COVID-19 Guidance Summaries - Federal Sponsors

This page contains guidance for the following federal sponsors:

Information contained on this page has been either broadly disseminated to the public, or Harvard has received a communication from the sponsor with this information.

Congressionally Directed Medical Research Programs (CDMRP)

Back to top

Defense Advanced Research Projects Agency (DARPA)

  • Date of latest Guidance: March 19, 2020
  • Guidance consistent with Harvard? No guidance; in lieu of guidance follow DoD recommendation to follow Harvard policies
  • Late Proposal Submission: Yes, in certain circumstances, as described in solicitation instructions.
  • Travel: Consult Dept of State advisories, exercise reasonable caution, costs will be evaluated on a case-by-case basis
  • Salary: No guidance; in lieu of guidance follow Harvard policies
  • Stipend: No guidance; in lieu of guidance follow Harvard policies
  • Continuation / No Cost Extension: Delays need to be documented and contact your contracting, grant, or agreements officer in writing.
  • Late RPPR / Reporting: No guidance; in lieu of guidance follow Harvard policies
  • Treatment of Subcontracts: No guidance; in lieu of guidance follow Harvard policies

Back to top

Department of Defense (DoD)

  • Date of latest Guidance: March 24, 2020
  • Guidance consistent with Harvard? Yes, but check with DoD component sponsors (DARPA, Air Force, USMARAA, et al)
  • Late Proposal Submission: Extension and flexibility is recommended to components, but extensions will be posted on grants.gov
  • Travel: Nonrefundable travel canceled due COVID-19 is allowable
  • Salary: Charges for salaries and benefits to currently-active awards consistent with institution’s policy in extraordinary circumstances are allowable
  • Stipend: Charges to currently-active awards consistent with institution’s policy in extraordinary circumstances are allowable
  • Continuation / No Cost Extension: Must be supported in all cases and funding expiration statutes might prohibit extensions. Contact the grant manager.
  • Late RPPR / Reporting: Up to 3 months beyond normal due date
  • Treatment of Subcontracts: No guidance; in lieu of guidance follow Harvard policies

Back to top

Department of Energy (DOE)

  • Date of latest Guidance: March 13, 2020
  • Guidance consistent with Harvard? No guidance; in lieu of guidance follow Harvard policies
  • Late Proposal Submission: 14-day extension if PI is quarantined or closed; contact program manager Travel Institutional policies apply
  • Salary: No guidance; in lieu of guidance follow Harvard policies
  • Stipend: No guidance; in lieu of guidance follow Harvard policies
  • Continuation / No-Cost Extension: No guidance; in lieu of guidance follow Harvard policies
  • Late RPPR / Reporting: File as soon as practicable, but funding will be delayed; contact program manager
  • Treatment of Subcontracts: No guidance; in lieu of guidance follow Harvard policies

Back to top

Department of Justice: Office of Justice (DOJ)

  • Date of latest Guidance: March 16, 2020
  • Guidance consistent with Harvard? No guidance; in lieu of guidance follow Harvard policies
  • Late Proposal Submission: 2 week extensions for solicitations
  • Travel: Contact grant manager to use grant funding for hotel or travel cancellation fees; institutions should try to get airfare refunds as cash – if not, credits for future program use.
  • Salary: Follow 2 CFR 200.430 (Compensation) and institutional policy
  • Stipend: No guidance; in lieu of guidance follow Harvard policies
  • Continuation / No-Cost Extension: All programs eligible for one-year extension; if current request is for a second year, then go to DOJ Financial Guide and ask grant manager.
  • Late RPPR / Reporting: No guidance; in lieu of guidance follow Harvard policies
  • Treatment of Subcontracts: Grantees should provide subs with the same guidance for travel

Back to top

Institute of Museum of Library Services (IMLS)

  • Date of latest Guidance: March 20, 2020
  • IMLS COVID-19 website
  • Guidance consistent with Harvard? No guidance; in lieu of guidance follow Harvard policies
  • Late Proposal Submission: Submission deadlines pushed back by 2 weeks for 4 programs
  • Travel: No guidance; in lieu of guidance follow Harvard policies
  • Salary: No guidance; in lieu of guidance follow Harvard policies
  • Stipend: No guidance; in lieu of guidance follow Harvard policies
  • Continuation / No-Cost Extension: No guidance; in lieu of guidance follow Harvard policies
  • Late RPPR / Reporting: No guidance; in lieu of guidance follow Harvard policies
  • Treatment of Subcontracts: No guidance; in lieu of guidance follow Harvard policies

Back to top

National Aeronautics and Space Administration (NASA)

  • Date of latest Guidance: March 23, 2020
  • NASA COVID-19 website
  • Guidance consistent with Harvard? Yes, continue to pay salary and stipend
  • Late Proposal Submission: Anticipate solicitation and evaluation impacts and will work to mitigate
  • Travel: No guidance; in lieu of guidance follow Harvard policies
  • Salary: Encourage all to continue to pay graduate students, post-docs, and lab staff
  • Stipend: Encourage all to continue to pay graduate students, post-docs, and lab staff
  • Continuation / No-Cost Extension: No guidance; in lieu of guidance follow Harvard policies
  • Late RPPR / Reporting: No guidance; in lieu of guidance follow Harvard policies
  • Treatment of Subcontracts: No guidance; in lieu of guidance follow Harvard policies

Back to top

National Endowment for the Humanities (NEH)

  • Date of latest Guidance: March 23, 2020 
  • Guidance consistent with Harvard? Yes, continue to pay salary and stipend 
  • Late Proposal Submission: continuing on their normal schedule 
  • Travel: No guidance; in lieu of guidance follow Harvard policies 
  • Salary: No guidance; in lieu of guidance follow Harvard policies
  • Stipend: No guidance; in lieu of guidance follow Harvard policies
  • Continuation / No Cost Extension: No guidance; in lieu of guidance follow Harvard policies
  • Late RPPR / Reporting: No guidance; in lieu of guidance follow Harvard policies
  • Treatment of Subcontracts: No guidance; in lieu of guidance follow Harvard policies
  • Other: contact project officer or grant management specialist to explore options for extensions, revisions, changes to scope

Back to top

​​​​​National Institutes of Health (NIH)

  • Date of latest Guidance: Multiple, see website
  • NIH COVID-19 website
  • Guidance consistent with Harvard? Yes, however for contracts under DHHS, some of the guidance below may not be applicable. For contract deliverables/milestones affected by the COVID-19 pandemic, please contact your pre-award office and the awarding agency contract officer for further guidance. 
  • Late Proposal Submission: When delays occur because the applicant or recipient organization is officially closed due to a natural disaster or other emergency or because designated PD/PI(s) or other key staff is/are quarantined or involuntarily unable to come to their work locations, the NIH will consider accepting applications late, on a case-by-case basis, under the following circumstances:
    • Recipients must submit applications or reports as soon as possible after reopening or end-of-quarantine, not to exceed the number of days the institution was officially closed or the key staff including but not limited to the PD/PI was quarantined.
    • Recipients must submit a cover letter with the application, with enough detail about the delay so that NIH staff can make a determination whether circumstances justify accepting the application late.
    • Recipients need not request advance permission to submit late due to a disaster/emergency-related delay.
  • Travel: Non-refundable costs associated with grant-related travel that has been cancelled due to COVID-19 may be charged to the NIH award if they would have otherwise been allowable. See NIH GPS 7.9.1 for detailed information on the allowability of travel expenses.
  • Salary:
    • NIH understands that many researchers may be unable to work as a result of or related to the effects of COVID-19. If a recipient organization’s policy allows for the charging of salaries and benefits during periods when no work is performed due to the effect of COVID-19, regardless of the funding source, including Federal and non-Federal, then such charges to NIH grant awards will be allowable.
    • Reminder: NIH awarding Institutes/Centers (ICs) may request documentation to confirm the requirements of institutional policies.
  • Stipend: Institutions affected by COVID-19 may continue to provide stipend payments to fellows and trainees who may be unable to work as a result of or related to COVID-19. Recipients should notify the assigned grants management official, and provide documentation demonstrating the effect of COVID-19, and how long the institution will be affected.
  • Continuation / No Cost Extension:
    • Recipients have rebudgeting authority available under NIH Grants Policy Statement Sec. 8.1.1.2:, which states, “NIH prior approval is not required to rebudget funds for any direct cost item that the applicable cost principles identify as requiring the Federal awarding agency's prior approval, unless the incurrence of costs is associated with or is considered to be a change in scope.”
    • Recipients that are not under Streamlined Non-competing Application Process (SNAP) have the discretion to carry forward unobligated balances on their active grants 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.
    • In addition, affected recipients that have active non-SNAP grant projects may extend the final budget period of the approved project period on active grants one time for a period of up to 12 months without requesting prior approval, by notifying the assigned grants management specialist.
  • Late RPPR / Reporting:
    • If your institution is unable to complete and submit financial and Research Progress Performance Reports (RPPR) by the scheduled due date, due to the effects of COVID-19, please be sure to contact the assigned grants management and/or program official to let them know the reports will be late.
    • NIH will accept these late reports but will delay issuing grant awards until the reports are received and accepted by the appropriate Institute or Center (IC).
  • Treatment of Subcontracts: No guidance; in lieu of guidance follow Harvard policies

Back to top

National Science Foundation (NSF)

  • Date of latest Guidance: Multiple, see website; March 25, 2020
  • NSF COVID-19 website
  • Guidance consistent with Harvard? Yes.
  • Late Proposal Submission:
    • NSF has extended deadlines for specific funding opportunities listed on the website above. Deadlines for those not appearing on that list have not changed.
    • Recipients unable to meet the deadlines should contact the NSF Program Officer
  • Travel: canceled costs and fees for travel, lodging, etc. which are normally unallowable are now allowable. (updated guidance)
  • Salary: 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 all funding sources.
  • Stipend: 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 all funding sources.
  • No-Cost Extension: Recipients must follow standard policies and procedures specified in the NSF PAPPG Chapter VI.D.3. and applicable award conditions regarding submission of grantee and NSF-approved no-cost extensions.
  • Late RPPR / Reporting: Extended due dates for submission of all annual project reports and close out reports by 30 days if due between March 1 and April 30, 2020.
  • Treatment of Subcontracts: No guidance; in lieu of guidance follow Harvard policies
  • Other: NSF cannot promise supplements to awards – more guidance pending (updated guidance)

Back to top

Navy (Research Development and Acquisition) 

  • Date of latest Guidance: March 26, 2020
  • Guidance consistent with Harvard? Yes
  • Late Proposal Submission: Not addressed, but negotiations are accelerated to positively impact cash flow 
  • Travel: No guidance, follow Harvard policies 
  • Salary: Allowed for up to 90 days in advance of actual work 
  • Stipend: Expand advance payment of Federal funds authori on research grants to enable payment to students, post-docs, research assistants, etc. 
  • Continuation / No Cost Extension: No guidance; in lieu of guidance follow Harvard policies 
  • Late RPPR / Reporting: No guidance; in lieu of guidance follow Harvard policies 
  • Treatment of Subcontracts: No guidance; in lieu of guidance follow Harvard policies 
  • Other: Suspend collection of interest on advance of federal funds during National Emergency

Back to top

United States Agency for International Development (USAID)

  • Date of latest Guidance: March 20, 2020
  • Guidance consistent with Harvard? Allowed to continue to incur operating costs to ensure readiness, contact officers before additional costs
  • Late Proposal Submission: No guidance; in lieu of guidance follow Harvard policies
  • Travel: Shelter in place order or evacuation; must request approval to spend funding; cannot exceed the obligated amount
  • Salary: Allowed to continue incurring operating costs
  • Stipend: Allowed to continue incurring operating costs
  • Continuation / No Cost Extension: No guidance; in lieu of guidance follow Harvard policies
  • Late RPPR / Reporting: No guidance; in lieu of guidance follow Harvard policies
  • Treatment of Subcontracts: No guidance; in lieu of guidance follow Harvard policies

Back to top

United States Air Force (USAF)

  • Date of latest Guidance: March 26, 2020 
  • Guidance consistent with Harvard? No guidance; in lieu of guidance follow DoD recommendation to follow Harvard policies
  • Late Proposal Submission: No guidance; in lieu of guidance follow Harvard policies 
  • Travel: No guidance; in lieu of guidance follow Harvard policies 
  • Salary: No guidance; in lieu of guidance follow Harvard policies 
  • Stipend: No guidance; in lieu of guidance follow Harvard policies 
  • Continuation / No Cost Extension: available upon request and approval for awards scheduled to expire between March 31, 2020 and December 31, 2020 for 12 months. 
  • Late RPPR / Reporting: No guidance; in lieu of guidance follow Harvard policies 
  • Treatment of Subcontracts: No guidance; in lieu of guidance follow Harvard policies 
  • Other: Follow public health guidance; only contracting officers can change contract action

Back to top

​​​United States Medical Research Acquisition Activity (USAMRAA)

  • Date of latest Guidance: March 25, 2020 
  • Guidance consistent with Harvard? Yes   
  • Late Proposal Submission: No plans to modify or extend due dates, but monitor Grants.gov for changes 
  • Travel: allow costs related to cancellation of travel, events, other activities 
  • Salary: May continue to charge salaries and benefits consistent with institutional policy from all funding sources in extraordinary circumstances.
  • Stipend: No guidance, follow Harvard policy  
  • Continuation / No Cost Extension: already allows a one-time NCE up to 12 months upon notification of grant officer.  Now they can ask for a blanket extension rather than one-by-one.  Funding expirations may prohibit some extensions.
  • Late RPPR / Reporting: may delay up to three months beyond due date
  • Treatment of Subcontracts: No guidance; in lieu of guidance follow Harvard policies
  • Other: Cannot assume funds will be available should a shortage of funding occur. Recipients are required to maintain records and cost documentation for cancellations or other fees related to the interruption of operations.

Back to top