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National Endowment for the Humanities

Standard NEH research terms and conditions for awards issued May, 2009 or later as modified November, 2013.  The research terms and conditions are not applied to fellowships and stipend awards.  The NEH Official Notice of Action (NOA) incorporates by reference the uniform administrative  requirements, the audit requirements and the cost principals of OMB Uniform Guidance 2 CFR 200, dated December 26, 2014, (UG), except as modified by the sponsor-specific and award-specific terms.

Note:  NEH declares in the Official NOA that their terms and conditions are considered acceptable to the recipient unless a written objection is submitted within 30 days from the date of the award.    

Summary of Standard Terms

Period of Performance Extensions

  • May incur pre-award costs up to 90 days prior to the award date without prior NEH approval
  • Initiation of no cost extensions are processed through the Office of Contracts and Grants (OCG) by the Research Administrator (RA).  Initial request, not to exceed 12 months, may be approved by OCG RA, however notification must be sent to NEH Grant Management within 10 days prior to the award end date 
  • Subsequent extensions require NEH approval.  PI requests must be submitted to the OCG RA no later than 45 days prior to expiration. The PI request must provide:    
    • revised end date (cannot exceed past the next 12 month period) 
    • estimate of award balance, budget justification and remaining scope of work      
    • detailed reason an extension is needed  
    • the prior approval form will be completed, signed and submitted  by OCG RA 

Personnel Changes

  • Change of any key person named in the award requires prior NEH approval
  • Disengagement of the PI for 3 months requires NEH prior approval
  • A 25% reduction in effort by the PI requires prior NEH approval

Restrictions on Allowable costs

  • Faculty salary in excess of institutional base salary requires prior NEH approval
  • Postage, sundry office items, cost of memberships, subscriptions or other professional activities require a project specific justification sent to the OCG RA for approval and retained for audit
  • Honoraria is not an acceptable cost category – use speaker fees or consultants. Allowable dollar ranges are provided in the proposal solicitation and must be in the approved budget.   
  • Costs of entertainment, amusement diversion and social activities, and any costs directly associated with such costs (meals, lodging, rentals, transportation and gratuities) are not allowable 
  • No NEH funds may be spent on costs for coffee breaks for intramural meetings including laboratories, departments and centers  
  • UH/OCG has established certain steps that the PI will need to follow in order to justify refreshments and or working meals on NEH sponsored workshops and conferences. Contact your OCG/RA should you need those details 

Cost Sharing

Cost sharing is not mandatory, however Grantees must share the costs of the project expenses at the level indicated on the approved budget in the Official Notice of Action. 

Re-budgeting Authority

  • Funds may be re-budgeted into participant support without prior NEH approval. Your OCG RA will need to review and adjust budget nodes in PeopleSoft grants 
  • Funds may not be transferred out of the participant support category without prior NEH approval    
  • Re-budgeting between direct cost categories is allowed without prior NEH approval as long as those budget line items have been previously approved and the scope of work is not altered
  • Carry-forward between the years is allowed without prior NEH approval

Subcontracting

Prior approval required for all unbudgeted subcontracting 

Payments

Method of payment is cost reimbursable voucher using SF 270 usually submitted quarterly

Equipment/Property

  • Unbudgeted special purpose equipment costing over $5,000 may be purchased without your prior NEH approval under the following conditions:
    • a brief justification with a statement confirming the purchase does not change the scope of work must be sent to your OCG RA  
    • OCG RA must check PeopleSoft-grants to verify the correct budget nodes are entered and indirect will calculate correctly
    • Specific award terms and conditions may override standard terms and conditions
  • Unbudgeted special purpose equipment costing less than $5,000 may be purchased without prior NEH approval under the following conditions:
    • PI must send their OCG RA a justification to approve and retain for audit purposes 
    • Specific award terms and conditions may override standard terms and conditions
  • Title to property generally vests 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
  • Foreign and conference travel must be itemized and justified in the approved budget 

Program Income

  • NEH utilizes all 3 methods to further project objectives (award may specify method)
    • Increase existing project funding
    • Fund non-federal share of the project
    • Off set federal share of project costs
  • All efforts should be made to avoid having unexpected program income at the end of the grant

Publications

  • Acknowledgement:
    • The NEH logo, credit line, and policy statement must appear on all materials publicizing or resulting from grant activities.  See Humanities Acknowledgement Requirements for details and specific language
    • Each publication shall be clearly labeled by the award number and other appropriate identifying information  
  • Disclaimer

“Any views, findings, conclusions or recommendations expressed in this (publication) (program) (exhibition) (website) do not necessarily represent those of the National Endowment for the Humanities.”  

  • Copies to Sponsor:

Two copies of any published material, labeled with the award number, go to the NEH Program Officer identified in the NOA   

Reporting (a schedule of due dates for interim and final reports is the last page of the award document)

  • Techincal reporting must be completed by the PI and is submitted as follows: 
    • Annual reports are usually due 30 days after end of the current budget period   
    • Final report detailing entire project is due 90 days after expiration
  • Final financial report (SF 425) is required within 90 days after expiration submitted electronically via eGMS https://securegrants.neh.gov/egms
  • Final Program Income report is required within 90 days after completion of the grant