NIH will accommodate late applications for due dates between March 9, 2020 and May 1 through May 1, 2020. Due dates after May 1, including the May 7, 2020 AIDS and AIDS-Related Research due dates will remain as posted and follow the standard late application policies.  This pertains to applications reviewed by the CSR and does not supersede the IC's discretion or authorities to make decisions on a case-by-case basis. 

Late application submission will be considered on a case-by-case basis when delays occur because the applicant/recipient organization is officially closed OR unable to submit grant applications because of COVID-19. Due to the declared emergency there is no need for advance permission to submit late.

• Applications must be submitted as soon as possible after reopening or resuming operations, not to exceed the number of days the organization was closed or unable to submit. NIH understands that institutions will not be “closed” and notes the allowance includes delays which occur because applicant/organizations are unable to submit applications due to COVID-19.
• Late submissions must include a cover letter with enough detail describing the reason(s) for the delay so that NIH staff can make a determination that circumstance(s) justify acceptance of a late application.  OSR will provide boilerplate information for letters including applicable COVID-19 state and institutional policies impacting UCSF business operations and researchers.
• NIH will extend the expiration date of FOAs that expire prior to May 1 for 90 days to accommodate submission of late applications. Grants.gov will be adjusted to allow NIH to receive these applications. 
• Reference letters of Fellowships and Career Development Awards submitted during this time will be accepted through May1, 2020
• Non-AIDS applications eligible for continuous submission will be accepted through May 1, 2020
• Some IC-reviewed FOAs with due dates during this time may accept applications beyond May 1, 2020. Applicants must first contact the IC to confirm if a later deadline is possible.
• If a submission deadline is missed in response to an expiring FOA because of COVID-19, the applicant institution should contact the eRA Service Desk at least 2 business days prior to the anticipated submission to allow systems to process the application.
• If an application has already been submitted and modification is required due to the effects of COVID-19, institutions will be allowed to submit post-submission materials to revise information as long as it is received at least 14 days before the start of the review meeting, a one-page (maximum) letter of explanation is required. Principal Investigators should work with their RSC as concurrence of the Authorized Organizational Representative (AOR) is required.
• NIH assures applicant community that peer review will continue to take place. NIH will be flexible about accommodating virtual participation for aspects of peer review that would otherwise require in-person meetings.

SOURCE: NIH GPS 2.3.9, NIH FAQs, NOT-OD-20-082, NIH COVID-19 Q&A recording, NOT-OD-20-091

NSF has extended deadline dates for specific funding opportunities listed on the Foundation’s COVID-19 webpage. Deadline for funding opportunities that do not appear on the list remain unchanged. If unable to meet stated NSF deadlines contact the cognizant NSF Program officer to discuss the issue ideally BEFORE the deadline. NSF will consider extension on a case-by-case basis.  Principal Investigators should work with their RSC to follow guidance given by NSF Program Officer for submitting late application. NSF website has a list of impact on existing deadline dates.   

SOURCE: NSF COVID-19 FAQs,PAPPG Chapter 1.F , NSF Implementation of OMB M-20-17

DOD recommends that program offices provide flexibility with upcoming proposal deadlines to the extent allowable by funding authorities and by the time needed for merit review of submitted proposals. Please contact the program officer and grants manager for the funding opportunity in question to request an application deadline extension. Proposers are encouraged to monitor grants.gov to see if an extension has been posted.

SOURCE: FAQs for DOD Research Proposers and Awardees Impacted by COVID-19

• Contact CDMRP Helpdesk at [email protected] or 301-682-5507 for further assistance.
• Continue to monitor the USAMRAA COVID-19 FAQs as the response to this question may change if there is a change in the review timeframe.

SOURCE: USAMRAA’s COVID-19 FAQs

CDC is taking appropriate action to apply administrative and financial relief to recipients and applicants. Please contact the project officer or grants management specialist listed in your notice of award if you have questions.
SOURCE: CDC Website – Flexibilities Available to Applicants and Recipients Affected by COVID-19

No guidance at this time

Recipients affected by COVID-19 maypre-award spend from January 20, 2020 through April 30, 2020 as outlined in the declaration of the public health emergency.

SOURCE: NIH FAQs, NOT-OD-20-086

Pre-award costs may be incurred (at your own risk) up to 90 calendar days prior to the start date of the period of performance, as long as costs are made and document in accordance with the recipients’ procedures and is necessary for the effective and economical conduct of the project. Prior Approval required for pre-award costs for periods exceeding 90 days.

SOURCE: NSF PAPPG Chapter X.A.2.b

Pre-award costs may be incurred (at your own risk) up to 90 calendar days prior to the start date of the period of performance, as long as costs are allowable charges to the project or program.

SOURCE: DOD Research & Development (R&D) General Terms and Conditions, Part 2, Article V., Section C, Financial and Program Management

Pre-award costs may be incurred (at your own risk) up to 90 calendar days prior to the start date of the period of performance, as long as costs are allowable charges to the project or program. Defers to ( DoD Research & Development (R&D) General Terms and Conditions, Part 2, Article V., Section C, Financial and Program Management.

SOURCE: USAMRAA’s COVID-19 FAQs

CDC is taking appropriate action to apply administrative and financial relief to recipients and applicants. Please contact the project officer or grants management specialist listed in your notice of award if you have questions.

SOURCE: CDC Website – Flexibilities Available to Applicants and Recipients Affected by COVID-19

No guidance at this time

NIH

Under the Standard Terms of award, recipients of SNAP awards can carryover an unobligated balance to a subsequent budget period. Recipients of non-SNAP awards have the discretion to carry forward unobligated balances on their active award for immediate efforts to support activities related to or affected by COVID-19 as long as the charges are allowable costs and are within the scope of the original award.

SOURCE: NIH GPS 8.1.1.2, NIH FAQs, NOT-OD-20-086, NOT-OD-20-087

NSF

No guidance at this time

DOD

Carry forward of an unobligated balance to a subsequent period of performance under the award is allowed.

SOURCE: DOD Research & Development (R&D) General Terms and Conditions, Part 2, Article V., Section C, Financial and Program Management

DOD-USAMRAA

Allows carry forward of an unobligated balance to a subsequent period of performance under the award. Defers to the DoD Research & Development (R&D) General Terms and Conditions, Part 2, Article V., Section C, Financial and Program Management.

SOURCE: USAMRAA’s COVID-19 FAQs

CDC

CDC is taking appropriate action to apply administrative and financial relief to recipients and applicants. Please contact the project officer or grants management specialist listed in your notice of award if you have questions.

SOURCE: CDC Website – Flexibilities Available to Applicants and Recipients Affected by COVID-19

HHS-OSHA*

No guidance at this time

Under the Standard Terms of award, recipients may extend the final year of the approved project period of an active grant up to 12 months. Affected recipients that have active non-SNAP awards may extend the final budget period of the approved project period of an active grant up to 12 months, without prior approval, by working with their RSC to notify the assigned grants management specialist.

To support participant health and safety, and continuity of research during this public health emergency, NIH will allow for additional extensions, including mid-project period extensions, for awards supporting NIH-funded clinical trials and human subjects research.

NIH will allow awards supporting clinical trials and other human subjects research to extend beyond the typical 7-year timeframe for extensions related to COVID-19.

SOURCE: NIH GPS 8.1.1.3, NIH FAQs, NOT-OD-20-086, NOT-OD-20-087

All NSF grants are eligible for a one-year recipient approved no-cost extension and then further extensions as approved by NSF. If you foresee a need for NSF-approved extensions, you should include that information in your annual report and discuss the need ahead of time with the cognizant NSF program officer for your award.

SOURCE: NSF COVID-19 FAQs and  (PAPPG), Chapter VI.D.3

It is DOD policy that no-cost extensions be supported in all possible cases; however, be please be aware that funding expiration statutes may prohibit extensions. Please contact the DOD grants manager for award-specific guidance.

SOURCE: FAQs for DOD Research Proposers and Awardees Impacted by COVID-19

Recipients have the authority to extend the period of performance one-time up to 12 months beyond the original completion date stated in the award. Any additional time requires prior approval from the awarding component.

SOURCE: USAMRAA’s COVID-19 FAQs

CDC is taking appropriate action to apply administrative and financial relief to recipients and applicants. Please contact the project officer or grants management specialist listed in your notice of award if you have questions.
SOURCE: CDC Website – Flexibilities Available to Applicants and Recipients Affected by COVID-19

No guidance at this time

Charging salaries and benefits to NIH grants when no work is being performed because of COVID-19 is allowable if the recipient organization’s policy allows for the charging of salaries and benefits to currently active awards under unexpected or extraordinary circumstances, from all funding sources (Federal/non-federal).

• If your institution has such a policy and anticipates a need to charge personnel costs, please notify the funding IC. NIH may request documentation to confirm the requirements of the institutional policy.
• Institutions affected by COVID-19 may continue to provide stipend payments to fellows and trainees who may be unable to work. Recipients should notify the assigned grants management official and provide documentation demonstrating the effect of COVID-19 and how long the institution is affected.

As a result of COVID-19, recipients conducting NIH-funded clinical trials and human subject studies may incur unanticipated costs (e.g. Costs incurred to arrange for participants to receive care at their local sites or virtually).  Recipients should notify the funding IC of any changes necessary to maintain the health and safety of participants and staff. If unanticipated costs are identified due to impacts of COVID-19, and unobligated balances are not available to rebudget, recipients may request administrative supplements from the funding ICs (see PA-18-591 Administrative Supplements to Existing NIH Grants and Cooperative Agreements (Parent Administrative Supplement- Clinical Trial Optional).

SOURCE: NIH FAQs, NOT-OD-20-086, NOT-OD-20-087

Recipients are authorized to continue to charge salaries, stipends, and benefits to currently active NSF awards consistent with the recipient’s policy of paying salaries under unexpected or extraordinary circumstances, from Federal and non-Federal sources. Recipients are authorized to charge other costs, consistent with the Federal cost principles, that are necessary to resume activities supported by the award; however, recipients must not assume that supplemental funding will be available should the charging of these costs result in a shortfall of funds. If a shortfall is anticipated, recipients must contact the cognizant NSF Program Officer to discuss the situation. NSF will evaluate the grantee’s ability to resume project activity in the future and appropriateness of future funding, based on subsequent project reports and other communications with the recipient. Recipients are required to maintain appropriate records and cost documentation to substantiate the charging of any salaries and other project activities costs related to interruption of operations or services (2 CFR § 200.302 Financial management and 2 CFR § 200.333 Retention requirements).

SOURCE: NSF Implementation of OMB M-20-17

Based on OMB Memorandum M-20-17 and the Uniform Guidance, DOD will allow recipients to continue to charge salaries and benefits to currently-active awards consistent with the recipient’s policy for paying salaries (under unexpected or extraordinary circumstances) from all funding sources, Federal or non-Federal. DOD components may allow other costs to be charged necessary to continue work on a project even during a period where primary research activities are limited or curtailed. Appropriate records and cost documentation must continue to be updated and maintained as required by 2 CFR 200.302 Financial management and 2 CFR 200.333 Retention requirement of records. Recipients will be expected, to the maximum extent practicable, to institute reasonable mitigation actions and practices to lessen the cost to the government during the crisis period.

SOURCE: FAQs for DOD Research Proposers and Awardees Impacted by COVID-19

DoD will only allow recipients to charge salaries and benefits to current active awards for work performed to meet project activities, regardless of the location where duties are performed (i.e. telework eligible). Some allowable activities may include data analysis, preparation of articles and papers based on the analysis of research findings, monitoring subrecipients, care of research animals, direct charged administrative costs, etc. Such charges to the award would be for work performed within the policies of the recipient organization for allowable remote/telework and/or emergency operations. Applicable indirect costs may be charged to all allowed direct costs per the institution’s negotiated rate agreement.

SOURCE: USAMRAA’s COVID-19 FAQs

CDC is taking appropriate action to apply administrative and financial relief to recipients and applicants. Please contact the project officer or grants management specialist listed in your notice of award if you have questions.

SOURCE: CDC Website – Flexibilities Available to Applicants and Recipients Affected by COVID-19

Recipients may continue to charge salaries and benefits to currently-active awards consistent with the recipient’s policy for paying salaries (under unexpected or extraordinary circumstances) from all funding sources, Federal or non-Federal. Recipients may charge other costs necessary to resume activities supported by the award. The recipient’s ability to resume project activity in the future and the appropriateness of future funding will be evaluated based on subsequent progress reports and communications with the grantee.  Appropriate records and cost documentation must continue to be updated and maintained as required by 2 CFR 200.302 Financial management and 2 CFR 200.333 Retention requirement of records. Recipients should not assume additional funding will be available if the charges for salaries and other project activities results in an overall shortage of funds to complete the entire project. Waivers are granted until the public health emergency ends but no more than 90 days.

SOURCE: HHS Memo to Recipients of OASH Grants and Cooperative Agreements

• If unable to submit financial and progress (RPPRs) reports by the scheduled due date or there are delays in research progress (e.g. meeting project milestones, delayed IRB approvals, low/stalled participant recruitment, etc.) due to the effects of COVID-19, please contact the assigned grant management and/or program official to let them know of the delay. NIH will accept late reports but will delay issuing grant awards until the reports are received and accepted by the awarding IC. Recipients can request funded extensions by contacting the funding IC. Principal Investigators should work with their RSC.
• Recipients of NIH-funded clinical trials and human subject studies affected by COVID-19 should consult UCSF Directives to Clinical and Non-Laboratory Researchers about potential measures to protect participants and staff.
• If UCSF facilities are closed due to COVID-19  and research labs and results cannot be maintained due to the closure. Principal Investigators should work with  their RSC  to  submit a request to the funding IC for supplemental support to recover NIH-funded resources.
• If a delay in research progress is anticipated recipients may extend the final budget period of the approved project period on active grants one time for up to 12 months without seeking prior approval from the NIH (see no-cost extension).
• NOTE:  NIH will allow for additional extensions including mid-project period extensions due to the effects of COVID-19 for awards supporting NIH-funded clinical trials and human subjects research; such recipients should work with  their RSC to contact the supporting IC.
• If it is anticipated that there will be a delay in the submission of closeout reports (e.g. financial, performance, inventions, and other reports per the terms of award for the closeout of expired awards) due to the effects of COVID-19, under the standard terms of award, recipients may extend the final year of the project period up to 12 months (see No-Cost Extension). If additional time is needed, notify the funding IC. NIH will allow a delay in the submission of required reports; however, the delay may not exceed one year.
• Recipients of NIH awards for supplemental funding from the Coronavirus Preparedness and Response Supplemental Appropriations Act, 2020 (PL 116-123), are not required to submit an RPPR for these activities, special reporting requirements will be included in the terms and conditions of the award for all awards issued using COVID-19 funds.  COVID-19 funds will be issued in separate subaccounts in the HHS Payment Management System, with a 'CV' suffix. In order to track these special appropriations, recipients will be required to submit separate Federal Financial Reports (FFRs) for these subaccounts.

SOURCE: NIH FAQs, NOT-OD-20-086, NOT-OD-20-087

Continuation requests consists of submission of the requisite annual project report in Research.gov as well as any award specific requirements. NSF does not require submission of a Federal Financial Reports for each award; however, NSF has automatically extended the due date by 30 days for all annual project reports due between March 1 and April 30, 2020. These reports must be submitted by the revised due date, via Research.gov. NSF cannot make any new awards or supplement an existing award if PIs or co-PIs have an overdue annual project report.

NSF has automatically extended the due date by 30 days for all final project reports and project outcome reports due between March 1 and April 30, 2020. These reports must be submitted by the revised due date via Research.gov. NSF cannot make any new awards or supplement existing awards if the PIs or co-PIs have an overdue final report.

SOURCE: NSF Implementation of OMB M-20-17

Allows grantees to delay submission of financial, performance, and other reports for currently-active awards up to 3 months beyond the normal due date. For any other deliverables related to research awards, please contact the DOD grants manager and/or the DOD program manager for award-specific guidance.

It is DOD policy that no-cost extensions be supported in all possible cases; however, be please be aware that funding expiration statutes may prohibit extensions. Please contact the DOD grants manager for award-specific guidance.

SOURCE: FAQs for DOD Research Proposers and Awardees Impacted by COVID-19

If the effects of COVID-19 impact the conduct of a DoD-supported human subjects research protocol, recipient should seek local guidance from their IRB and notify the USAMRAA Human Research Protection Office (HRPO) in the following circumstances:

• Substantive amendments require HRPO review and approval prior to implementation. HRPO will not require pre-approval of amendments intended to minimize the risk of COVID-19 exposure for study participants or study team members; follow local IRB review and approval and forward documents to HRPO via email at: [email protected]
• Unanticipated problems involving risks to subjects and others, which include inadvertent exposure of research subjects or study personnel to COVID-19, missed or delayed safety assessments due to pandemic, inability to provide study product or conduct key research interventions. These should be promptly reported to the reviewing IRB and to HRPO via email at: [email protected]
• Promptly report any actions taken to halt the conduct of ongoing human subjects research (e.g. pausing new enrollment, canceling follow-up procedures for previously enrolled subjects, etc.) due to the pandemic. Principal Investigators should review UCSF Interim Policy on Human Subjects-Related Research and contact HRPO via email at: [email protected] to notify them of the University’s policy and make appropriate arrangements. UCSF is not contacting sponsors centrally at this time. See the open letter to research sponsors and collaborating institutions.
• Recipients must adhere to all other reporting and submission requirements specified in their HRPO approval memorandum.

SOURCE: USAMRAA’s COVID-19 FAQs

CDC is taking appropriate action to apply administrative and financial relief to recipients and applicants. Please contact the project officer or grants management specialist listed in your notice of award if you have questions.

SOURCE: CDC Website – Flexibilities Available to Applicants and Recipients Affected by COVID-19

If recipient are able to make temporary modifications of activities to accomplish project goals, a request for a change in scope must be submitted through Grant Solutions and approved by a Grants Management Officer. If the request states that the change is temporary and a result of COVID-19, the project scope will automatically revert back to the previously approved project (e.g. no request is required to return to the original scope). Recipients who are unable to conduct award activities during the public health emergency do not need to submit a request to change the scope or to rebudget. Instead, they should notify the Grants Management Specialist and Federal Project Officer listed on the Notice of Award that cessation of award activities has occurred. The request may be sent through Grant Solutions or via email. Prior approval is not required to resume project activities that had ceased. Recipients are responsible for reporting specific COVID-19 impacts that led to any cessation of project activities in their progress report for the affected period. Recipients should not assume additional funding will be available to offset the impacts of COVID-19 or to resume award activities to complete the project.  Waivers are granted until the public health emergency ends but no more than 90 days.

SOURCE: HHS Memo to Recipients of OASH Grants and Cooperative Agreements

• Non-refundable costs associated with grant-related travel that has been cancelled due to COVID-19 may be charged to the NIH award. (NIH GPS 7.9.1) If higher travel costs are experienced due to higher inflated markets, recipients should follow the UC Travel Policy to determine allowability of these costs in cases of unforeseen or emergency circumstances. To determine if travel is essential please consult the UCSF interim travel policy.
• Non-refundable registration fees for conferences, symposiums or seminars that have been canceled due to COVID-19 may be charged to the NIH award if they are necessary to accomplish program objectives.
• NIH-supported meetings or conferences may be delayed or canceled due to COVID-19. Non-refundable costs associated with meetings or conferences affected by COVID-19 are allowable and may be requested from the appropriate IC as an administrative supplement. Affected Principal Investigators should work with their RSC to contact the grants management and program officials to provide documentation demonstrating the effect of COVID-19. Awarding ICs will consider these requests on a case-by-case basis.
• As this Public Health Emergency continues, recipients may identify additional cost-related flexibilities. NIH will consider requests on a case-by-case basis. Recipients should contact assigned grants management and program officials and provide detailed justification outlining the effect of COVID-19 and flexibility required.

SOURCE: NIH FAQs, NOT-OD-20-086

Recipients who incur costs related to the cancellation of events, travel, or other activities necessary and reasonable for the performance of the award, or the pausing and restarting of grant funded activities due to the public health emergency, are authorized to charge these costs to their award. Recipients may charge the full cost to the award when the event, travel, or other activity is conducted under the auspices of the grant; however, recipients must not assume that supplemental funding will be available should these charges result in a shortage of funds to eventually carry out the event or travel. If a shortfall is anticipated, recipients must contact the cognizant NSF Program Officer to discuss the situation. Recipients are required to maintain appropriate records and cost documentation to substantiate the charging of any cancellation or fees related to interruption of operations or services (2 CFR § 200.302 Financial management and 2 CFR § 200.333 Retention requirements).

SOURCE: NSF Implementation of OMB M-20-17

The DOD will allow nonrefundable travel expenses incurred for travel canceled due to COVID-19 to be charged to active awards in agreement with OMB Memorandum M-20-17.  Grantees must follow applicable institution policy on allowable expenses for travel.

SOURCE: FAQs for DOD Research Proposers and Awardees Impacted by COVID-19

• If award includes travel costs to meeting/conference that has been canceled, Principal Investigators should work with their RSC to alert the award USAMRAA grants official of the situation and copy the program official. In light of the public health threat, consider alternate plans, e.g. using options for virtual participation or rescheduling of the meeting/conference. Reach out to conference organizer or meeting host.
• Meetings specified in the application or award notice, or meetings required by the CDMRP (e.g. milestone meetings, in-progress reviews, etc.) USARMAA will be open to rescheduling meetings or virtual presentations.
• If a conference has been canceled, follow recipient organization’s relevant travel policies and procedures to handle nonrefundable travel, registration, and/or hotel costs.
• If the USAMRAA grant involves an exchange of researchers (including students) and/or other foreign travel, travel logistics, accessibility, and health and safety considerations of participants in an active research project should be a priority. USAMRAA recommends consulting recipient organization’s policies and procedures. Consider alternate plans including virtual collaborations or if a disruption of activities is experienced, an extension of the project period may be needed. Consult the State Department Travel Advisories website for foreign travel.
• If you have plans to attend a large scientific gathering, USAMRAA recommends first consulting recipient organization’s policies and practices and reaching out to the organizer or host for contingency plans or provision of virtual participation. At this time the University is not allowing participation in large in-person gatherings. Also, consult the State Department Travel Advisories website if the gathering involves foreign travel.

SOURCE: USAMRAA’s COVID-19 FAQs

CDC is taking appropriate action to apply administrative and financial relief to recipients and applicants. Please contact the project officer or grants management specialist listed in your notice of award if you have questions.

SOURCE: CDC Website – Flexibilities Available to Applicants and Recipients Affected by COVID-19

Recipients may charge costs related to the cancellation of events, travel, or other activities necessary and reasonable for the performance of the award or the pausing and restarting of grant activities due to the public health emergency. The full cost of cancellation may be charged when activities are conducted under the auspices of the grant. Appropriate records and cost documentation must continue to be updated and maintained as required by 2 CFR 200.302 Financial management and 2 CFR 200.333 Retention requirement of records. Recipients should not assume additional funding will be available if the charges for cancellations or other fees results in an overall shortage of funds to carry out the event or travel. Waivers are granted until the public health emergency ends but no more than 90 days.

SOURCE: HHS Memo to Recipients of OASH Grants and Cooperative Agreements