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Health Resources and Services Administration

The website for program general terms and conditions is HHS Grant Policy . As with all federal assistance grants, HHS awards are subject to OMB Uniform Guidance (UG), except as modified by the sponsor specific terms and conditions.

Note: HRSA grants are awarded to UH under expanded authority, however specific conditions apply.

Summary of Standard Terms

Period of Perfomance Extensions

  • Pre-Award costs of 90 days prior to the effective date of the award is permitted without prior approval at recipients’ risk. Pre-Award Costs are generally not applicable to training grants or fellowships.
  • May extend award one time up to 12 months at no additional cost: written notification of an extension must be submitted at least 10 days prior to award expiration providing a justification and the revised end date.
  • Subsequent extensions, or an extension requested after the award has expired, require HRSA prior approval and must be submitted in writing. The request must include a description of the scope of work that needs to be completed.   

Personnel Changes

  • Change of any key person named in proposal or award requires prior sponsor approval
  • Disengagement of the PI for 3 months or reduction of time devoted to the project by 25% or more requires prior sponsor approval
  • Salary on the grant/cooperative agreement is subject to the Executive Level II Salary cap which dictates the maximum salary that may be paid to an individual working on a HHS award

Restrictions on Allowable Costs

  • Participant/trainee support costs are allowable when identified in specific funding opportunities. Individuals on temporary or student visas are not eligible to participate
  • Costs for promotional items and memorabilia, including models, gifts, and souvenirs are unallowable
  • Costs for entertainment (including business meals) are unallowable unless the cost has a programmatic purpose and is authorized either in the approved budget or with prior written approval from HRSA
  • See NIH Grants Policy Statement Section 7.9 Allowability of Costs/Activities for a list of selected items of cost that may or may not be included in the cost portion of grants

Cost Sharing

Stipends are not salaries. Recipients of fellowships are not considered to be in an employee – employer relationship with HRSA. Federal funds cannot be used to supplement stipend payments, however institutional matching (non-federal funds) may be used to cover student expenses that exceed the geographic reimbursement requirements.

Re-budgeting Authority

  • Scope of work - Deviations from the approved budget that change the scope of work are required to be reported to the Agency and submitted through the EHB
  • Participant/Training Costs - Funds for participant support are allowable when identified in specific FOAs.  This category may not be re-budgeted without prior approval
  • Significant Budget Revision – Occurs when the federal portion exceeds $100,000; cumulative transfers among direct cost budget categories for the current budget period exceed 25% of the total approved budget (inclusive of direct, indirect and cost sharing) for that budget period; or $250,000 whichever is less. Prior approval is required. Request is submitted through EHB
  • Cost Sharing - Changes to cost sharing budget requires prior approval
  • Carry-forward as identified on the SF425
    • Carry-over into the next year’s budget greater than 25% or $250,000 of the awarded amount (whichever is less) must be approved. A justification supported with a plan for expenditures must be submitted to the GMO for approval
    • Carry-over into the next year’s budget with an amount less than 25% of the awarded amount is indicated on line 10h on the SF425. A brief statement should be provided in the ‘Remarks’ section indicating the desire to carry-over the unobligated balance


  • HHS considers the unit cost of $5,000 or greater with a useful life of 1 year or longer as capital equipment – an inventory is maintained on all equipment
  • Capital expenditures related to the award are allowable as a direct charge.  Prior sponsor approval is required if equipment exceeds $25,000 and was not included in the application
  • Grantees are required to be prudent in the acquisition of property with grant funds and follow UH procedure
  • Equipment is vested with the university   


  • U.S. carriers are required per the Fly America Act; exceptions may be made for certain airlines and routes under “Open Skies” agreements listed at
  • Travel cost must be consistent with the University’s established travel policy, and the trips must provide direct benefit to the project
  • Generally HHS does not consider travel to be a training related expense, however certain awards may require students to attend off site workshops or conferences 



Acknowledgement/Disclaimer required: 

"The project is/was supported by the Health Resources and Services Administration (HRSA) of the U.S. Department of Health and Human Services (HHS) under grant number and title for grant amount (specify grant number, title, total award amount and percentage financed with nongovernmental sources). This information or content and conclusions are those of the author and should not be construed as the official position or policy of, nor should any endorsements be inferred by HRSA, HHS or the U.S. Government.”


Prior approval is required if a sub-recipient was not approved in the proposal budget. Use EHB.


  • Technical reports: submitted through EHB by the PI 
    • Annual 
      • Directions provided on EHB website – click on Grantee Quick Start Guide   
      • Annual report is due 60 days prior to the anniversary date
      • Provide a copy of the report to OCG RA
    • Final 
      • Directions provided on EHB website – click on Grantee Quick Start Guide  
      • Final report is due within 90 days after expiration
      • Provide a copy of the final report to OCG RA
  • Financial reports: submitted through EHB by Research Financial Services
    • Annual financial status reports are due based on the Due Date Chart
      • If the budget period ends August – October the FSR is due January 30
      • If the budget period ends November – January the FSR is due April 30
      • If the budget period ends February – April the FSR is due July 30
      • If the budget period ends May – July the FSR is due October 30
    • Final financial reports are due within 90, 120 or 150 days after expiration date – see Due Date Chart stated above