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National Institute of Health

The website for the NIH terms and conditions is the NIH Grants Policy Statement  

Date of the current version of the agency Terms and Conditions:  November 2016

As with all Federal assistance awards, NIH awards are subject to OMB Uniform Guidance  (UG), except as modified by the sponsor-specific and award-specific terms.

Note: This grant is awarded under the Federal Demonstration Partnership General Terms and Conditions which authorize the award recipient, OCG, with approval, to:

Period of Performance Extensions

  • A 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: notification of extension must be submitted prior to award expiration
  • Subsequent extensions, or an extension requested after award has expired, require NIH 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 NIH approval
  • Disengagement of the PI for 3 months requires prior NIH approval
  • 25% reduction in effort PI requires prior NIH approval
  • Stipend payments for trainees and fellows are allowed under NIH training grants (T32, F31, F32). Stipend payments on regular NIH research grants are not allowed. 
  • Salary on the NIH grant is subject to the Executive Level II Salary cap which dictates the maximum salary that may be paid to an individual working on a NIH award. 
  • Compensation of a graduate student receiving support from a research grant is the zero-level Kirschstein-NRSA stipend in effect when NIH issues the grant award.

Restrictions on Allowable Costs

  • Awards for conferences and meetings are exempt from indirect costs
  • Participant Support Costs are only allowable when identified in specific  funding opportunity
  • Costs of promotional items and memorabilia, including models, gifts, and souvenirs are unallowable
  • Costs of entertainment (including business meal) is unallowable unless the cost has a programmatic purpose and are authorized either in the approved budget for the Federal award or with prior written approval of NIH.
  • 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

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
  • Participant Support Costs - Funds for participant support are only allowable when identified in specific FOAs may not be re-budgeted without prior approval
  • Cost Sharing - Changes in Cost sharing require prior approval
  • Carry-forward greater than 25% - Anticipated changes in the next year’s budget greater than 25% (carry-forward) must be justified and supported with a plan for expenditures within the current budget year.


  • NIH considers the unit cost of $5,000 or greater with a useful life of 1 year or longer as capital equipment – inventory is required on all equipment.
  • Capital expenditures for equipment related to the award is allowable as a direct charge provided that there is prior written approval.
  • Grantees are required to be prudent in the acquisition of property with grant funds and follow appropriate procedure.
  • Equipment is vested with the university. However, NIH reserves the right to require transfer of title to equipment with an acquisition cost of $5,000 or more to the Federal government or to an eligible third party named by the NIH.


  • U.S. Carriers required per the Fly America Act; exceptions may be made for certain airlines and routes under “Open Skies” agreements
  • Travel cost must be consistent with the University’s established travel policy, and the trips must provide direct benefit to the project.


  • Acknowledgment required:  Research reported in this [publication/press release] was supported by [name of the Institute(s), Center, or other NIH offices] of the National Institutes of Health under award number [specific NIH grant number(s) in this format: RxxXXxxxxxx].
  • Disclaimer required: "The content is solely the responsibility of the authors and does not necessarily represent the official views of the National Institute of xxxxxxxx or the National Institutes of Health."
  • Copies to Sponsor: The PI is responsible for the submission of all peer reviewed manuscripts that result from this award to NIH's PubMed Central within 12 months of publication. The author’s final peer-reviews manuscript is defined as the final version accepted for journal publication and includes all modifications from the publishing peer review process. See public access policy at  


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


  • Technical reports: submitted through eRA Commons by the PI
    • Annual
      • Time and effort for all paid research staff must be entered
      • RPPR is routed through OCG RA for review and submission to NIH
      • Annual report is due 45 days prior to the anniversary date
    • Final
      • Time and effort for all paid research staff must be entered
      • RPPR is not routed through OCG RA – PI submits directly to NIH
      • Final report is due within 120 days after expiration
  • Financial reports: submitted through eRA commons by Research Financial Services in OCG
    • Financial status report is due annually for awards that do not fall under SNAP (expanded authorities) (i.e., P50, P60, P30, T32 and others as noted in the NIH Notice of Award)
    • Final financial reports are due within 120 days after award expiration
  • Invention and patent reporting: submitted through iEdison AND eRA Commons 

    • Report each new invention with two months of invention being reported to DOR
    • A final report is due within 120 days after award expiration (eRA Commons Instruction on Submission)
    • A list of NIH Programs NOT required to submit Final Invention Statement can be found here.
    • A negative report is required
    • The eRACommon report is submitted by OCG Research Administrator after consensus with OIPM (DOR Office of Intellectual Property Management) and the PI