Department of Energy (DOE) – Office of Science Terms and Conditions Summary

Updated: February 7, 2024

Note that these terms do not apply to assistance awards made by any other Department of Energy branch or office. Consult your award document to confirm the awarding office.

The current version of the standard DOE Grant terms is the Special Terms and Conditions (July 2015).

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

Summary of standard terms:

  • Period of Performance extensions:
    • May incur pre-award costs 90 days prior to the award date without prior approval
    • No Cost Extensions require DOE approval: requests must be submitted via DOE/PAMS [website] system by RAS, including new end date, amount of funds remaining, and justification (8,000 character max).
  • 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 - 
    • Awards for conferences and meetings may not include indirect costs
  • 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.
    • Anticipated changes in a future year’s budget greater than 25% of that budget must be described with a completed revised budget form in the annual report.
    • Anticipated carryforward must be described in annual progress reports, and justified if anticipated to be 10% or more of the annual budget.
  • Equipment/Property
    • Unbudgeted Special purpose equipment over $5,000 may not be purchased without prior approval.Unbudgeted General purpose equipment of any value may not be purchased without prior approval.
    • Title to property vests conditionally in MIT.
  • Travel
    • Use of US Carriers required per the Fly America Act; exceptions may be made for certain airlines and routes under “Open Skies” agreements.
  • Publications:
    • Acknowledgement: Required in all publications "This material is based upon work supported by the Department of Energy, Office of Science, Office of Basic Energy Sciences, under Award Number(s) [Enter the award number(s)]."
    • Disclaimer: required in all publications: “This report was prepared as an account of work sponsored by an agency of the United States Government. Neither the United States Government nor any agency thereof, nor any of their employees, makes any warranty, express or implied, or assumes any legal liability or responsibility for the accuracy, completeness, or usefulness of any information, apparatus, product, or process disclosed, or represents that its use would not infringe privately owned rights. Reference herein to any specific commercial product, process, or service by trade name, trademark, manufacturer, or otherwise does not necessarily constitute or imply its endorsement, recommendation, or favoring by the United States Government or any agency thereof. The views and opinions of authors expressed herein do not necessarily state or reflect those of the United States Government or any agency thereof."
    • Copies to Sponsor: Copies of manuscripts prepared for publication should be submitted when appropriate, or with the final report. All publications should be cited in the DOE Energy Citations Database [website]
  • Subcontracting
    • Prior approval required for all unbudgeted subcontracting.
  • Reporting
    • Requirements will be specified in award document on form DOE F. 4600.2 [website]
    • Technical reporting must be completed by PI and will include annual Research Performance Progress Report  (RPPR), copies of journal-accepted articles, and final report. Special Status reports may also be required.  See DOE F. 4600.2 included with award for details.
      • RPPR due annually 90 days prior to next increment via DOE/PAMS system.
      • Final report covering the entire project due 90 days after final expiration via DOE/PAMS.
      • Journal Article-Accepted Manuscript must be provided via DOE AN 241.3 (E-Link) [website].  PIs may use MIT’s publicly accessible repository at DSPACE@MIT [website] to create persistent links if desired: PI should coordinate with MIT Libraries.
    • Property/Equipment Reporting is completed by the Property Office: due 90 days after expiration.
    • Financial Reporting is completed by Sponsored Accounting, quarterly 30 days after each reporting period, and final 90 days after the final expiration.
    • Intellectual Property Reporting is completed by RAS: due 90 days after expiration

Visit the Sponsor’s webpage: [website]

As with all Federal awards, OMB’s Uniform Guidance applies, except as modified by the sponsor-specific terms.