Manage Your Award
Explore key resources you must review when you receive a new NSF award.
When you receive an award notice from NSF, it will specifically identify certain conditions that are applicable to, and become part of, your award.
Part II of NSF's Proposal and Award Policies and Procedures Guide (PAPPG) covers the NSF award process, from issuance and administration of an NSF award through closeout. When your award notice's conditions reference a particular section of the guide, that section becomes part of the award.
NSF's Conditions webpages provide the full text of the terms and conditions used to manage NSF grants and cooperative agreements. Topics covered on these pages include awardee responsibilities, federal requirements, pre-award costs, no-cost extensions, significant project changes, travel, allowable costs, project reports, final report requirements and more:
- Grant General Conditions
- Research Terms and Conditions
- Cooperative Agreement Conditions
- Special Conditions for NSF conference or group travel awards, awards made to international organizations, or awards involving international research.
Together, the PAPPG and the award terms and conditions detail NSF's administrative requirements, cost principles and audit requirements for its awards. If these two documents are silent on a specific area covered by 2 CFR § 200, the requirements specified in 2 CFR § 200 must be followed.
Use the checklists and guides in this section to verify that your award management practices meet NSF's and federal requirements.
- Prospective New Awardee Guide
- Participant support costs self-assessment tool (View an interactive version of the PDF)
- Travel costs self-assessment tool (View an interactive version of the PDF)
- Recording project-related indirect cost recovery charges
- Allowable and unallowable costs
- Subrecipient monitoring self-assessment tool (View an interactive version of the PDF)
- Consultant services self-assessment tool (View an interactive version of the PDF)
- Award Cash Management Service (ACM$) payment procedures and calculations tool
Request a Change to Your Award
Explore information on notifications and requests you must make for changes in the scope, time, staff or budget of yoru NSF Award. You should always follow the guidelines in NSF's Proposal and Award Policies and Procedures Guide (PAPPG); this page will point you to the relevant sections. NSF recommends applying for any changes to your award as soon as you are aware that you will need them, and no later than the date limitations outlined in the PAPPG for each type of change. It is important to follow SBU Guidance on Award Modifications by submitting a request to OSP through myResearch Grants according to these instructions.
A no-cost extension extends a project period beyond the original project end date; there is no additional funding provided.
Your award may be eligible for a single grantee-approved no-cost extension for up to 12 months when there are unspent funds remaining in your award account and additional time is needed to successfully complete the original scope of the work.
Additional no-cost extensions and other special creativity extensions may be approved by NSF should your project meet certain criteria.
Consult PAPPG VI.D.3.c for a detailed explanation of the circumstances that must be met for a no-cost extension.
Follow the instructions on Research.gov on how to submit a no-cost extension notification or request online.
Note: The Small Business Innovation Research (SBIR)/Small Business Technology Transfer (STTR) programs have their own requirements for when no-cost extensions can be granted. Visit the America's Seed Fund website to learn more.
Should changes arise that affect the objectives, scope or methods of your project, NSF requires that you inform your authorized organizational representative before these changes are made, who will submit a notification or request to NSF on your behalf.
More information about this process can be found in PAPPG VII.B.1.a-c.
Follow the instructions on Research.gov on how to submit a notification or request for changes in project objectives, scope or methods/procedures online.
You must submit a request to NSF for changes to the PI or co-PIs on your award, including changes affecting the amount of time the PI or co-PIs will devote to the project.
Because NSF awards are made in part based on the knowledge, skills and experience of the project personnel, it is imperative that any changes to the project roster are submitted to NSF before or by the deadline for such requests — typically 30 days before the change is to occur.
Refer to PAPPG VII.B.2.a-e for detailed information on initiating these changes.
Follow the instructions on Research.gov on how to submit these requests online.
When a principal investigator transfers from one organization to another there are a few potential options for what may happen with remaining funding on an NSF award:
- Nomination of a substitute PI.
- Termination of the award.
- Transfer of award to the new organization, with the agreement of NSF and the original and new organizations.
- Subaward agreement between the previous organization and the new organization.
You can find more details about these options as well as how to make one of these requests in PAPPG Chapter VII.B.2.f.
The following guidance is provided to assist principal investigators (PIs) and departments in taking the proper steps when a PI’s relationship to Stony Brook University (SBU) changes. PIs are responsible for timely closure of studies or transfer of PI responsibilities in the event of their move to/from another institution - PI Leaving SBU
Except for purchasing commercially available materials and supplies, equipment or general support services allowable under the award, no part of an NSF award may be subawarded or transferred to another organization without prior NSF authorization.
Find more details on how to make this request in PAPPG VII.B.4, which you will submit online via Research.gov.
In rare circumstances, supplemental funding may be awarded by NSF to allow for the successful completion of the original scope of a project. You must submit supplemental funding requests in Research.gov at least two months before the end of the award.
Find more details on how to make a supplemental funding request in PAPPG VI.E.5.
Follow the instructions on Research.gov on how to submit these requests online.
Note: NSF sometimes announces opportunities to submit supplemental funding requests to develop international collaborations, offer professional development opportunities for students and teachers, and support other high-priority activities. In these cases, you must follow any special instructions outlined in the announcement, in addition to the instructions found in PAPPG VI.E.5.
Report your Progress and Outcomes
See requirements for reporting progress, outcomes and significant discoveries for yoru NSF award.
NSF requires you to complete three types of project reports for your NSF-funded project:
- Annual reports.
- Final annual reports.
- Project outcomes report for the general public.
Explore resources for preparing NSF project reports, including examples, instructions and top sheets by visiting the Project report resources on Research.gov
Annual project reports are prepared each year. They are typically due no later than 90 days before the end of the current reporting budget period of a project.
Annual project reports cover that year's activities related to the funded project as well as broader impacts work which may not be intrinsic to the research.
For reporting timeline specifics and other information about the annual reporting process refer to PAPPG VII.D.1.
Annual project reports must be submitted in Research.gov.
Your final annual project report should only refer to the final funded year of your project — it is not a cumulative report. It is due no later than 120 days following the end date of your NSF award.
The guidelines in PAPPG VII.D.2 outline what should be included, as well as the timeline for submitting your final annual project report.
Final annual project reports must be submitted in Research.gov.
This report serves as a summary of no more than 800 words on the nature and outcomes of your project, written for a public audience. It is due no later than 120 days following the end date of your NSF award.
This report will be posted publicly by NSF exactly as it is submitted. It should not contain confidential or proprietary information.
Full details of what should be included in your project outcomes report and when it should be submitted can be found in PAPPG VII.D.3.
Project outcomes reports must be submitted in Research.gov.
- NSF's public access policy requires that certain publications and juried conference papers be deposited and made available within 12 months of publication in the NSF Public Access Repository (PAR).
NSF has provided a detailed frequently asked questions page to assist you with your public access needs.
Note: In concordance with the White House Office of Science and Technology Policy's August 2022 memo, NSF's public access policy is currently being updated; visit NSF's Public Access Initiative for updates.