Federal Administration Transition – Guidance for Researchers

Last updated: October 1, 2025

A federal government shutdown happens when Congress and the President do not approve a budget or a temporary funding measure to keep agencies operating. Without this authorization, many federal agencies must stop or scale back their activities until funding is restored.

For researchers, this can mean:

• Delayed communication: Federal program officers or agency contacts may be unavailable.
• Suspended reviews: Grant proposal submissions may still be accepted through online portals, but review panels and funding decisions could be postponed.
• Payment disruptions: Reimbursements or payments on existing awards may be delayed, depending on the agency.
• Limited support: Federal websites, help desks, and compliance offices may be offline.

Essential services and certain “excepted” activities (such as those tied to national security or public safety) continue, but most research-related services are affected until normal operations resume.

Please note, however: just because there may be disruptions to the normal process, researchers should not make any assumptions about their particular award absent direct communication from their federal sponsor.  Unless you have received a stop-work order and/or other instructions from your federal sponsor, keep doing your research but also comply with the General Expectations for existing awards set forth in Section E. below. 

This FAQ aims to provide clarity on how this shutdown affects research activities at WSU as of the date of the “Last Updated” shown above. WSU is committed to providing our research community with the most current and up-to-date information available. Please understand, however, that there may be a delay in detailed guidance as we work to ensure that all information shared here is accurate, reliable, and actionable. 

If you have immediate concerns about how these changes may affect your federally funded research, we encourage you to reach out to your Office of Research for individualized guidance.

You should not reach out to the sponsoring agency directly with questions.  Any communications with sponsoring agencies must be through the responsible Office of Research, as WSU’s authorized organizational representative.

• If your award is supported by the Academic Office of Research, please reach out to postaward@wichita.edu.
• If your award is supported by the IDP Office of Research, please reach out to contracts@idp.wichita.edu. 
• If you are not sure, please feel free to reach out to either office for additional guidance on which office supports your award.

Any communications with sponsoring agencies must include the responsible Office of Research, as WSU’s authorized organizational representative.

• We will continue to submit proposals as federal agency submissions systems are operational.
• There may be changes to proposal requirements, limitations, or deadlines in response to this shutdown and/or agency guidelines.
• Sponsor proposal review timelines may be delayed as federal agencies navigate pauses and/or restrictions on federal assistance funding.
• Review panels, peer reviews / study sections, etc. are not expected to occur. Please anticipate delays in start dates if awaiting review. 
• Federal agencies are required to maintain contingency plans and implement them during a lapse in appropriations. We will continue to monitor agency operations and post updates as they become available. 
• If you are working on a proposal, please reach out directly to your responsible Office of Research. 

• In general, new federal awards and funding actions are not issued during a government shutdown.
• Most agencies cannot process or release new Notices of Award, grants, or contracts until normal operations resume. This includes new awards, competitive renewals, and many supplemental or incremental funding actions.
• Proposals already submitted remain in the system, but they will not be reviewed or funded during the shutdown unless an agency designates the program as “excepted.”
• If your award is in negotiation or awaiting agency signatures, it will be placed on hold until staff return.
• Even for existing awards, if you are waiting for a new budget period to be released, the award will not be processed until the shutdown ends.
• If your project relies on a subaward under a new federal award, that subaward cannot be issued until the prime award is released.
   

1.     General Guidance – What Should I Do Today?

• Unless you have received a stop-work order and/or other instructions from your federal sponsor, keep doing your research. 
• If you receive any communication – whether written or verbal – from your sponsoring agency and/or program officer, please immediately forward that communication to the responsible Office of Research for further review and guidance on next steps. 
• If the Office of Research receives any notices related to, and/or amendments of, current active awards, those notices / amendments will be reviewed by the Office of Research and shared with you. 
• If you have any questions or concerns about the terms of your current award(s), please reach out to the responsible Office of Research. Any communications with sponsoring agencies must include the responsible Office of Research, as WSU’s authorized organizational representative.  
• Note: the shutdown does not waive or alter WSU’s responsibility to comply with the terms and conditions of active awards, as well as all applicable federal regulations, policies, and guidelines.  

2.     Requests for No-Cost Extensions, Transfers, Administrative Requests 

• Routine operational and administrative activities relating to the management of grants, cooperative agreements, and contracts will be temporarily suspended during a lapse in federal funding. This includes processing requests for no-cost extensions, transfers, and other approvals.
• Federal agency personnel are unlikely to be available to provide oversight, approvals, or administrative support during the shutdown.
• If your award is scheduled to expire during the shutdown, please reach out to the responsible Office of Research to determine next steps.  

3.     Processing of Payments

• Payment processing during a shutdown varies by agency and the systems they use. Some systems are expected to remain operational during the shutdown, allowing drawdowns of previously obligated funds. Some systems may not be operational during the shutdown, prohibiting the drawdown of previously obligated funds. 
• If possible, you should continue submitting invoices as usual.  

4.     Funding / Procurement

• Closely monitor obligated budget balances to avoid deficits while awaiting future funding obligations. PLEASE BE AWARE THAT ANTICIPATED FUTURE FUNDING – EVEN IF SUCH FUNDING IS IN YOUR AWARD – REMAINS SUBJECT TO AVAILABILITY AND AT THE FEDERAL AGENCY’S DISCRETION AND SHOULD NOT BE CONSIDERED GUARANTEED. 
• If you need to procure equipment, materials, or supplies, and funds have currently been obligated by the federal agency, you are able to make the purchase in accordance with all award requirements.
• If you have a procurement that is in process, review the terms and conditions of the agreement with the responsible Office of Research for cancellation provisions and upcoming payment milestones.
• If a procurement agreement is being negotiated, work closely with the responsible Office of Research to ensure the terms and conditions of the proposed agreement align with the current funding availability and uncertainty of future funding.

 5.     Reporting Requirements

• During a federal government shutdown, most electronic systems remain open and accessible. However, many agency staff responsible for reviewing and approving reports are likely to be furloughed. This means your submissions may not be reviewed until normal operations resume.
• Submit on time whenever possible. Unless you receive official guidance from your program officer or other grants / contracts management specialist saying otherwise, continue to meet all technical, financial, and progress reporting deadlines.
• If a sponsor system is shut down and you are unable to submit, please reach out to the responsible Office of Research immediately to determine next steps. 

 6.     Travel

• Keep in mind that travel may be suspended by federal agencies at any time for any reason.
• If you have already made travel arrangements using obligated and approved funds, and the trip is critical to your award, you may proceed.
• If you haven’t already made travel arrangements and/or if the trip is not critical to your award, you are advised to refrain from traveling until further guidance is received to ensure that the federal agency will still support travel under your award.
• As a reminder, all travel (federally-sponsored and otherwise) must comply with WSU Policy 13.20 (Out-of-State Travel) and all approvals must be received before making any travel arrangements.

7.     Stop-Work Orders

• If you receive a stop-work order, immediately stop all award activities as specified in the order.
• Specific requirements of a stop-work order will vary. In some instances, the order may be broad and require immediate suspension of all activities on a project. In other instances, the order may be more tailored and apply to only specific activities.
• Immediately forward the stop-work order to the responsible Office of Research for further review and guidance on next steps.
• Only eligible costs incurred up to the date of the stop-work order will be reimbursable.
• Retain all records and communications related to the project for audit and closeout purposes.
• Any communications with sponsoring agencies must be through the responsible Office of Research, as WSU’s authorized organizational representative.

 8.     Award Suspensions and Terminations

• If you receive a notice of award suspension or termination, immediately stop all award activities as specified in the notice.
• Immediately forward the notice to the responsible Office of Research for further review and guidance on next steps.
• Only eligible costs incurred up to the date of the stop-work order will be reimbursable.
• Retain all records and communications related to the project for audit and closeout purposes.
• Any communications with sponsoring agencies must be through the responsible Office of Research, as WSU’s authorized organizational representative.

 9.     Subawards / Subrecipients

• Subrecipients / subawards are also subject to the shutdown.
• If you receive any communication or inquiries from a subrecipient, please direct those inquiries and communications to the responsible Office of Research. 
• The responsible Office of Research will notify current subrecipients about any updates to their portion of a federal award.  

10.  Hiring

• Given potential funding shifts and restrictions, we urge caution when making new hiring decisions for research projects that rely on federal funding.
• Until more clarity emerges regarding the duration and expected impacts of the shutdown, you are encouraged to work with the responsible Office of Research and Human Resources prior to making any hiring decisions to:
  • Assess award stability – verify that current funding is secure and that future funding is not at risk; and
  • Consider employment status – ensure that any new hire is properly categorized as a contingent hire (see WSU Policy 6.04 (Appointment Statuses)). 
     

1.     DoD – Department of Defense
 
2.     DOE - Department of Energy
 
3.     NASA - The National Aeronautics and Space Administration
 
4.     NIH – National Institutes of Health
 
5.     NSF – National Science Foundation