Office of Naval Research (ONR) Terms and Conditions Summary

Updated June 27, 2024

Any requests for prior approval should be submitted in writing to RAS for review; RAS will then submit to the grants officer by RAS.

Period of Performance Extensions

  • May incur pre-award costs 90 days prior to the award date without prior approval.
  • All no-cost extensions require prior approval of the Administrative Grant Officer.
  • No cost extensions require the concurrence of the Technical Representative, except for:
    • first-time extensions AND
    • 90 days or less AND
    • Where less than $50,000 remains unexpended

Personnel Changes

  • Change of any key person named in proposal or award requires prior approval.
  • Disengagement of the PI for 3 months requires prior approval.
  • 25% reduction in effort PI requires prior approval.

Restrictions on Allowable Costs 

  • ONR Funds shall not be used to pay for food and beverages.

Rebudgeting Authority

  • All deviations from the approved budget are required to be reported to the Agency.
  • Funds for participant support may not be rebudgeted without prior approval.
  • Changes in Cost sharing require prior approval.

Carry Forward

  • Carryforward does not require prior approval.

Equipment/Property

  • Prior approval not required for equipment under $25,000 used primarily in the conduct of the program.
  • Unbudgeted Equipment over $25,000 may not be purchased without prior approval.
  • Title to property vests in MIT without further obligation to the government.
  • Property management and reporting requirements are applicable to all property for which MIT is accountable under an award.

Travel

  • Use of U.S. Carriers for flights is required per the Fly America Act (49 USC 40118).
  • The Department of Defense does not allow exceptions under the Open Skies Agreements.

Publications

  • Acknowledgment required: when releasing information relating to this Grant, the release shall include a statement to the effect that the project or effort undertaken was or is sponsored by the Department of the Navy, Office of Naval Research.
  • Disclaimer required:  any publication, including web pages, but not including scientific articles, must include: “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 Office of Naval Research.”
  • Copies to Sponsor: provide draft copies of papers to Technical Representative when submitting for publication, and final following publication.

Subcontracting

  • Prior Approval required for all unbudgeted subcontracting.

Reporting

Late reporting could delay future funding. Requirements shall be specified in the Award document.

  • Technical Reporting:

    • Must be completed by the PI.

    • Use SF298-20 for the Final Report Coversheet for your technical report. (If SF298-20 does not load in your browser, download and view in Adobe Reader.) Federal agencies have been very stringent on this and reject incomplete reports:

      • Block 16a, 16b and 16c should state "unclassified"
      • Block 19a and 19b should contain your information
    • Final reports, if required:
      • Must be submitted to rasaward@mit.edu in addition to any recipients specified in award document. 
      • Must be submitted no later than 90 days after end date of the period
      • Must be cumulative (cover entire project, not just period since last interim report)
  • Financial Reporting: Required. Completed by Sponsored Accounting.
  • Intellectual Property Reporting: Required. Completed by RAS.
  • Property/Equipment Reporting: May be required. Completed by Property Office.