, 

equipment or general support services). The regulations require that as a condition of approval of an application 

for assistance, the applicant must execute an Assurance of Compliance, whether or not a similar assurance 

form has been filed with another Federal agency. (See GPG Exhibit II-6 for additional information.) 

c. Civil Rights Certification - Subrecipients 

Before any organization serves as a subrecipient on an NSF grant (for other than the provision of commercially 

available supplies, materials, equipment or general support services), it must first file an Assurance of 

Compliance with the grantee. 

d. Grant Conditions

Each NSF grant contains as part of the standard grant conditions an article implementing Title VI. 

3. Rehabilitation Act 

a. Background 

Section 504 of the Rehabilitation Act of 1973, as amended (29 USC §794) provides that “no otherwise qualified 

individual with a disability in the United States...shall, solely by reason of her or his disability, be excluded from 

the participation in, be denied the benefits of, or be subjected to discrimination under any program or activity 

receiving Federal financial assistance....” 
Award & Administration Guide VI-2 NSF 07-140

b. NSF Regulations 

NSF regulations implementing Section 504 are found at 45 CFR §605. With a few changes, these regulations 

follow closely the regulations issued by the Department of Health and Human Services (DHHS) at 45 CFR §84. 

These regulations also apply to subrecipients such as subawardees, contractors and subcontractors of a 

grantee, and successors in interest (other than subrecipients for the provision of commercially available 

supplies, materials, equipment or general support services). 

c. Section 504 Certification - Subrecipients 

In lieu of requiring grantees to obtain separate certifications from subrecipients receiving financial assistance 

under an NSF grant, grantees will include in all subawards (for other than the provision of commercially 

available supplies, materials, equipment or general support services), a certification of compliance comparable 

to that included in NSF grants. 

d. Grant Conditions 

Each NSF grant contains as part of the standard grant conditions an article implementing Section 504 and the 

NSF regulations. 

4. Title IX - Sex Discrimination 

a. Background 

Subject to certain exceptions regarding admission policies at certain religious and military organizations, Title IX 

of the Education Amendments of 1972 (20 USC §§1681-1686) prohibits the exclusion of persons on the basis of 

sex from any education program or activity receiving Federal financial assistance. All NSF grantees must 

comply with Title IX. 

b. NSF Regulations 

NSF regulations implementing Title IX of the Education Amendments of 1972 are found at 45 CFR §618. 

c. Grant Conditions 

Each NSF grant contains, as part of the standard grant conditions, an article implementing Title IX.

5. Age Discrimination Act 

a. Background 

The Age Discrimination Act of 1975, as amended (42 USC §§6101 et seq.), provides that pursuant to 

regulations issued by DHHS “no person in the United States shall, on the basis of age, be excluded from 

participation in, be denied the benefits of, or be subjected to discrimination under, any program or activity 

receiving Federal financial assistance.” 

b. NSF Regulations 

NSF regulations implementing the Age Discrimination Act are found at 45 CFR §617. 

c. Grant Conditions 

Each NSF grant contains, as part of the standard grant conditions, an article implementing the Age 

Discrimination Act.
Award & Administration Guide VI-3 NSF 07-140

6. Equal Employment Opportunity under E.O. 11246 

a. Background

E.O. 11246, as amended, requires contractors and subcontractors performing Federally assisted construction 

projects to provide equal opportunity, without regard to race, color, religion, sex or national origin, to persons 

employed or seeking employment with them. This E.O. may apply to some NSF grants for construction. 

b. Grant Conditions

In instances when E.O. 11246 is applicable, the grant will include an equal opportunity clause in conformance 

with regulations issued by the Secretary of Labor at 41 CFR §60. 

B. Protection of Living Organisms 

1. Human Subjects 

a. Background 

The grantee is responsible for the protection of the rights and welfare of human subjects involved in activities 

supported by NSF. All research involving human subjects supported or otherwise subject to regulation by any 

Federal agency is covered by a policy set forth in a Common Rule, “Protection of Human Subjects” 

(http://www.access.gpo.gov/nara/cfr/waisidx_99/45cfr690_99.html). Complete instructions on preparation and 

submission of proposals that involve use of human subjects are available in GPG Chapter II.D.6. 

b. NSF Regulation 

NSF’s Common Rule on Protection of Human Subjects is available on the NSF website at 

http://www.nsf.gov/bfa/dias/policy/docs/45cfr690.pdf. Guidance about the regulation is available at 

http://www.nsf.gov/bfa/dias/policy/guidance.htm#human. 

c. Grant Conditions 

Each NSF grant contains, as part of the standard grant conditions, an article implementing NSF regulations on 

projects involving research with human subjects. 

2. Research Involving Recombinant DNA Molecules 

a. Applicability 

This section applies to all research, for which NSF grant funds are used, that falls within the scope of the 

Guidelines for Research Involving Recombinant DNA Molecules (NIH Guidelines) 

(http://www4.od.nih.gov/oba/rac/guidelines/guidelines.html), as amended in January 2001, hereafter referred to as 

the “Guidelines”.

b. Policy 

NSF grantees performing research within the U.S. that falls within the scope of the Guidelines shall comply with 

the Guidelines, including the procedural requirements and any subsequent revisions as they are published in 

the Federal Register. Grantee responsibilities include: 

(i) Each organization involved in the conduct of NSF-supported recombinant DNA research subject to the 

Guidelines must have a standing Institutional Biosafety Committee (IBC) as specified in Section IV of the 

Guidelines. 

(ii) Recombinant DNA research subject to the Guidelines must be registered with the IBC indicating 

compliance with the containment requirements specified in Part III of the Guidelines. IBCs are required to keep 
Award & Administration Guide VI-4 NSF 07-140

records of recombinant DNA research conducted at their organization in a form that is available to NSF upon 

request. 

c. Research Requiring Prior Approval of the Director, NIH

In certain instances research should not be initiated or registered with IBCs prior to approval and determination 

of containment level by the Director, NIH. Normally such experiments are reviewed by the Recombinant DNA 

Advisory Committee before a decision is made by the Director, NIH. Such instances are: 

(i) research for which containment levels are not explicitly specified by the Guidelines; 

(ii) research involving experiments prohibited by the Guidelines, i.e., requests for exceptions to the 

Guidelines; and 

(iii) requests to perform experiments without regard to the containment specified in the Guidelines, i.e., 

exemptions from the Guidelines. 

d. Recombinant DNA Research Outside the U.S. 

Recombinant DNA research within the scope of the Guidelines that is performed outside of the U.S. using funds 

provided by NSF for transportation, salaries or direct research expenses must comply with the U.S. or host 

country standards. If the research is to be carried out in a country that has adopted guidelines comparable to 

those of the U.S., a document with information and endorsements assuring compliance to the host organization 

standards must be submitted to NSF. NSF funds may not be used to carry out research using recombinant 

DNA in a country that has not adopted national guidelines unless the research is in full compliance with the 

Guidelines and the procedures required for NSF-supported research within the U.S. 

3. Vertebrate Animals 

a. Background 

The grantee is responsible for the humane care and treatment of any vertebrate animal used or intended for use 

in such activities as field or laboratory research, development, training, experiments, biological testing or for 

related purposes supported by NSF grants. 

b. Federal Regulations 

(i) Any grantee performing research on vertebrate animals12 shall comply with the Animal Welfare Act [7 

U.S.C. 2131 et seq.] and the regulations promulgated thereunder by the Secretary of Agriculture [9 CFR 1.1-

4.11] pertaining to the humane care, handling, and treatment of vertebrate animals held or used for research, 

teaching or other activities supported by Federal awards. The awardee is expected to ensure that the 

guidelines described in the National Academy of Science (NAS) Publication, “Guide for the Care and Use of 

Laboratory Animals” (1996) are followed and to comply with the Public Health Service Policy and Government 

Principles Regarding the Care and Use of Animals (included as Appendix D to the NAS Guide). 

(ii) During the life of the award, additional IACUC approval must be obtained if the protocols for use of 

vertebrate animals have been changed substantively from those originally proposed and approved, or if the 

previous approval is more than three years old. In the event the grantee's multi-project Assurance is cancelled 

or lapses, the grantee must immediately notify the NSF Grants and Agreements Officer identified in the award. 

(iii) Research facilities subject to the Animal Welfare Act using or intending to use live animals in research 

and who receive Federal funding are required to register the facility with the Animal and Plant Health Inspection 

Service (APHIS), U.S. Department of Agriculture. A current listing of licensed animal dealers may also be 

obtained from APHIS. The location of the nearest APHIS Regional Office, as well as information concerning this 

and other APHIS activities may be obtained at <http://www.aphis.usda.gov/>. 

 

12 In addition to vertebrate animals covered by the Animal Welfare Act, the requirements specified in this coverage also are 

extended to rats, birds and mice. 
Award & Administration Guide VI-5 NSF 07-140

(iv) Awards to U.S. grantees for projects involving the care or use of vertebrate animals at a foreign 

institution or foreign field site also require approval of research protocols by the U.S. grantee’s IACUC. If the 

project is to be funded through an award to a foreign institution or through an individual fellowship award that will 

support activities at a foreign institution, NSF will require a statement of compliance that the activities will be 

conducted in accordance with all applicable laws in the foreign country and that the International Guiding 

Principles for Biomedical Research Involving Animals (see <http://www.cioms.ch/>) will be followed. 

c. Grant Conditions 

Each NSF grant contains, as part of the standard grant conditions, an article implementing NSF regulations on 

projects involving research with vertebrate animals. 

4. Government Permits and Activities Abroad 

a. For awards that include activities requiring permits from appropriate Federal, state, or local government 

authorities, the awardee should obtain any required permits prior to undertaking the proposed activities. 

b. The awardee should assure that activities carried on outside the U.S. are coordinated as necessary with 

appropriate U.S. and foreign government authorities and that necessary licenses, permits or approvals are 

obtained prior to undertaking proposed activities. NSF does not assume responsibility for awardee compliance 

with the laws and regulations of the country in which the work is to be conducted. 

C. Construction, Rearrangements and Alterations 

1. Davis-Bacon Act 

The Davis-Bacon Act (40 USC §§276a et seq.) establishes minimum wages to be paid to laborers and 

mechanics on construction contracts to which the U.S. is a party involving public buildings or public works within 

the U.S. A number of other statutes have extended this provision to specific Federal grant programs involving 

construction. However, unless specifically stated in the grant, the Davis-Bacon Act does not normally apply to 

NSF grants since grantees normally retain title to property acquired under the grant and the construction, if any, 

is normally on non-Government land. 

2. Bonding and Insurance 

The NSF Act (42 USC §1870c) provides NSF with authority to enter into grants, contracts or other agreements 

without performance or other bonds. Therefore, unless the grant specifically provides otherwise, NSF does not 

require performance or other bonds or insurance. 

3. Seismic Safety of Buildings

E.O. 12699 Seismic Safety of Federal and Federally-assisted or Regulated New Building Construction dated 

January 5, 1990, requires that consideration be given to seismic hazards in the design of buildings. Very 

seldom are NSF grantees involved with federally-assisted construction and rarely are new buildings involved. 

NSF ensures compliance with the Order through its grantees and grantee organizations by inclusion of a 

specific grant condition in any appropriate grant. 

D. Intellectual Property 

1. Patents and Inventions 

a. Background 

(i) The disposition of rights to inventions made by small business firms and non-profit organizations, 

including universities and other institutions of higher education, during NSF-assisted research is governed by 

Chapter 18 of Title 35 of the USC, commonly called the Bayh-Dole Act. In accordance with a Presidential 

Memorandum entitled Government Patent Policy issued on February 18, 1983 and under the authority of 

Section 12 of the National Science Foundation Act of 1950, as amended (42 USC §1871), NSF applies the 
Award & Administration Guide VI-6 NSF 07-140

policies of the Bayh-Dole Act to all its grantees. The Department of Commerce (DOC) is the lead agency for 

implementing the Bayh-Dole Act and has published guidance to Federal agencies in 37 CFR §401. NSF’s 

implementing rules are published in 45 CFR §650. 

(ii) NSF’s standard Patent Rights clause, published at 45 CFR §650.4(a), is identical to that prescribed 

in the DOC guidance (37 CFR §401.14(a)) except that:

(a) NSF has tailored the clause to apply to grants and to identify NSF; 

(b) pursuant to Section 401.5(d) of the DOC guidance (37 CFR §401.5(d)), NSF has added to paragraph b. 

of the clause a stipulation that NSF reserves the right to direct a grantee to transfer to a foreign government or 

research performer such rights to any subject invention as are required to comply with any international treaty or 

agreement identified when the grant is made as being applicable to the assisted research; 

(c) as permitted by Section 401.5(f) of the DOC guidance (37 CFR §401.5(f)), NSF has added a 

subparagraph to the end of paragraph f. of the clause to require grantees or their representatives to send NSF 

confirmations of the Government licenses for subject inventions and of the page of any United States patent 

application that contains the Federal support clause; and 

(d) since NSF normally uses the same clause for all subcontractors, the first two subparagraphs of 

paragraph g. of the clause specified in the DOC guidance have been reduced to one. 

b. National Science Foundation Patent Policy 

As authorized by the National Science Board (NSB), the Director of the NSF has adopted the following NSF 

patent policy. 

(i) In accordance with the Bayh-Dole Act and the Presidential Memorandum entitled Government Patent 

Policy issued February 18, 1983, NSF will use the Patent Rights clause prescribed by DOC in all its funding 

agreements for the performance of experimental, developmental or research work, including grants made to 

foreign entities, unless NSF determines that some other provision would better serve the purposes of that Act or 

the interests of the U.S. and the general public. 

(ii) In funding agreements covered by a treaty or agreement that provide that an international organization 

or foreign government, research institute or inventor will own or share patent rights, NSF will acquire such 

patent rights as are necessary to comply with the applicable treaty or agreement. 

(iii) If a grantee elects not to retain rights to an invention, NSF will allow the inventor to retain the principal 

patent rights unless the grantee, or the inventor’s employer, if other than the grantee, shows that it would be 

harmed by that action. 

(iv) NSF will normally allow any patent rights not wanted by the grantee or inventor to be dedicated to the 

public through publication in scientific or engineering journals or as a statutory invention registration. If another 

Federal agency is known to be interested in the relevant technology, however, NSF may give it an opportunity to 

review and patent the invention so long as that does not inhibit the dissemination of the research results to the 

research community. 

c. Standard Patent Rights Clause 

Each NSF grant contains as part of the standard grant conditions an article implementing the standard patent 

rights clause. 

d. Electronic Invention Handling 

Grantees are encouraged to use the iEdison System to disclose NSF subject inventions. Detailed instructions 

for use of that system are provided at http://s-edison.info.nih.gov/iEdison/ and should be followed for NSF 

subject inventions except that: 
Award & Administration Guide VI-7 NSF 07-140

a. All communications required must be provided electronically as a PDF or TIFF file through iEdison 

unless prior permission for another form of submission is obtained from the NSF Patent Assistant. 

b. NSF does not require either an Annual Utilization Report or a Final Invention Statement and 

Certification. 

Questions on use of iEdison and requests for permission to submit material in other forms may be sent to the 

NSF Patent Assistant at patents@nsf.gov, or at the Office of the General Counsel, National Science 

Foundation, 4201 Wilson Boulevard, Arlington, VA 22230. 

2. Copyright 

a. Rights to Copyrightable Material

 The following principles governing the treatment of copyrightable material produced under NSF grants 

were adopted by the NSB. 

(i) NSF normally will acquire only such rights to copyrightable material as are needed to achieve its 

purposes or to comply with the requirements of any applicable government-wide policy or international 

agreement. 

(ii) To preserve incentives for private dissemination and development, NSF normally will not restrict, or take 

any part of income earned from, copyrightable material except as necessary to comply with the requirements of 

any applicable government-wide policy or international agreement. 

(iii) In exceptional circumstances, NSF may restrict or eliminate an awardee’s control of NSF-supported 

copyrightable material and of income earned from it, if NSF determines that this would best serve the purposes 

of a particular program or grant. 

b. Standard Copyrightable Material Clause 

Unless a special copyrightable material clause has been negotiated, each NSF grant that relates to scientific or 

engineering research contains as part of the standard grant conditions an article implementing the standard 

copyrightable material clause. 

3. Special Patent and Copyright Situations 

a. Special Grant Provisions

At the request of the prospective grantee or on recommendation from NSF staff, a Grants and Agreements 

Officer, with the concurrence of the cognizant Program Officer, may negotiate special patent or copyright 

provisions when he/she determines that exceptional circumstances require restriction or elimination of the right 

of a prospective grantee to control principal rights to subject inventions or writings in order to better achieve the 

objectives of the program, the National Science Foundation Act, or (in the case of inventions) Chapter 18 of Title 

35 of the USC. Every special copyright or patent provision will allow the grantee, after an invention has been 

made or copyrightable material created, to request that it be allowed to retain principal rights to that invention or 

material, unless doing so would be inconsistent with an obligation imposed on NSF by statute, international 

agreement or pact with other participants in, or supporters of, the research. 

b. Grants Not Primarily for Research 

(i) Grants not primarily intended to support scientific or engineering research generally do not contain 

patent or copyrightable material provisions. Examples of such grants are travel, conference and equipment 

grants. 
Award & Administration Guide VI-8 NSF 07-140

(ii) NSF Fellowships and Traineeships. In accordance with Section 212 of Title 35 of the USC, NSF claims 

no rights to inventions made by fellows or trainees. The following provision will be included in each fellowship or 

traineeship program solicitation and made part of the grant: 

INTELLECTUAL PROPERTY RIGHTS 

The National Science Foundation claims no rights to any inventions or writings that might result 

from its fellowship or traineeship grants. However, fellows and trainees should be aware that the 

NSF, another Federal agency, or some private party may acquire such rights through other 

support for particular research. Also, fellows and trainees should note their obligation to include 

an Acknowledgment and Disclaimer in any publication. 

[END OF PROVISION]

c. Grants Affected by International Agreements

(i) Many of the bilateral and multilateral treaties and agreements underlying NSF’s international 

cooperative research programs contain provisions on allocation of rights to inventions or writings. These 

sometimes require an allocation of rights different from that provided by the standard Copyrightable Material or 

Patent Rights clauses. In those cases, the standard clauses will be modified through the addition of the 

following to the grant: 

“This project is supported under the cooperative program listed below. Your rights in inventions, 

writings, and data may be affected.” 

The applicable agreement or treaty will be identified immediately beneath that sentence. 

(ii) After an invention is disclosed to the Patent Assistant, the grantee of a grant subject to an international 

agreement will be informed as to what rights, if any, it must transfer to foreign participants. Grantees also may 

ask the NSF Program Officer for copies of the identified international agreement before or after accepting a 

grant. 

4. Dissemination and Sharing of Research Results 

a. Investigators are expected to promptly prepare and submit for publication, with authorship that 

accurately reflects the contributions of those involved, all significant findings from work conducted under NSF 

grants. Grantees are expected to permit and encourage such publication by those actually performing that 

work, unless a grantee intends to publish or disseminate such findings itself. 

b. Investigators are expected to share with other researchers, at no more than incremental cost and within 

a reasonable time, the primary data, samples, physical collections and other supporting materials created or 

gathered in the course of work under NSF grants. Grantees are expected to encourage and facilitate such 

sharing. Privileged or confidential information should be released only in a form that protects the privacy of 

individuals and subjects involved. General adjustments and, where essential, exceptions to this sharing 

expectation may be specified by the funding NSF Program or Division/Office for a particular field or discipline to 

safeguard the rights of individuals and subjects, the validity of results, or the integrity of collections or to 

accommodate the legitimate interest of investigators. A grantee or investigator also may request a particular 

adjustment or exception from the cognizant NSF Program Officer. 

c. Investigators and grantees are encouraged to share software and inventions created under the grant or 

otherwise make them or their products widely available and usable. 

d. NSF normally allows grantees to retain principal legal rights to intellectual property developed under 

NSF grants to provide incentives for development and dissemination of inventions, software and publications 

that can enhance their usefulness, accessibility and upkeep. Such incentives do not, however, reduce the 

responsibility that investigators and organizations have as members of the scientific and engineering 

community, to make results, data and collections available to other researchers. 
Award & Administration Guide VI-9 NSF 07-140

5. Tangible Property 

a. Background

Some NSF grants support collection or creation of tangible property, such as insects, marine life, drilling core 

samples and genetically-altered microorganisms. As used in this section “tangible property” means any 

personal property other than equipment (see AAG Chapter V.B.2), and intellectual property. 

b. Legal Rights to Tangible Property 

Unless otherwise provided in the grant, all legal rights to tangible property collected or created during NSFassisted research remain with the grantee or investigators as determined by the policies of the organization. As 

members of the scientific and engineering community, both grantees and investigators are responsible for 

making such tangible property appropriately available to other researchers. 

E. Publication / Distribution of Grant Materials 

1. NSF Policy 

NSF advocates and encourages open scientific and engineering communication. NSF expects significant 

findings from research it supports to be promptly submitted for publication, with authorship that accurately 

reflects the contributions of those involved. 

2. Costs 

Cost of documenting, preparing, publishing, disseminating and sharing research findings and supporting 

material are allowable charges against the grant. (See AAG Chapter V.B.7.) 

3. Responsibilities

Unless otherwise provided in the grant, preparation, content, editing, identification of authorship and submission 

for publication of significant research findings are the responsibility of the investigators, consistent with such 

policies and procedures as the grantee may prescribe. 

4. Grantee Obligations 

a. Acknowledgement of Support. Unless otherwise provided in the grant, the grantee is responsible for 

assuring that an acknowledgment of NSF support is made: 

(i) in any publication (including Web pages) of any material based on or developed under this project, in 

the following terms: 

"This material is based upon work supported by the National Science Foundation under Grant 

No. (NSF grant number)." 

(ii) NSF support also must be orally acknowledged during all news media interviews, including popular 

media such as radio, television and news magazines. 

b. Disclaimer. The awardee is responsible for assuring that every publication of material (including World 

Wide Web pages) based on or developed under this award, except scientific articles or papers appearing in 

scientific, technical or professional journals, contains the following disclaimer: 

"Any opinions, findings, and conclusions or recommendations expressed in this material are 

those of the author(s) and do not necessarily reflect the views of the National Science 

Foundation." 

c. Copies for NSF. The grantee is responsible for assuring that the cognizant NSF Program Officer is 

provided access to, either electronically or in paper form, a copy of every publication of material based on or 
Award & Administration Guide VI-10 NSF 07-140

developed under this award, clearly labeled with the award number and other appropriate identifying 

information, promptly after publication. 

d. Grantees should also note their obligations in regard to copyrights (see AAG Chapter VI.D.2 ) and their 

responsibilities as members of the scientific and engineering community to disseminate and share research 

results (see AAG Chapter VI.D.4). 

F. PROGRAM INCOME 

1. Background 

The following provisions implement the applicable portions of 2 CFR §215.24 on program income as well as the 

principle on income from copyrightable material adopted by the NSB. (See AAG Chapter VI.D.2a.) 

2. Definition

PROGRAM INCOME means gross income earned by the grantee that is directly generated by a supported 

activity or earned as a result of the grant. Program income includes, but is not limited to, income from fees for 

services performed, the use or rental of real or personal property acquired under the grant, the sale of 

commodities or items fabricated under the grant, license fees for, and royalties on, copyrights and interest on 

loans made with grant funds. Interest earned on advances of Federal funds is not program income. Program 

income does not include the receipt of principal on loans, rebates, credits, discounts, etc., or interest earned on 

any of them. 

3. NSF Policy 

a. Standard Treatment. Unless otherwise specified in the grant, program income received or accruing to 

the grantee during the period of the grant is to be retained by the grantee, added to the funds committed to the 

project by NSF, and thus used to further project objectives. The grantee has no obligation to NSF with respect 

to: 1) license fees and royalties for copyrighted material, patents, patent applications, trademarks and 

inventions; or 2) program income received beyond the period of the grant. 

b. Special Treatment. In exceptional circumstances, the NSF Grants and Agreements Officer, in 

collaboration with Program Officers and other appropriate NSF offices, may approve use of a special grant 

provision to restrict or eliminate a grantee’s control of income earned through NSF-supported activities if it 

determines that this would best serve the purposes of a particular program or grant. The special provisions may 

require the Federal share of program income be kept in a separate account, reported on and/or remitted for 

such periods as may be reasonable under the circumstances. 

G. INTERNATIONAL CONSIDERATIONS 

1. Travel to Foreign Countries 

a. Policy

(i) Expenses for transportation, lodging, subsistence and related items incurred by project personnel and 

by outside consultants employed on the project, (see AAG Chapter V.B.4) who are on travel status on business 

related to an NSF-supported project are allowable as prescribed in the governing cost principles. The 

requirements for prior approval detailed in the governing cost principles are waived. 

(ii) Support for the foreign travel of an investigator’s dependents is allowable only under the conditions 

identified in AAG Chapter V.B.4. 

b. Use of U.S.-Flag Air Carriers

(i) The General Services Administration issued an amendment to the Federal Travel Regulations in the 

November 13, 1998 edition of the Federal Register (Vol. 63, No. 219). The amendment relates to the use of 
Award & Administration Guide VI-11 NSF 07-140

U.S. Flag air carriers under the provisions of 49 USC §40118, which is commonly referred to as the Fly America 

Act. 

(ii) Any air transportation to, from, between or within a country other than the U.S. of persons or property, 

the expense of which will be assisted by NSF funding, must be performed by, or under a code-sharing 

arrangement with, a U.S.-Flag air carrier if service provided by such a carrier is “available” (see Comp. Gen. 

Decision B-240956, dated September 25, 1991). Tickets (or documentation for electronic tickets) must identify 

the U.S.-Flag air carrier’s designator code and flight number. 

(iii) For the purposes of this requirement, U.S.-Flag air carrier service is considered “available” even though: 

(a) comparable or a different kind of service can be provided at less cost by a Foreign-Flag air carrier; 

(b) Foreign-Flag air carrier service is preferred by or is more convenient for NSF or traveler; or 

(c) service by a Foreign-Flag air carrier can be paid for in excess foreign currency. 

(iv) The following rules apply unless their application would result in the first or last leg of travel from or to 

the U.S. being performed by a Foreign-Flag air carrier: 

(a) a U.S.-Flag air carrier shall be used to destination or, in the absence of direct or through service, to the 

farthest interchange point on a usually traveled route; 

(b) if a U.S.-Flag air carrier does not serve an origin or interchange point, a Foreign-Flag air carrier shall be 

used only to the nearest interchange point on a usually traveled route to connect with a U.S.-Flag air 

carrier; or 

 

(c) if a U.S.-Flag air carrier involuntarily reroutes the traveler via a Foreign-Flag carrier, the Foreign-Flag air 

carrier may be used notwithstanding the availability of alternative U.S.-Flag air carrier service. 

c. Use of Foreign-Flag Air Carriers

(i) Travel To and From the U.S. Use of a Foreign-Flag air carrier is permissible if the airport abroad is: 

(a) the traveler’s origin or destination airport, and use of U.S.-Flag air carrier service would extend the time 

in a travel status by at least 24 hours more than travel by a Foreign-Flag carrier; or 

(b) an interchange point, and use of U.S.-Flag air carrier service would increase the number of aircraft 

changes the traveler must make outside of the U.S. by 2 or more, would require the traveler to wait four 

hours or more to make connections at that point, or would extend the time in a travel status by at least 

six hours more than travel by a Foreign-Flag air carrier. 

(ii) Travel Between Points Outside the U.S. Use of a Foreign-Flag air carrier is permissible if travel by a: 

(a) Foreign-Flag air carrier would eliminate two or more aircraft changes en route; 

(b) U.S.-Flag air carrier would extend the time in a travel status by at least four hours more than travel by a 

Foreign-Flag air carrier and the travel is not part of the trip to or from the U.S.; or 

(c) U.S.-Flag air carrier would require a connecting time of four hours or more at an overseas interchange 

point. 

(iii) Short Distance Travel. For all short distance travel, regardless of origin and destination, use of a 

Foreign-Flag air carrier is permissible if the elapsed travel time on a scheduled flight from origin to destination 

airport by a Foreign-Flag air carrier is three hours or less and service by a U.S.-Flag air carrier would double the 

travel time. 
Award & Administration Guide VI-12 NSF 07-140

2. Charter Flights

Because of the risk of catastrophic loss, NSF does not encourage the use of charter flights as a means of mass 

transportation for groups of scientists and engineers nor does it make arrangements for purchase of charter 

flight airline tickets. 

3. Projects in a Foreign Country

a. For awards that include activities requiring permits from appropriate Federal, state, or local government 

authorities, the grantee should obtain any required permits prior to undertaking the proposed activities. 

b. The grantee must comply with the laws and regulations of any foreign country in which research is to be 

conducted. Areas of potential concern include: (1) requirements for advance approval to conduct research or 

surveys; (2) special arrangements for the participation of foreign scientists and engineers; and (3) special visas 

for persons engaged in research or studies. NSF does not assume responsibility for grantee compliance with 

the laws and regulations of the country in which the work is to be conducted. 

c. The grantee also should assure that activities carried on outside the U.S. are coordinated as necessary 

with appropriate U.S. and foreign government authorities and that necessary licenses, permits or approvals are 

obtained prior to undertaking the proposed activities. 

d. NSF-Supported Activities in Greenland. All research projects in Greenland must be approved in 

advance by the Government of Denmark. Applications for projects in which U.S. citizens and U.S. nationals are 

involved in any way (logistical, operational and/or financial support) shall be submitted to the Danish 

Government through diplomatic channels (i.e., through the U.S. Department of State and the American 

Embassy, Copenhagen) to the Danish Ministry of Foreign Affairs. Application forms, deadline dates and 

instructions are available from the Director, Office of Polar Programs, National Science Foundation, 4201 Wilson 

Boulevard, Arlington, VA 22230.

4. Passports and Visas

NSF assumes no responsibility for securing passports or visas required by any person because of participation 

in an NSF-supported project. It should be noted that some countries that normally do not require visas for 

tourists do require special visas for scientists and engineers engaged in research or studies. 

5. International Travel Grants

Funding Limitations. Funds for international travel grants will normally not exceed the cost of a round-trip, 

economy class airline ticket between the approved points of origin and destination. Group travel grants 

awarded to a university, professional society or other non-profit organization to enable it to coordinate U.S. 

participation in one or more scientific or engineering meetings held abroad may include a flat rate of $50 per 

traveler for the general administration of this type of project. NSF international travel grants may not be 

supplemented by funds from any other NSF grant or fellowship. 

H. Intergovernmental Review of Federal Programs 

The Foundation’s regulation on Intergovernmental Review of National Science Foundation Programs and 

Activities is published in 45 CFR Part 660. 

The Federal Assistance Award Data System (FAADS) http://www.census.gov/govs/www/faads.html notifies the 

States of Federal assistance awards. FAADS is a computer-based management information system that 

provides information on assistance awards, including NSF grants, on a quarterly basis. These reports are 

distributed to the States, and meet the objective of 31 USC §6502. 
Award & Administration Guide VI-13 NSF 07-140

I. HANDLING OF INFORMATION 

1. Questionnaires: Data Collection Under NSF Grants 

a. Paperwork Control

Under the OMB regulation, Controlling Paperwork Burdens on the Public (5 CFR §1320), if a grantee obtains 

information from ten or more persons by means of identical questions, it is considered to be “sponsored” by NSF 

only if: 

(i) the grantee is collecting the information at the specific request of NSF; or 

(ii) the terms of the grant require specific approval by NSF of the collection or its procedures. 

If either of these conditions is met, OMB approval of the data collection is generally required and grantees 

should obtain the necessary control number from the cognizant NSF Program Officer. 

b. NSF Policy

Data collection activities of NSF grantees are the responsibility of grantees, and NSF support of a project does 

not constitute NSF approval of the survey design, questionnaire content or data collection procedures. No 

representation may be made to respondents that such data are being collected for, or in association with, NSF 

or the government. However, this requirement is not intended to preclude mention of NSF support of the project 

in response to an inquiry or acknowledgment of such support in any publication of this data (see AAG Chapter

VI.E.4). 

2. Release of Information by NSF 

a. Press Releases

Grants for projects which appear to be of special interest to the general public may be made the subject of an 

NSF or joint NSF/grantee organization press release to the news media. (See AAG Chapter V.C.2.) 

b. Open Government Legislation

(i) Pursuant to the Freedom of Information Act (FOIA) (5 USC §552), NSF will provide agency records, with 

certain exceptions, if the request is in writing, includes the requester's name and mailing address, is clearly 

identified as a FOIA request, and describes the records sought with sufficient specificity to permit identification. 

The requester must also agree to pay fees that are chargeable under the NSF regulations. Detailed procedures 

are contained in 45 CFR §612. Further information is available at http://www.nsf.gov/policies/foia.jsp. 

(ii) The Government in the Sunshine Act (5 USC §552b) requires that all meetings of the National Science 

Board be open to public observation unless the subject falls within one of ten exemptions. NSF's Sunshine Act 

regulations are contained in 45 CFR §614. The Sunshine Act and the FOIA cited above, may require NSF to 

release to the public information, correspondence and documents received by NSF from grantees, unless they 

fall within the Acts' limited exceptions. 

c. Release of Project Reports

NSF expects significant findings from research it supports to be promptly submitted for publication. To the 

extent permitted by law, NSF will honor requests from grantees that release of Annual and Final Project Reports 

be delayed to permit orderly dissemination of significant findings through refereed channels. Unless such a 

request is received or material is marked as proprietary, such reports may be made available to others without 

notice to the grantee. Information, the disclosure of which might invade personal privacy, will be redacted 

before release. 
Award & Administration Guide VI-14 NSF 07-140

J. TAX STATUS 

Determination of the tax status of an organization or person receiving compensation in any form as a result of 

an NSF grant is the responsibility of the IRS, State and local tax authorities and the courts. 

K. PROTECTION OF PROPERTIES IN THE NATIONAL REGISTER OF HISTORIC 

PLACES 

NSF is required by 16 USC §470f to take into account the effect of grant activities on properties included in the 

National Register of Historic Places. Occasionally, an NSF grant may involve activities that require mitigation or 

other actions under the National Historic Preservation Act and implementing regulations of the Advisory Council 

on Historic Preservation (36 CFR §800). In such cases, as deemed appropriate by NSF, conditions executing 

the goals of the National Historic Preservation Act may be included in the grant and grantees or prospective 

grantees may be required to coordinate with State or local historical preservation officers. 

L. NATIONAL SECURITY 

NSF awards are intended for unclassified, publicly releasable research. The awardee will not be granted 

access to classified information. NSF does not expect that the results of the research project will involve 

classified information. 

If, however, in conducting the activities supported under an award, the PI is concerned that any of the research 

results involve potentially classifiable information that may warrant Government restrictions on the dissemination 

of the results, the PI should promptly notify the cognizant NSF Program Officer. 

M. MISCELLANEOUS 

1. Liabilities and Losses 

NSF assumes no liability with respect to accidents, bodily injury, illness, breach of contract, any other damages 

or loss, or with respect to any claims arising out of any activities undertaken with the financial support of an NSF 

grant, whether with respect to persons or property of the grantee or third parties. The grantee is advised to 

insure or otherwise protect itself or others, as it may deem desirable. 

2. Pre-College Students and Experimental Curriculum Development Projects 

As required by 42 USC §1869 a and b, grantees of projects which involve pre-college students in research or 

development, or pilot-testing, evaluation or revision of, experimental or innovative curriculum development 

projects will: 

a. provide to the school board, or comparable authority responsible for the schools considering 

participation in the project, information concerning the need for and purposes of, the particular education project, 

the proposed content of the material to be used, the expected benefits to be derived and other information to 

assist the jurisdiction in arriving at a decision on participation; 

b. obtain written approval for participation in the project activities after the responsible authority has carried 

out its procedures; 

c. provide information and materials to the responsible school authority to assist it in carrying out its own 

established procedures regarding the participation of students in project activities; 

d. provide information to NSF describing compliance with the above provisions; and 

e. provide in every publication, testing or distribution agreement involving instructional material developed 

under a grant (including but not limited to teacher’s manuals, textbooks, films, tapes or other supplementary 

material) that such material will be made available within the school district using such material, for inspection 

by parents or guardians of children engaged in educational programs or projects of that school district. 
Award & Administration Guide VI-15 NSF 07-140

3. Use of Metric Measurements 

The Metric Conversion Act of 1975 (15 USC §§205a-k) and E.O. 12770 (3 CFR, §1991 comp.) encourage 

Federal agencies to use the Metric System in procurement, grants and other business-related activities. The 

NSF grant will contain a provision encouraging PI/PDs to submit project reports, final reports, other reports and 

publications produced under grants that employ the metric system of measurements. 
Award & Administration Guide VII-1 NSF 07-140

Chapter VII: Grant Administration Disputes and Misconduct 

A. Suspension and Termination Procedures 

1. Definitions 

a. SUSPENSION is an action by NSF that temporarily withholds Federal support of a project pending 

corrective action by the grantee or a decision by NSF to terminate the grant. 

b. TERMINATION is the cancellation of a grant, in whole or in part, at any time prior to its expiration. 

2. Suspension and Termination 

a. NSF Policy 

(i) A grant may be suspended or terminated in whole or in part in any of the following situations by: 

(a) NSF when the grantee has materially failed to comply with the terms and conditions of the grant; 

(b) NSF when the Foundation has other reasonable cause; 

(c) NSF when ordered by the Deputy Director under NSF’s Regulation on Research Misconduct (45 CFR 

§689); 

(d) NSF and the grantee by mutual agreement (if NSF and the grantee cannot reach an agreement, NSF 

reserves the right to unilaterally terminate the grant); or 

(e) the grantee on written notice to NSF setting forth the reasons for such action, the effective date, and, in 

the case of partial termination, the portion to be terminated or suspended (with the understanding that if 

NSF determines that the unterminated portion will not accomplish the purposes of the grant it may 

suspend or terminate the entire grant). 

(ii) Normally, action by NSF to suspend or terminate a grant will be taken only after the grantee has been 

informed by NSF of the proposed action, or informed of any deficiency on its part and given an opportunity to 

correct it. NSF, however, may immediately suspend or terminate a grant without notice when it believes such 

action is reasonable to protect the interests of the government. 

(iii) No costs incurred during a suspension period or after the effective date of a termination will be 

allowable, except those costs which, in the opinion of NSF, the grantee could not reasonably avoid or eliminate, 

or which were otherwise authorized by the suspension or termination notice, provided such costs would 

otherwise be allowable under the terms of the grant and the governing cost principles. 

(iv) Within 30 days of the termination date the grantee will furnish a summary of progress under the grant 

and an itemized accounting of costs incurred prior to the termination date or pursuant to (iii) above. Final 

allowable costs under a termination settlement shall be in accordance with the terms of the grant, including this 

section, and the governing cost principles, giving due consideration to the progress under the grant. In no event 

will the total of NSF payments under a terminated grant exceed the grant amount or the NSF pro rata share 

when cost sharing was anticipated, whichever is less. 

(v) A notice of termination other than by mutual agreement and/or the final settlement amount may be 

subject to review pursuant to AAG Chapter VII.B. 
Award & Administration Guide VII-2 NSF 07-140

b. Procedures for Suspension or Termination by NSF 

(i) When it is believed that a grantee has failed to comply with one or more of the terms and conditions of a 

grant, the NSF Grants and Agreements Officer will normally advise the grantee in writing of the nature of the 

problem and that failure to correct the deficiency may result in suspension or termination of the grant. The 

grantee will be requested to respond in writing within 30 calendar days of the date of such letter, describing the 

action taken or the plan designed to correct the deficiency. Copies of such correspondence will be furnished to 

the PI/PD and to the NSF Program Officer. NSF, however, may immediately suspend or terminate a grant 

without notice when it believes such action is reasonable to protect the interests of the government. 

(ii) If a satisfactory response is not received within the above period, the NSF Grants and Agreements 

Officer may issue a notice immediately suspending authority to further obligate grant funds, in whole or in part. 

Notice of suspension is sent to the Authorized Organizational Representative, with a copy to the PI/PD. Within 

NSF, copies are furnished to the NSF Division of Financial Management and to the NSF Program Officer. The 

notice will set forth the terms of the suspension and its effective date. 

(iii) Normally, the suspension will remain in effect for a maximum of 60 days to allow the grantee to take 

corrective action. In the event that the deficiency is not corrected to the satisfaction of NSF, the NSF Grants 

and Agreements Officer may issue a notice of termination, addressed as in b., above. The notice will set forth 

the reasons for the action and its effective date. 

(iv) The remedies described in Chapter VII.B do not preclude a grantee being subject to debarment and 

suspension under the OMB Guidelines to Agencies on Government-wide Debarment and Suspension 

(Nonprocurement) published at 2 CFR §180 and NSF's Implementation of the OMB Guidelines, located at 2 

CFR Chapter XXV. 

(v) Suspension or termination due to research misconduct will be imposed as provided in that regulation. 

3. Termination by Mutual Agreement 

a. NSF Policy

Circumstances may arise in which either NSF or the grantee wishes to terminate a project. If both parties agree 

that continuation of the project would not produce results commensurate with the further expenditure of funds, or 

if there arises any other reason, the grant may be terminated by mutual agreement. 

b. Procedures 

(i) If the grantee wishes to terminate the project, the Authorized Organizational Representative should 

advise the NSF Grants and Agreements Officer in writing and send a copy to the NSF Program Officer. 

(ii) If NSF wishes to terminate the project, the NSF Grants and Agreements Officer will advise the grantee’s 

Authorized Organizational Representative in writing and send copies to the PI/PD and the NSF Program Officer. 

(iii) Within 30 days after receipt of request from either party for termination by mutual agreement, the other 

party will provide an appropriate written response. In the event of disagreement between the parties, the NSF 

Grants and Agreements Officer will make a final decision, subject to the review procedures prescribed by 

Chapter VII.B. 

(iv) Following termination, grant closeout procedures will be initiated. 

4. NSF Suspension or Termination Review Procedure 

Grantees should refer to AAG Chapter VII.B.3 for procedures to request review of a suspension or termination 

notice. Pending resolution of the request for review, a notice of termination shall remain in effect. 
Award & Administration Guide VII-3 NSF 07-140

B. Informal Resolution of Grant Administration Disputes 

1. Background

Consistent with the Recommendation on Grant Disputes by the Administrative Conference of the U.S., and with 

the intent of the provisions of Alternative Dispute Resolution, the Foundation provides the informal resolution 

processes described below concerning disputes or disagreements that may arise over Grants and Agreements 

Officer post-award decisions under an NSF grant. 

2. Scope of Post-Award Disputes Covered 

The disputes below are covered under the process described in AAG Chapter VII.B.3: 

a. cost disallowances pursuant to a Grants and Agreements Officer’s decision (e.g., specific disallowances 

under an individual grant or as a result of an audit report); 

b. termination orders; and 

c. the final settlement amount under a termination. 

3. Procedures 

a. The grantee should submit a certified letter to the Director, Division of Grants and Agreements (DGA), 

National Science Foundation, 4201 Wilson Boulevard, Arlington, VA 22230, noting the grantee’s disagreement 

or dispute and identifying the NSF Grants and Agreements Officer’s decision in question, giving reasons for the 

request for review and providing any other material pertinent to the request. 

b. The letter to the Director, DGA, must be postmarked no later than 30 days after the date of the letter 

notifying the grantee of the decision in question. The time for filing a request for review is strictly enforced and 

no extensions for the purpose of preparing it will be granted. 

c. The request for review need not follow a prescribed format; however, it must contain a full statement of 

the grantee’s position with respect to the disputed matter and the facts and reasons in support of the grantee’s 

position. Requests will be reviewed if the grantee submits new information (which was unavailable at the time of 

the original decision); if an error in fact or application of NSF policy is noted in the original decision; or improper 

procedures were followed in the original decision. 

d. The Director, DGA, will review or designate one or more individuals to review the matter. One reviewing 

official will be at least at a management level equivalent to the official who made the decision that is being 

reviewed. In no case, will the review be undertaken by any individual involved with the decision or involved in 

recommending and/or monitoring the scientific and engineering aspects of the project or responsible for 

negotiating and/or administrating its business aspects. 

e. The designated individual(s) will review and consider all relevant information available. A report which 

identifies the conclusion and recommendation will be completed and in disputes covered under: 

(i) AAG Chapter VII.B.2a and VII.B.2b, the report will be completed within 30 days and forwarded to the 

Director, DGA or his/her designee for a final and unappealable written decision for the agency. The Director, 

DGA or his/her designee will communicate the decision in writing to the grantee, normally within 15 days of 

receipt of the report, unless otherwise specified by NSF. 

(ii) AAG Chapter VII.B.2b, the report will be completed within 90 days and forwarded to the NSF Deputy 

Director or his/her designee. The NSF Deputy Director or his/her designee will make the final and unappealable 

decision for the agency and will communicate the decision in writing to the grantee within 15 days of receipt of 

the report unless otherwise specified by NSF. 
Award & Administration Guide VII-4 NSF 07-140

C. Research Misconduct 

RESEARCH MISCONDUCT means fabrication, falsification, or plagiarism in proposing or performing research 

funded by NSF, reviewing research proposals submitted to NSF, or in reporting research results funded by NSF. 

1. NSF Policies and Responsibilities 

a. The NSF will take appropriate action against individuals or organizations upon a determination that 

misconduct has occurred. It may also take interim action during an investigation. Possible actions include 

sending a letter of reprimand to the individual or organization, requiring prior NSF approval of particular activities 

by an individual or organization, requiring special assurances of compliance with particular policies, restricting 

designated activities or expenditures under particular grants, suspending or terminating grants, debarring or 

suspending an individual or organization and prohibiting participation by an individual as an NSF reviewer, 

advisor or consultant. 

b. NSF will find misconduct only after careful inquiry and investigation by a grantee organization, by 

another Federal agency or by NSF. An “inquiry” consists of preliminary information-gathering and preliminary 

fact-finding to determine whether an allegation or apparent instance of misconduct has substance. An 

investigation must be undertaken if the inquiry determines the allegation or apparent instance of misconduct has 

substance. An “investigation” is a formal development, examination, and evaluation of a factual record to 

determine whether misconduct has taken place or, if misconduct has already been confirmed, to assess its 

extent and consequences or determine appropriate action. 

c. Before NSF makes any final finding of misconduct or takes any final action on such a finding, NSF will 

normally afford the accused individual or organization notice, a chance to provide comments and rebuttal and a 

chance to appeal. In structuring procedures in individual cases, NSF may take into account procedures already 

followed by other entities investigating or adjudicating the same allegation of misconduct. 

d. Debarment or suspension for misconduct will be imposed only after further procedures described in 

applicable debarment and suspension regulations (2 CFR §180 and 2 CFR Chapter XXV). 

e. The Office of Inspector General oversees investigations of research misconduct and conducts any NSF 

inquiries and investigations into suspected or alleged research misconduct. 

f. The Deputy Director adjudicates research misconduct proceedings and the Director decides appeals. 

g. After receiving an investigation report, the subject’s rebuttal and recommendations of the OIG, the NSF 

Deputy Director may initiate further investigation or hearings or order interim or final actions. A written 

disposition specifying actions to be taken will be sent to affected individuals or organizations and will include 

instructions on how to pursue an appeal to the Director of the Foundation. 

2 Role of Grantees 

a. Grantees bear primary responsibility for prevention and detection of misconduct. In most instances, 

NSF will rely on grantees to promptly: 

(i) initiate an inquiry into any suspected or alleged misconduct; 

(ii) conduct a subsequent investigation, if the inquiry finds substance; 

(iii) take action necessary to ensure the integrity of research, the rights and interests of research subjects 

and the public and the observance of legal requirements or responsibilities; and 

(iv) provide appropriate safeguards for subjects of allegations as well as informants. 

b. If a grantee wishes NSF to defer independent inquiry or investigation, it should: 

(i) inform NSF immediately if an initial inquiry finds substance; 
Award & Administration Guide VII-5 NSF 07-140

(ii) keep NSF informed during such an investigation; 

(iii) notify NSF even before deciding to initiate an investigation or as required during an investigation: 

(a) if there is reasonable indication of possible violations of civil or criminal law; 

(b) if public health or safety are at risk; 

(c) if NSF’s resources, reputation, or other interests need protecting; 

(d) if Federal action may be needed to protect the interests of a subject of the investigation or of others 

potentially affected; 

(e) if the research community or the public should be informed; or 

(f) if research activities should be suspended. 

(iv) provide NSF with the final report from any investigation. 

c. If a grantee wishes NSF to defer independent inquiry or investigation, it should complete any inquiry and 

decide whether an investigation is warranted within 90 days. It should similarly complete any investigation and 

reach a disposition within 180 days. If completion of an inquiry or investigation is delayed, but the grantee 

wishes NSF deferral to continue, NSF may require submission of periodic status reports. 

d. Grantees should maintain and effectively communicate to their staffs appropriate policies and 

procedures relating to misconduct, which should indicate when NSF must or should be notified. 

e. Online research ethics training is available through the Department of Health and Human Services, 

Office of Research Integrity at http://ori.hhs.gov/education/products/rcr_misconduct.shtml. 

3. Reporting Possible Misconduct 

Possible misconduct in activities funded by NSF should be reported to the Office of Inspector General, National 

Science Foundation, 4201 Wilson Boulevard, Arlington, VA 22230, (703) 292-7100 or (800) 428-2189 or via email at oig@nsf.gov. 
Award & Administration Guide NSF 07-140

SUBJECT INDEX 

AAG SECTION 

A 

Absence of Principal Investigator/Project Director or co-PI/co-PD ........................................... II.B.2 

Acceptance of Assistance Agreements......................................................................................... I.A

Acknowledgment and Disclaimer .............................................................................................VI.D.4 

Acquisition Cost of Equipment ..................................................................................................... V.B 

Additional Funding Support......................................................................................I.E, V.A.2, V.D.2 

Advance Payments .............................................................................................................III.C, III.D 

Age Discrimination ................................................................................................................... VI.A.5 

Alcoholic Beverages................................................................................................................. V.C.5j 

Allowability of Costs ...........................................................................................................Chapter V 

Alterations and Rearrangements ..................................................................V.C.1, VI.C, Exhibit II-1 

Animal Welfare ......................................................................................................................... VI.B.3 

Annual Project Report ..........................................................................................I.E.3, II.E.1, VI.I.2c 

Anti-discrimination Statutes......................................................................................................... VI.A 

Appeals.............................................................................................................................Chapter VII 

Applicable Credits ................................................................................................III.D.4, III.D.5, VI.F 

Approvals, Requests for NSF............................................................................................Exhibit II-1 

Audits ...........................................................................................................................................II.F 

Award Instrument .......................................................................................................................... I.B 

B 

Banks, Use of Women-Owned and Minority-Owned ............................................................... III.C.7 

Bayh-Dole Act ..........................................................................................................................VI.D.1 

Bonding and Insurance ............................................................................................................VI.C.2 

Budget Changes.......................................................................................... II.C.2, V.D.3, Exhibit II-1 

Business Officer ....................................................................................................................... III.B.2 

C 

Cash: 

 Advances................................................................................................................III.C, III.D 

 Contributions ................................................................................................................... II.D 

 Refunds .......................................................................................................................... III.D 

 Reports (FCTR).............................................................................................................. III.E 

Changes: 

 Grantee Notifications to and Requests for 

 Approval from the National Science Foundation ...........................................Exhibit II-1 

 Grant Budget ........................................................................................................ II.C, V.D.2 

 Grant Period ..................................................................................................................... I.D 

 Project Direction or Management.................................................................................... II.B 

 Objectives, Scope, or Methodology ............................................................................. II.B.1 

 Principal Investigator/Project Director.......................................................................... II.B.2 

Charter Flights..........................................................................................................................VI.G.2 

Civil Rights Act of 1964 ............................................................................................................ VI.A.2 

Classified Research .................................................................................................................... VI.L 

Closeout .........................................................................................................................II.E.5, III.E.2 

Coffee Breaks and Meals........................................................................................................V.C.5g 

Commercial Firms .......................................................................................................IV.D.1b, V.A.1 
Award & Administration Guide NSF 07-140

Compensation for Personal Services........................................................................................ V.B.1

Computer Services.................................................................................................................... V.B.5 

Conferences ..............................................................................................................................V.C.5 

Conflict of Interest Policies.......................................................................................................... IV.A 

Conflicting Guidelines.............................................................................................................. V.A.1c 

Construction, Rearrangements and Alterations ..........................................................................VI.C 

Consultant Services ......................................................................................................V.B.6, V.C.5f 

Continuing Grant ........................................................................................................................ I.E.3 

Contracts under Grants (Subawards) ....................................................................................... II.B.3

Contributions ................................................................................................................................ II.D 

Cooperative Agreements............................................................................................................... I.C 

Copyright ..................................................................................................................................VI.D.2 

Copyrightable Material Clause ...............................................................................................VI.D.2b 

Cost Principles .......................................................................................................................... V.A.1 

Cost Sharing................................................................................................................................. II.D 

Credits .................................................................................................................................III.D, VI.F 

Curriculum Development Projects........................................................................................... VI.M.2 

D 

Data Collection .......................................................................................................................... VI.I.1 

Data Rights...................................................................................................................VI.D.2, VI.D.4 

Davis-Bacon Act.......................................................................................................................VI.C.1 

Debarment and Suspension........................................................................................VII.A, VII.C.1e

Delays ......................................................................................................................................II.B.1c 

Delinquent Reports.................................................................................................................... II.E.4 

Dependents Travel Costs.......................................................................................................... V.B.4 

Direct Costs..........................................................................................................................V.B, V.C 

Disability Regulations.................................................................................................................. VI.A 

Disbursements .................................................................................................................III.B.4, III.E 

Disclaimer................................................................................................................................. VI.E.4 

Discrimination.............................................................................................................................. VI.A 

Disputes Resolution ................................................................................................................... VII.B 

Dissemination of Research Results .........................................................V.B.7, VI.D.4, VI.E, VI.I.2c 

Distribution of Grant Materials..................................................................................................... VI.E 

DNA Guidelines........................................................................................................................ VI.B.2 

Documentation Costs................................................................................................................ V.B.7 

Domestic Travel ........................................................................................................................ V.B.4 

E 

Effective Date ........................................................................................................................... I.D.1a 

Electronic Submission - Financial .................................................................................III.C.6, III.E.1 

Entertainment Costs................................................................................................................. V.C.5i 

Equal Employment Opportunity .................................................................................. VI.A1b, VI.A.6 

Equipment: 

 Acquisition ...........................................................................................................IV.D, V.B.2 

 Allowability of Costs ..................................................................................................... V.B.2 

 Commercial Organizations........................................................................................IV.D.1b 

 Conditions for Acquisition and Use .............................................................................IV.D.2 

 Definition ...................................................................................................................... V.B.2 

 General Purpose ............................................................................. IV.D.2b, V.B.2b, V.B.2d 

 Government-Owned............................................................................IV.D.3, IV.D.4, IV.D.5 

 Nonprofit Organizations...............................................................................................IV.D.1 

 Rental or Lease............................................................................................................V.C.3 
Award & Administration Guide NSF 07-140

 Shared Use .................................................................................................................IV.D.2 

 Special Purpose ............................................................................................ V.B.2b, V.B.2c 

 Title...................................................................................................................IV.D1, IV.D.4 

 Transfer ........................................................................................................ II.B.2h, IV.D.2g 

Erroneous Payments................................................................................................................ III.D.2 

Excess Government Personal Property...................................................................................IV.D.5 

Expendable Personal Property ................................................................................................. V.B.3 

Expenditures: 

 Allowability of Costs ..............................................................................................Chapter V 

 Grantee Responsibility ................................................................................................. II.A.1 

 Reports........................................................................................................................... III.E 

 Outlays ........................................................................................................................ III.B.9 

Experimental Curriculum......................................................................................................... VI.M.2 

Expiration Date..............................................................................................................I.D.1b, I.E.3b 

Extension of Grant Period .........................................................................................................I.E.3c 

F 

Facilities Capital Cost of Money.........................................................................................V.D.1b(iii) 

Federal Assistance Award Data System.....................................................................................VI.H 

Federal Cash Transactions Reports ........................................................................ II.E.5, III.D, III.E 

Federal Cost Principles ................................................................................................................ V.A 

Federal Employees .................................................................................................... V.B.6c, V.B.8a 

Federal Demonstration Project................................................................................................... I.C.2 

Fee Payments .............................................................................................................................. V.E 

Fees, Consultant .........................................................................................................V.B.6a, V.C.5f 

Fellowships................................................................................................................V.D.1b, VI.D.3b 

Final Disbursement Reporting.................................................................................................. III.E.2 

Final Project Report.............................................................................................II.E.2, II.E.3, VI.I.2c 

Final Technical Information Items ............................................................................................. II.E.3 

Financial Disclosure .................................................................................................................... IV.A 

Financial Management System Standards .........................................................................III.A, IV.B 

Fiscal Reports ............................................................................................................................. III.E 

Fixed Amount Award................................................................................................... I.C.2b, V.D.1a 

Foreign Projects .................................................................VI.B.2d, VI.D.1, VI.D.2b, VI.D.3c, VI.G.3 

Foreign Travel ..................................................................................................................V.B.4, VI.G 

Foreign-Flag Air Carriers..........................................................................................................VI.G.3 

Freedom of Information Act..................................................................................................... VI.I.2b 

Fringe Benefits ........................................................................................................................ V.B.1b 

Funds: 

 Allowability of Costs/Expenditures ........................................................................Chapter V 

 Payment of ..................................................................................................................... III.C 

 Residual........................................................................................................................ II.E.2 

 Safeguarding ............................................................................................................... III.C.2 

 Transfer of ..........................................................................................................II.B.3, II.C.2 

 Withholding.................................................................................................................. III.C.2 

Furniture and Furnishings .......................................................................................... V.B.2b, V.B.2d 

G 

General Purpose Equipment........................................................................ IV.D.2b, V.B.2b, V.B.2d 

Government-Owned Equipment...................................................................................IV.D.4, IV.D.5 

Grant: 

 Budget ............................................................................................................................. II.C 

 Changes .......................................................................................................................... II.B 
Award & Administration Guide NSF 07-140

 Closeout ....................................................................................................................... II.E.5 

 Conditions, General and Standard................................................................................... I.C 

 Disputes Resolution ...................................................................................................... VII.B

 Financial Reporting ........................................................................................................ III.E 

 Financial Disclosure ....................................................................................................... IV.A 

 International Travel.........................................................................................................VI.G 

 Instrument, Defined.......................................................................................................... I.B 

 Periods ............................................................................................................................. I.D 

 Renewal......................................................................................................................... I.E.2 

 Suspension....................................................................................................................VII.A 

 Termination ...................................................................................................................VII.A 

 Transfer ................................................................................................... II.B.2h, Exhibit II-1 

Grantee: 

 Definition ..................................................................................................................... III.B.6 

 Prior Approvals.....................................................................................................Exhibit II-1 

 Share............................................................................................................................... II.D 

 Standards .............................................................................................................Chapter IV 

Greenland...............................................................................................................................VI.G.3d 

Guidelines, Conflicting............................................................................................................. V.A.1c 

H 

Human Subjects ...........................................................................................................VI.B.1, VI.M.2 

I 

Income................................................................................................................III.D.4, VI.D.2a, VI.F 

Independent Research and Development...............................................................................V.D.1b 

Indirect Costs ...............................................................................................................................V.D 

Informal Resolution of Grant Administration Disputes ............................................................... VII.B 

Information Release .................................................................................................................. VI.I.2 

In-Kind Contributions.................................................................................................................... II.D 

Inspector General, Office of .......................................................................................................VII.C 

Instrumentation and Facilities Guidelines ................................................................................IV.D.3

Insurance..................................................................................................................................VI.C.2 

Intangible Property ......................................................................................................................VI.D 

Intellectual Property.....................................................................................................................VI.D 

Interest ..................................................................................................................................... III.D.3 

Intergovernmental Review of Federal Programs ....................................................................VI.H 

International: 

 Agreements .................................................................................................................VI.G.3 

 Charter Flights.............................................................................................................VI.G.2 

 Copyright .......................................................................................................VI.D.2b, VI.D.3 

 Patents ........................................................................................................VI.D.1b, VI.D.3c 

 Projects..................................................................VI.B.2d, VI.D.1, VI.D.2b, VI.D.3c, VI.G.3 

 Travel..............................................................................................................................VI.G 

 Travel Grants........................................................................................................I.C, VI.G.5 

Intra-University Consulting ...................................................................................................... V.B.6b 

Inventions and Patents.............................................................................................................VI.D.1 

Investigator Financial Disclosure ................................................................................................ IV.A 

L 

Leased Facilities and Equipment ..............................................................................................V.C.3 

Leave, Sabbatical.................................................................................................................... V.B.1a 
Award & Administration Guide NSF 07-140

Legal Services......................................................................................................................... V.B.6a 

Liabilities and Losses .............................................................................................................. VI.M.1 

License Rights...........................................................................................................................VI.D1 

Long-Term Absence of PI/PD ................................................................................................. II.B.2d 

Living Organisms......................................................................................................................... VI.B 

M 

“March-in” Rights....................................................................................................................VI.D.1c 

Materials and Supplies.............................................................................................................. V.B.3 

Maximum Obligation of NSF ................................................................................................... V.A.2a 

Meals and Coffee Breaks.............................................................................................V.B.8b, V.C.5 

Meetings and Conferences .......................................................................................................V.C.5 

Merit Review............................................................................................................................... I.E.4 

Methodology Changes ............................................................................................................ II.B.1b 

Metric Measurements.............................................................................................................. VI.M.3 

Minority-Owned Banks ............................................................................................................. III.C.7 

Misconduct in Science................................................................................................................VII.C 

Motor Vehicles......................................................................................................................... V.B.2b 

N 

National Register of Historic Places............................................................................................ VI.K 

National Science Board............................................................................................... VI.D.1b, VI.I.2 

National Science Foundation: 

 Act .................................................................................................VI.C.2, VI.D.1, Exhibit I-1 

 Approvals .............................................................................................................Exhibit II-1 

National Security ....................................................................................................... Exhibit I-1, VI.L 

News Release .............................................................................................................. V.C.2, VI.I.2a 

No-Cost Extension ................................................................................................................... I.D.3c 

Nonexpendable Personal Property ......................................................................................... V.B.2b 

Non-Discrimination Statutes........................................................................................................ VI.A 

Non-profit Organization .............................................................................................. VI.A.1, VI.D.1c 

Notifications to NSF...........................................................................................................Exhibit II-1 

O 

Objectives, Changes in ................................................................................................................ II.B 

Obligations................................................................................................................................ III.B.7 

Off-Campus (Off Site) Activities ..............................................................................................V.D.1a 

Office Equipment and Furniture ................................................................................. V.B.2b, V.B.2d 

Office of Inspector General (NSF)..............................................................................................VII.C 

OMB Circulars .............................................................................................................II.F, Exhibit I-1 

Open Government Legislation................................................................................................. VI.I.2b 

Outlays ..................................................................................................................................... III.B.4 

Overhead......................................................................................................................................V.D 

P 

Page Charges in Scientific Journals ......................................................................................... V.B.7 

Participants Support Costs................................................................................V.B.8, V.C.5, V.D.1b 

Passports and Visas.................................................................................................................VI.G.4 

Patent Rights Clause..............................................................................................................VI.D.1c 

Patents and Inventions.............................................................................................................VI.D.1 
Award & Administration Guide NSF 07-140

Payments..........................................................................................................................III.B.8, III.C 

Per Diem............................................................................................................ V.B.4, V.B.8b, V.C.5 

Permanent Equipment............................................................................................................... V.B.3 

Permits ..................................................................................................................................... VI.B.4 

Person Months .......................................................................................................................... II.B.2 

PI/PD: 

 Change in Person-Months............................................................................................ II.B.2 

 Compensation ............................................................................................................ V.B.1a

 Long-Term Absence................................................................................................... II.B.2d 

 Short-Term Absence ...................................................................................................II.B.2c 

 Substitute ................................................................................................................... II.B.2g 

 Transfer to Another Institution.................................................................................... II.B.2h 

 Withdrawal................................................................................................................... II.B.2f 

Post-Expiration Costs.............................................................................................................. V.A.2c 

Pre-Award Costs ..................................................................................................................... V.A.2b 

Pre-College Students .............................................................................................................. VI.M.2 

Preservation of Historic Places ................................................................................................... VI.K 

Press Releases ............................................................................................................ V.C.2, VI.I.2a 

Principles, Federal Cost ............................................................................................................ V.A.1 

Printing-Related Costs .........................................................................................V.B.7, V.C.5d, 742 

Prior NSF Approval ...................................................................................V.A.3b, V.B.4, Exhibit II-1 

Procurement Standards ..............................................................................................................IV.C 

Program Income...............................................................................................................III.D.4, VI.F 

Project Reports............................................................................................................................. II.E 

Project Income .................................................................................................................III.D.4, VI.F 

Project Performance..................................................................................................................... II.A 

Property: 

 Acquisition ...................................................................................................................IV.D.2 

 Copyright and Publication ..................................................................................VI.D.2, VI.E 

 Data and Software.......................................................................................................VI.D.4

 Equipment ............................................................................................. IV.D.1, V.B.2, V.B.5 

 Excess Government Personal Property......................................................................IV.D.5 

 Intellectual ......................................................................................................................VI.D 

 Inventions and Patents................................................................................................VI.D.1 

 Management Standards.................................................................................................IV.D 

 Materials and Supplies.............................................................................IV.D, V.B.3, V.C.5 

 Protection of Historic Places .......................................................................................... VI.K 

 Title................................................................................................IV.D, IV.D.1, IV.D.4, VI.D 

Proprietary Information.............................................................................................................VI.I.2c 

Provisional Rate, Maximum.....................................................................................................V.D.1a 

Publication...................................................................................V.B.7, V.C.5d, VI.D.3, VI.E, VI.I.2c 

Q 

Quarterly Disbursement Report................................................................................................ III.E.1 

Questionnaires .......................................................................................................................... VI.I.1 

R 

Rearrangements and Alterations ..................................................................V.C.1, VI.C, Exhibit II-1 

Rebudgeting ................................................................................................... II.C, V.D.3, Exhibit II-1 

Recombinant DNA.................................................................................................................... VI.B.2 

Records Retention.........................................................................................................................II.F 

Refunds to NSF........................................................................................................................... III.D 

Registration Fees .................................................................................................................... V.B.8a 
Award & Administration Guide NSF 07-140

Regulations, NSF ...............................................................................................................Exhibit I-1 

Rehabilitation Act of 1973 ........................................................................................................ VI.A.3 

Reimbursements ...................................................................................................................... III.C.4 

Release of Information .............................................................................................................. VI.I.2 

Relocation Costs .......................................................................................................................V.C.4 

Renewed Support....................................................................................................................... I.E.2 

Rearrangements...............................................................................................................V.C.1, VI.C 

Rental or Lease of Facilities/Equipment....................................................................................V.C.3 

Reporting Requirements .........................................................................................II.E, III.E, VII.C.3 

Reports: 

 Cost Sharing................................................................................................................. II.D.3 

 Federal Cash Transactions ......................................................................................... III.E.1 

 Final Disbursement Reporting..................................................................................... III.E.2 

 Final Project ..................................................................................................... II.E.2, VI.I.2c 

 Annual Project .................................................................................................. II.E.1, VI.I.2c 

 Technical Information Items ......................................................................................... II.E.3 

Request for Advance or Reimbursement................................................................. III.C, Exhibit II-1 

Research Equipment................................................................................................................. V.B.2 

Residual Funds .......................................................................................................................... I.E.2 

Resolution of Grant Administration Disputes ............................................................................. VII.B 

Revocation.................................................................................................................................. VII.A 

Rights in Data and Software.....................................................................................................VI.D.4 

Royalties under Grants................................................................................................................VI.D 

S 

Sabbatical Leave..................................................................................................................... V.B.1a 

Salaries and Wages .................................................................................................................. V.B.1 

Scope, Change in...................................................................................................................... II.B.1 

Security, National ........................................................................................................................ VI.L 

Seismic Safety..........................................................................................................................VI.C.3 

Sex Discrimination.................................................................................................................... VI.A.4 

Shared Use of Equipment ........................................................................................................IV.D.2 

Sharing Research Results.................................................................................... V.B.7, VI.D.4, VI.E

Short-Term Absence of PI/PD..................................................................................................II.B.2c 

Significant Change, Delay or Event of Unusual Interest..........................................................II.B.1c 

Site Visits................................................................................................................................... II.A.1 

Small Business...........................................................................................................IV.D.1b, VI.D.1 

Software Rights ........................................................................................................................VI.D.4 

Special Purpose Equipment......................................................................................... V.B.2b, V.B.3

Speaker Fees ............................................................................................................................V.C.5 

Staff Benefits ........................................................................................................................... V.B.1b 

Standards: 

 Financial Management Systems ............................................................................III.A, IV.B 

 Grantee ................................................................................................................Chapter IV 

 Procurement...................................................................................................................IV.C 

 Property Management....................................................................................................IV.D 

Standard Grant........................................................................................................................... I.E.2 

Statutes, Executive Orders and Other Directives...............................................................Exhibit I-1 

Stipends................................................................................................................................... V.B.8b 

Subawards, subcontracts..............................................................II.B.3, III.C.2, VI.D.1c, Exhibit II-1 

Subsistence Allowances.......................................................................................................... V.B.8b 

Substitute Principal Investigator/Project Director.................................................................... II.B.2g 

Summer Salaries..................................................................................................................... V.B.1a 

Sunshine Act ........................................................................................................................... VI.I.2b 
Award & Administration Guide NSF 07-140

Supplemental Support..................................................................................................... I.E.4, V.D.1 

Supplies...............................................................................................................IV.D, V.B.3, V.C.5b 

Suspension of Award ................................................................................................................. VII.A 

T 

Tangible Property .....................................................................................................................VI.D.5 

Tax Status ....................................................................................................................................VI.J 

Technical Reporting Requirements.............................................................................................. II.E 

Termination of Award ................................................................................................................. VII.A 

Title: 

 Equipment ...................................................................................................................IV.D.1 

 Patents and Inventions..............................................................................................VI.D.1c 

 Supplies and Materials...................................................................................................IV.D 

 Tangible Property......................................................................................................VI.D.5b

Training Equipment ......................................................................................................V.B.2b, V.B.3 

Transfer of: 

 Equipment ...................................................................................................... II.B.2h, IV.D.2

 Grant........................................................................................................ II.B.2h, Exhibit II-1 

 Funds........................................................................................................ II.B.2h, II.B.3, II.C 

 Principal Investigator/Project Director.......................................................................... II.B.2 

 Project Effort................................................................................................................. II.B.3 

Travel Allowances: 

 Conference or Group Travel Award Grant General Conditions .................................... I.C.2 

 Costs ............................................................................................................................ V.B.4 

 Dependent.................................................................................................................... V.B.4 

 Domestic ......................................................................................................................V.B.4 

 Foreign ................................................................................................................V.B.4, VI.G 

Two-Ninths Rule........................................................................................................................ V.B.1 

U 

Underrecovery of Indirect Costs................................................................................................V.D.2 

Unliquidated Obligations ........................................................................................................ III.B.10 

Unobligated Balance ...................................................................................................III.B.11, III.D.1 

Unused Award Funds............................................................................................................... III.D.1 

U.S.-Flag Air Carriers.............................................................................................................VI.G.1b 

V 

Vendor Express, ACH .......................................................................................... III.C.6, Exhibit III-1 

Vertebrate Animals................................................................................................................... VI.B.3 

Visas.........................................................................................................................................VI.G.4 

W 

Wages ....................................................................................................................................... V.B.1 

Withdrawal of Principal Investigator/Project Director ............................................................... II.B.2f 

Withholding Payments............................................................................................................ III.C.2c 

Women-Owned Banks ............................................................................................................. III.C.7 

Working Capital Advance......................................................................................................... III.C.5 
Award & Administration Guide NSF 07-140

Privacy Act and Public Burden Statements 

The information requested on proposal forms and project reports is solicited under the authority of the National 

Science Foundation Act of 1950, as amended. The information on proposal forms will be used in connection 

with the selection of qualified proposals; and project reports submitted by awardees will be used for program 

evaluation and reporting within the Executive Branch and to Congress. The information requested may be 

disclosed to qualified reviewers and staff assistants as part of the proposal review process; to proposer 

institutions/grantees to provide or obtain data regarding the proposal review process, award decisions, or the 

administration of awards; to government contractors, experts, volunteers and researchers and educators as 

necessary to complete assigned work; to other government agencies or other entities needing information 

regarding Proposers or nominees as part of a joint application review process, or in order to coordinate 

programs or policy; and to another Federal agency, court, or party in a court or Federal administrative 

proceeding if the government is a party. Information about Principal Investigators may be added to the Reviewer 

file and used to select potential candidates to serve as peer reviewers or advisory committee members. See 

Systems of Records, NSF-50, "Principal Investigator/Proposal File and Associated Records," 69 Federal 

Register 26410 (May 12, 2004), and NSF-51, "Reviewer/Proposal File and Associated Records," 69 Federal 

Register 26410 (May 12, 2004). Submission of the information is voluntary. Failure to provide full and complete 

information, however, may reduce the possibility of receiving an award. 

An agency may not conduct or sponsor, and a person is not required to respond to, an information collection 

unless it displays a valid OMB control number. The OMB control number for this collection is 3145-0058. Public 

reporting burden for this collection of information is estimated to average 120 hours per response, including the 

time for reviewing instructions. Send comments regarding the burden estimate and any other aspect of this 

collection of information, including suggestions for reducing this burden, to: 

Suzanne H. Plimpton 

Reports Clearance Officer 

Division of Administrative Services 

National Science Foundation 

Arlington, VA 22230