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NIAID Extramural Program Staff Seeking Grants and Resources From Nonfederal Sources SOP

Lock icon: This link will not work for public visitors.Some links will work for NIAID staff only.

This standard operating procedure (SOP) includes the following sections: Purpose, Procedure, Contacts, and Links.


To enable extramural program staff to apply for nonfederal grants as part of their official duty and follow the procedures required for NIAID's acceptance of gifts and other resources.

This SOP does not apply to outside activities that are not considered a part of extramural program official duties. For guidance on approval of an outside activity, refer to Lock icon: This link will not work for public visitors.How to File an Ethics Document on the NIAID Office of Ethics (OE) page.


Extramural Program Staff may apply for grants from nonfederal sources to support NIAID research priorities and are encouraged to collaborate with NIAID intramural scientists and the extramural scientific and business communities in applying for these grants.

Such involvement with the research community may provide the following opportunities:

  • Seeking grants from nonfederal sources.
  • Collaborating to exchange expertise, resources, sponsored travel, and materials.
  • Serving as experts, advisors, or consultants.
  • Receiving gift offers to support an intramural or extramural research project, workshop, laboratory, or other existing goals of an intramural or extramural program, project, or training activity.

Finding Foundations and Other Funding Sources provides a list of resources for finding grant funding opportunities outside NIH.

This document outlines staff roles when extramural program staff accept grants, accept gifts, or accept reimbursement from nonfederal sources.

For collaborations that involve intramural scientists, go to the Opportunities and Guidelines to Facilitate Scientific Collaborations portal and the NIAID Lock icon: This link will not work for public visitors.Intramural Scientist Collaboration on Extramural Funded Grants and Contracts SOP.

Extramural Program Staff

  • Before applying for or accepting a grant from a nonfederal source, read Lock icon: This link will not work for public visitors.Outside Funding for Intramural Investigators and keep the following points in mind:
    • Grants (and gifts) from nonfederal sources must support a mission-related intramural or extramural research priority that NIAID is already conducting or is prepared to conduct without the nonfederal funds.
    • You will not be the principal beneficiary of the grant. NIAID will accept on your behalf.
    • NIAID provides other useful information in Lock icon: This link will not work for public visitors.Points to Consider Before Applying for Grants or Accepting Other Conditional Gifts.
  • Before accepting a gift, take the following actions:
    • Discuss specifics in advance with your scientific director or division contact and NIAID's Technology Transfer and Intellectual Property Office (TTIPO) to develop the appropriate documentation for the specific needs of the collaboration.
    • Refer potential donors to NIAID Gift Fund.
    • Get approval from NIAID officials to accept a conditional gift or to authorize the submission of a grant application.
    • Make sure your actions did not imply you have solicited the gift.
  • Before accepting reimbursement of travel expenses, see Lock icon: This link will not work for public visitors.NIAID Sponsored Travel for approval process and note the following rules:
    • HHS policy states that in limited circumstances an institute may authorize travel and related expenses from a nonfederal source receiving federal grants or contracts:
      • The employee must be performing authorized official duties.
      • The nonfederal source must indicate in its invitation letter that it is using federal grant or contract monies, not confined to HHS, to fund the travel and related expenses.
    • NIAID's Office of Ethics must review the acceptance of the offer to reimburse travel.
    • Honorariums are not allowed.

Technology Transfer and Intellectual Property Office (TTIPO)

  • Work with extramural program staff and the grantee or gift-giving organization to determine which authority is appropriate for accepting funds, gifts, and other resources.
  • Handle all inquiries concerning collaborations, applying for grants, or potential gift donations.
  • Determine if the collaboration requires a Material Transfer Agreement, Cooperative Research and Development Agreement, or other agreement and if so, which one.
  • If the collaboration involves applying for nonfederal grants, grants from other federal agencies or accepting gifts, follow the procedures at Lock icon: This link will not work for public visitors.Grants and Other Conditional Gifts for Research.
  • Evaluate the gift source for possible conflicts of interest.
  • Identify, negotiate, provide options, and give guidance to help resolve any issues identified with proposed collaborations or acceptance of grants or gifts.
  • Establish appropriate internal controls for reviewing and reporting collaborations to the Office of Science Management and Operations.

Office of Ethics (OE)

Extramural Division Contacts

  • Guide the extramural program officer through the process for getting approval of applying for grants or accepting gifts.
  • Ensure that any conflicts identified by TTIPO or OE are resolved.
  • Ensure division processes and procedures are followed.
  • Obtain the division director’s signature for approval to receive funds.


Division of AIDS—Madelon Halula

Division of Allergy, Immunology, and Transplantation—Charles Hackett

Division of Microbiology and Infectious Diseases—Barbara Mulach

TTIPO—Lock icon: This link will not work for public visitors.Find Your TTIPO Contact

OE—Lock icon: This link will not work for public visitors.Office of Ethics Contact

If you have knowledge to share or want more information on this topic, email with the title of this page or its URL and your question or comment. Thanks for helping us clarify and expand our knowledge base.


Lock icon: This link will not work for public visitors.Grants and Other Conditional Gifts for Research

Methods for Reimbursement of Travel Expenses by Nonfederal Sources

NIH Policy Manual 1135 Gifts Administration

NIH Policy Manual 2400-01 Introduction to Government Ethics at the NIH

NIH Policy Manual 2400-04 Managing Conflict of Interests and the Introduction of Bias

NIH Policy Manual 2400-10-Gifts to Individuals from Outside Sources

Participation in Grants/Collaboration

Last Updated July 18, 2016

Last Reviewed May 28, 2015