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

As Issued by DOE

For Contracts

Updated: April 24, 2024

Note that these terms do not necessarily apply to awards made by DOE National Labs, or by any other Department of Energy branch or office. Consult your award document to confirm the awarding office and the applicable terms and conditions.

Use DOE terms where the NOA is silent. As with all federal awards, OMB’s Uniform Guidance also applies, except as modified by the sponsor-specific terms.

Period of Performance extensions

  • May incur pre-award costs 90 days prior to the award date without prior approval unless otherwise stated in the award.
  • No Cost Extensions require DOE approval: requests must be submitted via DOE/PAMS 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. Change in PI (removing or adding) requests are submitted in PAMS by RAS.
  • Disengagement of the PI for 3 months requires prior approval.
  • 25% reduction in PI effort 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 re-budgeted without prior approval.
  • Changes in cost sharing require prior approval.
  • Anticipated changes in a future year’s budget greater than 25% of that budget period must be described with a completed revised budget form in the annual progress report.
  • Anticipated carryforward must be described in annual progress reports, and justified if anticipated to be 10% or more of the annual budget. DOE typically does not restrict carryforward, but they do want to know when unspent funds from the prior budget period meet this threshold.

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.

Subcontracting

  • Prior approval required for all unbudgeted subcontracting.

Reporting

Late reporting could delay future funding.

  • Requirements will be specified in award document on Financial Assistance Reporting Checklist found as an appendix to your award form DOE F. 4600.2. 
  • Technical reporting: Completed by PI. Includes: 
    • Research Performance Progress Report (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.
    • Copies of journal-accepted articles: Accepted manuscript must be provided via DOE AN 241.3 (E-Link). PIs may use MIT’s publicly accessible repository at DSPACE@MIT to create persistent links if desired. PI should coordinate with MIT Libraries.
    • Special Status reports may also be required.
  • Property/equipment reporting: Completed by the Property Office; due 90 days after expiration.
  • Financial reporting: Completed by Sponsored Accounting, quarterly 30 days after each reporting period, and final financial reporting is due 120 days after the final expiration.
  • Intellectual property reporting: Completed by RAS; due 90 days after expiration.