Understanding Your Award: Agreement Documentation, Responsibilities, and the Terms and Conditions

Whether you are a brand-new EPA recipient or a seasoned recipient, it is good practice to become familiar with your award document, your responsibilities as a recipient, and the terms and conditions of the award. Understanding these concepts will help ensure that you successfully manage your award and stay in compliance.

On this page:

Your Award Document: 

Once EPA selects a grant application for award, it prepares an award agreement that is then signed by the EPA Award Official. This award agreement is then sent to the applicant who will then review it and confirm that they concur with the information within it. 

The award document is comprised of the EPA assistance application (approved work plan/narrative), EPA assistance agreement document, and EPA regulations. These categories include such information as: 

  • Recipient information which includes their name, address, and Unique Entity Identifier (UEI); 
  • Award data such as the total amount of federal funds obligated and any applicable statutory policies;
  • Terms and Conditions which provide the specific requirements for using funds, reporting, and complying with the applicable regulations and statutes; 
  • EPA contact information for the Program Officer (PO) and Grant Specialist (GS). 

It is important to remember that the award document is legally binding, so it is vital that recipients review it thoroughly. To concur and accept the award, the recipient will either draw down EPA funds or raise no objections to the award documentation within 21 days of the receipt of the grant agreement. 

To learn more about the award document and how to accept it, please review the EPA Grants Management Training for Applicants and Recipients, specifically Module 4, which dives deeper into the process and procedures for accepting an EPA grant award, from the initial notification to the procedures for reviewing and accepting award documents.

Recipient Responsibilities Upon Award: 

Once notified of the intent to award, the recipient must: 

  • Review the award document and attached terms and conditions; 
  • Contact the EPA Grant Specialist (GS) if there are any questions or concerns; 
  • Sign the agreement and return it to the EPA Grant Specialist (GS) within three weeks of receipt (do not make any changes, EPA can provide a corrected agreement); 
  • Retain a copy of the agreement for record keeping; 
  • Begin work on projects, complying with the terms and conditions of the agreement; 
  • Inform the EPA Project Officer (PO) if problems arise that jeopardize completion of the project; 
  • Communicate regularly with the EPA Project Officer (PO) on technical issues and the Grant Specialists (GS) on administrative issues.

Terms and Conditions 

Every award agreement is a legally binding document that contains the terms and conditions of the award which recipients are required to comply with. These terms and conditions define how funds are used, reporting and compliance obligations, and any regulatory requirements. Failure to comply with EPA terms and conditions may result in enforcement actions. 

Depending on the award, there may be multiple types of terms and conditions applied which can include General, Cybersecurity, Program Specific, Public Awareness, and Administrative, with General, Programmatic, and Administrative being the most wildly applied sets. 

It is important to note that additional terms and conditions may be used for specific awards, for example if a recipient: 

  • Has a history of failure to comply with the general or specific terms and conditions of a federal award; 
  • Fails to meet expected performance goals; 
  • Is not otherwise responsible. 

General Terms and Conditions are applicable to all EPA Assistance Agreements issued. These terms and conditions are in addition to the assurances and certifications made as part of the award, other terms and conditions, and restrictions reflected on the official assistance award document. Examples of topics included within the General Terms and Conditions are financial information and requirements, selected items of cost, reporting requirements, and additional post-award requirements. 

These terms and conditions are published and become effective every October 1st at the start of the federal fiscal year. Any additions, revisions, or changes to the terms and conditions after October 1st will be summarized within the newest version. To access the latest version and or previous versions, please visit the Grant Terms and Conditions webpage. 

Programmatic Terms and Conditions are provided by the EPA program office that supports the grant which are distinct from general or administrative terms and conditions but are still included within the award agreement. They define the substantive requirements for achieving project goals, such as reporting schedules, outputs and outcomes, and remedies for non-compliance. Examples of topics included within the programmatic terms and conditions are performance and final performance reporting, voluntary cost share or overmatch, equipment disposition, and program income. 

Administrative Terms and Conditions are provided by the EPA program office that support the grant which are distinct from the general or programmatic terms and conditions but are still included within the award agreement. They define and support the financial and business management of the grant. Examples of topics included within the administrative terms and conditions are pre-award costs, contingent funding, Tribal Council costs, new recipient training requirements, and payment. 

Applicable Guidance and Resources: 

EPA Grants

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Last updated on August 17, 2026