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Updates and Guidance for Federally Sponsored Projects

Thank you to all who attended the February 13, 2025, Research Administration Forum (RAF) where we reviewed the current guidance for federal proposals and awards. The slide deck for that session is available here.   As the status continues to evolve, we have summarized current information and guidance below:

Proposal Submission

  •  All federal proposals, including proposals to NIH, should continue to use the appropriate Facilities and Administrative (F&A) cost rate and base from UCLA’s negotiated federal Rate Agreement. 
    • Temporary Restraining Orders (TROs) are in place preventing the application of a 15% F&A Rate to NIH grant proposals or awards.
  • Federal agencies have been directed to remove funding opportunities or components of funding opportunities that are determined to conflict with Executive Orders (EOs).
    • In cases where NOFO’s have not yet been updated we recommend contacting program officers and following their guidance. 
    • If you cannot contact your program officer, please contact OCGA at awards@research.ucla.edu for current recommendations. 

Active Awards

  • Performance on active awards should continue as long as obligated funds are available AND a stop-work or termination order has not been issued by the agency.
  • If you are near the end of the current funding period, closely monitor budget obligations to avoid overspending AND underspending. 
  • Unobligated balances may be at greater risk than they have been in the past.  Anticipated future funding is always subject to availability of funds and should not be considered guaranteed.
  • Institutional ability to approve first time NIH NCE’s has been restored for now.  No official explanation has been forthcoming from NIH addressing its removal or restoration.
  • OCGA strongly recommends that first time NCEs to any Federal sponsor be submitted early with all required documentation (submit to awards@research.ucla.edu).
    • This is particularly important because of the potential for a government shutdown on March 14, 2025
  • Continue to submit required reports and deliverables to your sponsoring agency on time.  Compliance may be strictly enforced.
  • Prioritize the submission of any materials that may be past due.
  • We are starting to receive NIH grants with an added award term restriction that: No funds from this award may be used to support activities related to the Plan to Enhance Diversity (PED) or Plan to Enhance Diverse Perspectives (PEDP).  

Stop Work Orders

  • If you receive a stop-work order, suspension or termination notice, please forward it to awards@research.ucla.edu as soon as possible.
  • OCGA will review and assess the notice, the terms and conditions of the agreement, the applicable regulations, sponsor policies, the status of any related legal actions (e.g. Temporary Restraining Orders (TROs) or injunctions, as well as current UC guidance, and provide appropriate guidance on how to proceed.
  • If the notice requires a suspension or termination of DEI-related activities (or other specific changes), review the proposal budget and scope of work to identify any documented costs, deliverables, etc. and work with OCGA to determine communications with the sponsor. 

Certifications/Attestations

  • As a reminder, if you receive written requests for attestations or certifications regarding an active or pending award, the documentation should be submitted to OCGA for review and determination of the appropriate action.  PIs may not make or provide attestation on behalf of the Institution.

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