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University Forms


  • Facilities and Administrative (F&A) Waiver Request Form (DOC)
    This form is used to request a waiver of F&A costs for a specific project and is used in-line with the NIU policy on F&A Cost Recovery.

  • Institutional Prior Approval System (IPAS)         Paper version (DOC)
    The electronic IPAS form accompanies agency prior approval requests as a means of communicating the proposed change with appropriate institution officials and to vet compliance actions relevant to the proposed change. The form is used in-line with NIU policy Managing Project Changes on Federal Awards. Once completed, the form will automatically route to the Department Chair and SPA. 
  • Tuition Cost Share Request FormThis is an electronic form used to request a cost share commitment from the University to cover tuition costs for Graduate Research Assistant’s supported on a project budget. The form is in-line with NIU Tuition Remission Policy and Procedure.

  • NIU Memorandum of Understanding (MOU) Cost Share Template (DOC)
    This form is used to outline cost sharing expectations for non-NIU entities that are contributing costs (cash or in-kind) towards a NIU sponsored project. The form is completed during the NIU award acceptance stage and is only used when the non-NIU entity will not receive project funds either through a subaward or other professional service agreement.

  • Subrecipient Commitment Form (PDF)
    A non-NIU organization identified as a subrecipient on a NIU proposal or award must complete this form as a means of obtaining appropriate certifications and clearances relevant to external funding.

  • Subrecipient Mini-Audit Questionnaire (PDF)
    This form should be completed as required in conjunction with the Subrecipient Commitment Form.

  • Grant Funded Working Fund Request (PDF)

  • Request to Add Grant Account to P-Card (PDF)
  • Cost Transfer Request (PDF)
    This form is used in conjunction with the Cost Transfer policy and must be completed for transfers requested after 90 days of the original transaction date.


Human Resources

Training Materials and Presentations




The federal government has a vested interest in the responsible management of the grants process from beginning to end. This section links to federal policies surrounding the allocation of grant funds and the research enterprise.

Federal Uniform Guidance

A summary of the changes in Federal regulations that apply to grants and cooperative agreements and how NIU is responding to them.

Federal Uniform Guidance  Date: 11/17/2014

Budgeting Electronic Devices

Guidance on budgeting and charging small electronic computing devices (e.g. iPads) on sponsored projects.

Budgeting Electronic Devices (PDF)

Budgeting Administrative-Clerical Salaries

Guidance on budgeting and charging administrative and clerical salaries on sponsored projects.

Budgeting Administrative-Clerical Salaries (PDF)

Federal Lobbying Policy

Federal regulations 2 C.F.R. Part 220, Cost Principles for Educational Institutions and 31 U.S.C. Section 1352, Byrd Amendment. This section explains the university's responsibilities under federal lobbying regulations as they relate to federal proposals and awards.

Federal Lobbying Policy (PDF) Date: 4/17/2014

Federal Acquisition Regulations (FAR)

The principle rules outlining federal procurement (contract) actions.

Federal Acquisition Regulations 

Excluded Parties List

The Excluded Parties List identifies those parties excluded throughout the U.S. Government from receiving Federal contracts or certain subcontracts and from certain types of Federal financial and nonfinancial assistance and benefits.

Fly American Act

Travel under federal awards must comply with the Fly American Act.

Export Administration Regulations (EAR)

The Bureau of Industry and Security is charged with the development, implementation and interpretation of U.S. export control policy for dual-use commodities, software, and technology.

Export Administration Regulations (EAR)

Office of Foreign Asset Control (OFAC)

The Office of Foreign Asset Control  administers and enforces economic sanctions programs primarily against countries and groups of individuals, such as terrorists and narcotics traffickers.

Foreign Per Diem Rates

Foreign travel under federal awards must comply with both NIU and federal Foreign Per Diem Rates at put forth by the U.S. Department of State.

Federal Research Sponsors Rules and Regulations


Commonly Used Terms