Upcoming Proposal Submission Deadlines for OSP/BMRA Review (8/19/21)

New 3 Day Review Period for Just In Time (JIT) (6/7/21)

Due to the revised NIH guidelines and templates for Other Support, we understand that additional time and effort is required for the completion of Just In Time (JIT) submissions to NIH.  In order to ensure that each submission receives an adequate review, OSP requests that JIT submissions which are routed for review after July 1, 2021 are sent at least three (3) full days before the sponsor’s deadline.  Please note that similar to our proposal review procedure, this 3 Day Review Period will not be required in cases where the sponsor requests documents with a short turnaround time.  Our hope is that setting clear deadlines and expectations will help Investigators, Department Administrators, and OSP staff adequately prepare for the submission of these new documents.

If you have any questions about this requirement, please feel free to email your Pre-Award Contact or [email protected]

Upcoming Proposal Submission Deadlines for OSP/BMRA Review (4/21/21)

Upcoming Changes to the NIH Biographical Sketch and Other Support Format Page for Due Dates on or after May 25, 2021 (3/16/21)

NIH has updated its application forms and instructions to support the need for applicants and recipients to provide full transparency and disclosure of all research activities, foreign and domestic. Details and FAQs are found at Notice NOT-OD-21-073.html. We have also created a Guidance and Resources page to help explain these changes.  This new site contains instructions, samples, and a recording of our recent virtual training.

2021 Salary Cap and Stipend Levels Announced by NIH (2/17/21)

Effective January 3, 2021, the NIH & AHRQ Salary Cap is set at $199,300, please see NIH Guide Notice NOT-OD-21-057

Ruth L. Kirschstein National Research Service Award (NRSA) Stipends, Tuition/Fees and Other Budgetary Levels have also been adjusted for Fiscal Year 2021. This Notice establishes stipend levels for fiscal year (FY) 2021 Kirschstein-NRSA awards for undergraduate, predoctoral, and postdoctoral trainees and fellows.

Please see the updated Salary Cap Worksheet, which can be found here.



COVID-19 Related Notices


On June 16, 2020, most of the administrative flexibilities described in the Office of Management and Budget (OMB) Memos M-20-17 and M-20-20  expired.  Of immediate interest please take note of the following changes:

The ability to charge cancellation fees associated with project specific travel were included in these flexibilities.  Any cancellation fees incurred on or after June 17 may no longer be charged to a sponsored project.  Please note that university travel restrictions remain in place.

Proposal Applications and Research Performance Progress Report (RPPR)
Proposal applications and RPPR reports are due on the normal established deadline schedule unless a specific exception has been granted by the agency.

OMB Memo M-20-11 will expire on July 26, 2020,  this page will be updated as further agency implementation plans are released. 

COGR - Agency information (5/6/20)
COGR - Institutional Information (5/6/20)
COGR - FAQs​ (5/6/20)
NIH Implementation of OMB Memorandum M-20-26 "Extension of Administrative Relief for Recipients and Applicants of Federal Financial Assistance Directly Impacted by the Novel Coronavirus (COVID-19) due to Loss of Operations" (6/29/20)
Applicant/Recipient COVID-19 Update History (4/2/20)
Archived NIH COVID-19 notices
Coronavirus Information
NSF Implementation of OMB Memorandum M-20-26 "Extension of Administrative Relief for Recipients and Applicants of Federal Financial Assistance Directly Impacted by the Novel Coronavirus (COVID-19) due to Loss of Operations" (6/29/20)
Archived NSF COVID-19 notices





NIH Foreign Component notification requirement found in the NIH COVID Flexibilities FAQs here , please note the IMPORTANT 5/21 REVISION to the FAQ below: 

1.    If a Post-Doc  on an active NIH grant must return home to a foreign country and work remotely due to COVID-19, must this be reported to NIH as a foreign component?

For post-docs that are required to work on their originally approved work remotely from a foreign country due to COVID-19 travel restrictions, where no grant funds are going to a foreign entity, NIH has determined that this scenario does not constitute the performance of a significant scientific element or segment of the project outside the US, as outlined in the NIH Grants Policy Statement definition of a foreign component.​

This FAQ response is an update to an email message sent at the end of April to all active NIH PIs.

Should you have any questions or concerns, please contact your OSP Representative  or your BMRA Contact


Through June 16, 2020 many Federal Agencies (e.g.,  NIH, NSF, NASA, ONR, DARPA) allowed grant/cooperative agreement recipients to continue to charge salaries and trainee stipends to currently active Federal awards consistent with the recipients' policy of paying salaries (under unexpected or extraordinary circumstances) from all funding sources, Federal and non-Federal.  This included researchers who were unable to work as a result of or related to the effects of COVID-19 in accordance with university policy.

If progress of the work has been or will be impacted, PIs should consult with their program officer to determine if a scope of work change, time extension or other action is necessary. If so, the submission of an agency notification is done through OSP or BMRA.

The extension of these emergency federal regulations beyond mid-June - is under assessment by the University. OSP will be posting further guidance as it becomes available.



In April Workday Communications notified the community of a new Program Worktag to track expenses related to the ongoing COVID-19 pandemic.  We encourage use of the PRG300 COVID-19 for sponsored project funds as well.  Federal Agencies allowed salaries, fringe benefits during the work remote order and the repurposing of grant funds including supplies and personnel through June 16, 2020, it is critical that Brown be able to track these and any other financial impacts on internal and external funds.

Repurposing Existing Federal Financial Assistance Programs and Awards (Grants) to Support the Emergency Response to the Novel Coronavirus (COVID-19) 
NIH, NSF and NASA Grant Recipients authorization to donate PPE and other research supplies to support COVID-19 efforts (e.g., to hospitals and local health care facilities) expired on June 16, 2020. 


COVID-19 Effort Reporting Interim Process

The purpose of this Notice is to alert the community of administrative flexibilities that will apply/be adopted under the University's Effort Certification Policy during the Provost's Remote Work order period related to the COVID-19 crisis. 

OSP has identified the following short-term administrative flexibilities to assist our Effort Certification Partners and Certifiers in managing the monthly effort reports during the remote work order period.

Schedule and Deadlines

  1. Effort reports for undergraduate and non-exempt employees will be completed on a quarterly basis for the prior 90 day period, rather than on a monthly basis to reduce the administrative burden. 

  2. A 30 day extension will be granted for effort certification reporting periods impacted by the remote work order. 

The schedule for the non-exempt and undergraduate effort report will be as follows:

Effort Reporting Period

Reports Generated

Certification Deadline




March 1, 2020 – March 28, 2020

May 8, 2020

July 7, 2020




March 29, 2020 – April 25, 2020

April 26, 2020 – May 30, 2020

May 31, 2020 – June 27, 2020

August 7, 2020

October 6, 2020





June 28, 2020 – July 25, 2020

July 26, 2020 – August 29, 2020

August 30, 2020 – Sept 26, 2020

November 9, 2020

January 8, 2021




Sept 27, 2020 – Oct 31, 2020

Nov 1, 2020 – Nov 28, 2020

Nov 29, 2020 – Dec 26, 2020

February 9, 2021

April 10, 2021

Semi-annual effort reports will be generated on August 7, 2020 and February 9, 2021 as originally planned, with the certification deadlines coinciding with the extended schedule of October 6, 2020 and April 10, 2021, respectively.

Many Federal agencies and other sponsors have released guidance related to award management and the impacts of COVID-19. OSP will be reviewing this guidance and assessing its impact on our effort reporting processes. In the meantime, please continue to follow all relevant policies and procedures and apply those practices consistently. 

Effort Certification Statement

For a  limited period of time in 2020 many Federal Agencies (e.g.,  NIH, NSF, NASA, ONR, DARPA) are allowing grant/cooperative agreement recipients to continue to charge salaries and trainee stipends to currently active Federal awards consistent with the recipients' policy of paying salaries (under unexpected or extraordinary circumstances) from all funding sources, Federal and non-Federal.  This includes researchers who are unable to work, or are “idle”, as a result of or related to the effects of COVID-19 in accordance with university policy.  With Federal Agencies allowing salaries, fringe benefits during the work remote order and allowing the repurposing of grant funds, it is critical that Brown be able to track the financial impact on internal and external funds during this time. Please use the COVID-19 worktag PRG300 COVID-19 when tracking such expenses for sponsored project funds. 

Please note that the effort certification language that researchers will certify on the effort report will be modified to acknowledge that effort may include periods of little or no work, but that payroll charges will continue as allowable under sponsor guidance. 

Example:  I acknowledge that the effort report may include periods of little or no work in accordance with the University’s job continuity policy and as allowable under Federal regulations and sponsor guidance.



For non-refundable tickets purchased prior to March 9, 2020, our current guidance is that cancellation fees on federal grant related activities can be charged to sponsored funds if the cancellation was a result of an external organization’s action, (e.g. a vendor cancelled a conference or site visit), is due to the CDC travel restrictions (see CDC Level 3 countries) or is due to Brown’s prohibition on travel.  The authority to charge cancellation fees to federal projects ended June 16, 2020, with the expiration of OMB Memo M-20-17. 

Departmental Cost Center Managers/Authorized Approvers must ensure any change or cancellation fees charged to sponsored funds are reasonable and allowable. Travelers should retain documentation of their cancellation request, change/cancellation fees and remaining vendor credits.

Please note that Trip Cancellation Insurance is not ordinarily allowed on sponsored awards. At this point in time, the preferred action is purchase of a refundable ticket. For non-federal sponsors, the award’s terms & conditions will require review as to allowability. Contact your OSP Staff Grant & Contract Administrator or Accountant with questions on non-federal awards.

Pre-Award Staff are responsible for:

Post-Award Staff are responsible for:

  • Reviewing and submitting proposals on behalf of Brown University

  • Serving as Institutional Authorized Signatory on sponsored agreements and proposals

  • Providing assistance with the interpretation of sponsor requirements and federal regulations

  • Communicating with sponsors on behalf of PIs and Departments

  • Grant and Contract award negotiation and acceptance

  • Creation and issuance of subaward agreements and Subrecipient Monitoring

  • Non-financial Post-award changes (e.g., No-cost extensions, Rebudgeting, Change of PI, Award transfer, etc.)

  • Education, outreach and training

  • Establishing and monitoring sponsored research accounts

  • Monitoring expenditure activities on sponsored research accounts to ensure compliance with federal regulations, non-federal, and University policies and procedures

  • Interpreting and applying sponsor regulations and policies

  • Preparing interim and final financial reports in a timely manner

  • Cash management of sponsored projects

  • Disseminating information to principal investigators and administrators on a range of topics related to post-award administration

  • Participating in the University's annual federal Single Audit

  • Education, outreach and training


About OSP 

The Office of Sponsored Projects (OSP) supports Brown University faculty, students and staff in the acquisition, performance, and administration of projects and programs funded by external sources. OSP provides the University's central coordination and oversight of research by offering a wide range of services including review and submission of proposals; award negotiation and acceptance; dissemination of research policy information to campus; issuance of subaward agreements and sub-recipient monitoring; compliance with governmental and private funding agency standards; advising on financial management of sponsored projects, financial and expense reporting; cash management; effort reporting, and monitoring of cost-share arrangements; addressing financial and administrative issues that arise during the life of a sponsored project; coordination of award close-out process; and providing education and professional development opportunities in research administration for the campus community.