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National Endowment for the Arts

Date of the current version of the agency Terms and Conditions: January, 2016 for grants and cooperative agreements beginning FY 2015 and later.  As with all Federal assistance awards, NEA awards are subject to OMB Uniform Guidance (UG), except as modified by the sponsor-specific and award-specific terms.  

Summary of Standard Terms

Period of Performance Extensions

  • All costs must be incurred within the period of performance stated on the award letter.  An earlier start date may be requested, however it cannot be earlier than the earliest allowable start date stated in the solicitation.  Approval must be in writing.   
  • No cost extensions require NEA prior written approval: submit request to OCG RA at least 30 days prior to award expiration. The PI must provide the following information:      
    • revised end date – provide a time line for completion 
    • Amount of funds remaining
    • A clear, concise justification for the time extension
    • Confirmation that the scope of work remains unchanged

Personnel Changes

  • Changes in artists or key partners identified in the proposal require prior approval 
  • Changes in the lead researcher require prior written approval
  • Changes in project scope require prior written approval (i.e. live presentations, content or themes)

Restrictions on Allowable costs

  • Awards for conferences and meetings may not include indirect costs
  • Payments to foreign nationals are not allowed
  • Totes, t-shirts, signage, kickoff events, social functions, food, etc. are unallowable charges
  • The scope of work may dictate the use of ‘other direct costs’ such as sign-language interpretation, large-print brochures, telephone, copying and postage.  

Cost Sharing

  • NEA funds must be matched “dollar for dollar”.  Federal funds are not an allowable source.  
  • Matching funds must conform to all the requirements of the federal award.
  • Expenditures should be in general alignment with the approved budget line items and any deviations from the approved budget must be from allowable sources.
  • UH may utilize unrecovered indirect as cost sharing.        

Re-budgeting Authority

Expenditures should be in general alignment with the approved budget line items and any changes should not alter the scope of work.  Large deviations from the approved budget require a revised budget.

Subcontracting

Prior approval is required for all unbudgeted subcontracting.

Equipment/Property

  • Unbudgeted special purpose equipment over $5,000 and a useful life of one year or greater may not be purchased without prior NEA approval.  PI shall send to the OCG RA the item description, estimated cost and a strong justification.  RA will write NEA for approval.     
  • Unbudgeted  general purpose equipment with a unit cost of $5,000 or less are considered supplies. 
  • Title to property vests conditionally to UH            

Travel

  • Use of US Carriers required per the Fly America Act; exceptions may be made for certain airlines and routes under “Open Skies” agreements listed at http://www.gsa.gov/portal/content/103191
  • All foreign travel must be approved and must comply with U.S. Treasury Department’s Office of Foreign Assets Control (OFAC) regulations.

Publications

  • Acknowledgement:
    • Required in all publications "This project is supported in part by an award from the National Endowment for the Arts under award number(s) [enter the award number(s)]."  
    • PIs are encouraged to also include the following statement:  “To find out more about how National Endowment for the Arts grants impact individuals and communities, visit www.arts.gov.“ 
    • For radio and television broadcast NEA requires the following voice-over language “This project is supported in part by an award from the National Endowment for the Arts on the web at arts dot gov.”  For a television broadcast, display of the National Endowment for the Arts logo and web address is required.   
  • Disclaimer

NEA reserves the right to change the language of the required acknowledgement of National Endowment for the Arts support, as well as the right to disallow the use of the NEA logo and acknowledgement of NEA support.

  • Guidance

For guidance in planning a media campaign consult “ Working with the Media Toolkit

Reporting

  • Progress reports:
    • Generally, only one progress report will be required during grant period
    • Submitted as part of Payment Request Form (Box 10). PI response should be limited to the space provided.
      • Discuss activities undertaken
      • Discuss activities scheduled for the remainder of the grant period
    • report is due the first time cumulative expenses exceed two thirds (2/3) of the grant award amount. 
    • Final report is due within 90 days after the end date 
      • The final will require more space than allotted, therefore type “See Final Descriptive Report” in box 10 and attach the final report 
      • Write narrative describing the project activities 
      • Provide statistics about specific activities and the participants 
      • Discuss location(s) and venue(s) 
      • If a final product is required it will be indicated in the award document 
      • Report must be e-mailed to FinalReports@arts.gov
  • Financial reports:
    • Financial report is completed, signed and submitted by RFS when cumulative expenses exceed two thirds (2/3) of the award amount
    • PI and department prepare and send cost share information and progress statement to the financial analyst at Research Financial Services (RFS)
    • Financial report submitted to grants@arts.gov or by fax to 202-682-5609; 202-682-5610
    • Final (FFR) is due within 90 days after the end date on the NEA financial form 
    • FFR is prepared and submitted by RFS to FinalReports@arts.gov