Source: https://www.neh.gov/grants/manage/general-terms-and-conditions-general-support-grants-state-humanities-councils
Timestamp: 2019-01-16 09:50:15
Document Index: 255459424

Matched Legal Cases: ['art 220', 'art 230', 'art 225', 'arts 180', 'art 215', 'art 401', 'art 215', 'art 215', '§1352', 'art 230', 'art 182', 'art 3373', 'arts 180', 'art 3369', 'art 505', 'art 10', '§ 470', 'art 800', 'art 60', 'art 3', 'art 5', 'art 5', 'art 401']

November 2005 Edition of the General Terms and Conditions for General Support Grants to State Humanities Councils.
It should be noted that these terms and conditions apply only to general support grants awarded to the fifty-six state humanities councils by the Federal/State Partnership.
Awards that a state humanities council receives from other programs of the NEH are subject to either the General Terms and Conditions for Awards or the Administration of NEH Challenge Grants.
grantmanagement@neh.gov
These general terms and conditions apply to all general support grants and annual funding amendments that the National Endowment for the Humanities has issued to state humanities councils as of November 1,2009. In accepting a general support grant, a state humanities council assumes the legal responsibility for administering the award in accordance with these general terms and conditions and of complying fully with any special terms and conditions that are included in the award agreement. Failure to comply with the General Terms and Conditions for General Support Grants to State Humanities Councils or the specific terms and conditions of an award agreement may result in the suspension or termination of the award and the NEH’s recovery of award funds. Should there be any inconsistency between these general terms and conditions and the specific terms and conditions of an award, the latter will govern.
A detailed explanation of payment procedures will be found in the Financial Reporting Requirements.
OMB Circular A-21 (2 CFR Part 220) for awards to public and private institutions of higher education.
OMB Circular A-122 (2 CFR Part 230) for awards to nonprofit organizations that are not institutions of higher education.
OMB Circular A-87 (2 CFR Part 225)for awards to state, local, and federally recognized Indian tribal governments.
Procedures for managing equipment (including replacement equipment), whether acquired in whole or in part with award funds, must at a minimum meet the following requirements until disposition takes place:
Equipment records must be maintained that include a description of the equipment, a serial number or other identification number, the source of equipment, who holds title, the acquisition date, the cost of the equipment, the location, use, and condition of the equipment, and any ultimate disposition data including the date of disposal and the sale price of the equipment.
A physical inventory of the equipment must be taken and the results reconciled with the equipment records at least once every two years.
A control system must exist to ensure adequate safeguards to prevent loss, damage, or theft of the equipment. Any loss, damage, or theft shall be investigated.
Adequate maintenance procedures must exist to keep the equipment in good condition.
If the council or regrantee is authorized or required to sell the equipment, sales procedures must be followed that provide for competition to the extent practicable and result in the highest possible return.
When original or replacement equipment acquired under an award or regrant is no longer needed for the original project or program or for other activities currently or previously supported by the NEH, a council may retain, sell, or otherwise dispose of the equipment without further obligation to the NEH.
Right to Transfer Title
The NEH reserves the right to transfer title to equipment acquired with award funds to the federal government or a third party named by the NEH when such a third party is eligible under existing statutes. Such transfers are subject to the following standards:
The equipment must be identified in the award or otherwise made known to the council or regrantee in writing.
The NEH shall issue disposition instructions within 120 calendar days after the end of the federal support of the project for which it was acquired.
When title to equipment is transferred, the council or regrantee must be compensated for its share.
NEH funds may not be budgeted for any costs related to the purchase of land or facilities by a council or for the construction and renovation of any council-owned facilities. If a council owns or plans to purchase a facility which will be used to carry out its humanities activities, it may not allocate award funds to cover the down payment, mortgage payments, or other expenses related to the use of the facility. The NEH will, however, negotiate an occupancy rate which will take into account such things as depreciation of the property, maintenance and repair costs, utilities, insurance, taxes, interest, etc.
If a state council funds a regrant project that includes construction or renovation costs, the requirements of the Davis-Bacon Act (Article 29.b and Appendix B, 3.) and the National Historic Preservation Act (Article 31) will apply to the regrant.
Such costs may be charged on an actual basis, on a per diem or mileage basis in lieu of actual costs, or on a combination of the two, provided the method used results in charges consistent with those normally allowed by the council in its regular operation.
Airfare costs in excess of the customary standard commercial airfare (coach or equivalent), federal government contract airfare (where authorized and available), or the lowest commercial discount airfare are unallowable except when such accommodations would: (a)require circuitous routing; (b)require travel during unreasonable hours; (c)excessively prolong travel; (d)result in additional costs that would offset the transportation savings; or (e)offer accommodations not reasonably adequate for the traveler’s medical needs. All air travel that is paid in whole or in part with NEH funds must be undertaken on U.S. flag air carriers, unless one or more of the situations described under foreign travel (Article 11) apply.
Council board and staff members may undertake foreign travel, that is, travel outside the United States, its territories and possessions, and Canada without prior NEH approval whenever such travel is necessary to carry out council activities. Councils may also approve foreign travel that will be undertaken by a regrantee.
However, any air transportation of persons or property from, between, or within a country other than the United States that is paid in whole or in part with NEH funds must be performed on a U.S. flag air carrier when such service is available. U.S. flag air‑carrier service is considered available even though a comparable or different kind of service can be provided at less cost by a foreign carrier or foreign air‑carrier service is preferred by, or is more convenient for, the traveler.
U.S. flag air‑carrier service is considered to be available unless any of the circumstances listed below applies:
a foreign air carrier operates under a “code-share” arrangement with a U.S. flag air carrier and the ticket, or documentation for an electronic ticket, identifies the U.S. flag air carrier’s designator code and flight numbers;
The budgets for state humanities councils include the anticipated expenditures of NEH award funds and cost‑sharing contributions and are divided into a number of distinct activities, e.g., general management, program services, council-conducted projects, regrants.
With the exception of funds allocated for regrants, councils have the authority to shift funds among budget line items within a program and from one activity or program to another. Funds may also be shifted into the regrant program without NEH approval. Once the budget for the funding period has been approved by the NEH, funds may not be transferred from the regrant category without the NEH’s written approval, except to cover increased costs related to the auditing of regrants.
State humanities councils have the responsibility of ensuring that all council and regrantee activities that are charged to a particular NEH award take place within the official award period.
General support award periods usually run for five years. Supplemental funding will be issued in the second and third years of the award period. Councils have two years following the last funding period to close out the award. The NEH will not extend any general support grant.
Councils are expected to obligate most of the funds awarded each year by the end of the funding period, but they will be able to carry forward unobligated funds into the succeeding year and may obligate funds that become available through deobligation any time during the award period, provided that all obligations are liquidated within 90 days after the completion date of the award period.
Each council will periodically be required to submit a report that outlines its activities, accomplishments, and future plans. Details on the content of these reports and when they are due will be provided by Federal/State Partnership well in advance of the report due dates.
An annual and final Federal Financial Report, SF425 (FFR), shall be submitted to the NEH Office of Grant Management within 90 days after the completion date of the respective reporting period.
Detailed information on the financial reporting requirements will be found in the publication entitled Financial Reporting Requirements.
Program income is money that is earned or received by a council or a subrecipient from the activities supported by award funds or from products resulting from award activities. It includes, but is not limited to, income from fees for services performed and from the sale of items produced under an award; usage or rental fees for equipment or property acquired under an award; admission fees; broadcast or distribution rights; and royalties on patents and copyrights. However, income from royalties and license fees for copyrighted material, patents, patent applications, trademarks, and inventions developed by a council do not have to be treated as program income if the revenues are not specifically identified in the award.
Councils and their regrantees may deduct the costs incident to the generation of program income, if these are not already charged to the award or regrant, to determine net program income.
Councils may use the net program income which they generate during the award period to meet their cost‑sharing requirements or to support any of their humanities related activities. For general support grants, the NEH places no restrictions on the use of program income earned after the award period.
The financial management systems of the councils and their regrantees must meet the following standards:
Financial Reporting. Accurate, current, and complete disclosure of all financial transactions related to federally sponsored projects must be made in accordance with the financial requirements of the award or regrant.
Accounting Records. The councils and their regrantees must maintain records that adequately identify the source and application of funds provided for financially‑assisted activities. These records must contain information pertaining to obligations, unobligated balances, assets, liabilities, expenditures, and income.
Each council or its fiscal agent shall have a double‑entry accounting system that is maintained according to generally accepted accounting principles that are applied on a consistent basis. The system should provide for a general ledger, a cash receipts journal, a cash disbursements journal, and a general journal. The general ledger would contain control accounts for regrant funds that are awarded (obligated) and cost‑sharing funds that are provided by the council itself. A separate control account, which may be recorded in a memorandum ledger rather than the general ledger, should be established for cost‑sharing funds that are provided by regrantees and the council’s board.
There should also be a subsidiary ledger in which each regrant is listed separately and which contains the following information: the date of the award, the amount of gifts received, the amount of outright and matching funds awarded, the beginning and ending dates of the regrant period, the payments made, the net balance to be paid, and the cost sharing reported by the regrantee. The subsidiary ledger account balances for each regrant should be added monthly and reconciled to the general ledger if the council uses an accrual basis system. If the council’s records are maintained on a cash basis, the payments recorded in the subsidiary ledger account should be added monthly and reconciled to the general ledger.
Internal Control. Effective control and accountability must be maintained for all cash, real and personal property, and other assets. The councils and their regrantees must adequately safeguard all such property and must provide assurance that it is used solely for authorized purposes. They must also have systems in place that ensure compliance with the terms and conditions of any awards they administer.
Allowable Costs. The applicable OMB Cost Principles, the General Terms and Conditions for General Support Grants to State Humanities Councils, and the terms and conditions of award and regrant agreements will be followed in determining the reasonableness, allowability, and allocability of costs.
Source Documentation. Accounting records must be supported by such source documentation as canceled checks, bank statements, invoices, paid bill, donor letters, time and attendance records, activity reports, travel reports, contractual and consultant agreements, and subaward documentation. All supporting documentation should be clearly identified with the award identification number and name of the general ledger accounts which are to be charged or credited.
Formal agreements with independent contractors, such as consultants, must include a description of the services to be performed, the period of performance, the fee and method of payment, an itemization of travel and other costs which are chargeable to the agreement, and the signatures of both the contractor and an appropriate official of the council.
Cash Management. Councils shall normally draw down funds at least once a month and shall have procedures in place to ensure that award funds on hand do not exceed the council’s cash needs for a 30-day period. Councils shall also monitor the cash drawdowns of their regrantees to ensure that they conform substantially to the standards of timing and amounts set forth in Appendix A of these terms and conditions.
By law the NEH cannot support more than 50 percent of the costs of a state humanities council’s activities[.1] The balance of support may come from cash contributions to the council that are made from any source (including funds from other federal agencies), program income the council has earned, the allowable costs that a subrecipient incurs in carrying out a council‑funded project, and the value of in‑kind contributions that are made by a third party.
NEH has traditionally viewed cost sharing as a means to assure that a wide range of individuals and educational, cultural, and other organizations are involved in and meaningfully invested in a council's work. State humanities councils are strongest when they have a deep commitment to being a statewide organization at the same time as they are firmly rooted in local communities and involved with a broad range of citizens. For these reasons, NEH strongly encourages councils to meet their cost sharing requirements with a wide range of contributions and also strongly discourages state councils from meeting their cost sharing requirements with contributions from only a minimum number of regrantees.
[1]This requirement is modified for the four territorial councils covered under the Economic Development of Territories Act of 1984.
When the recipient’s cost sharing includes third-party in-kind contributions, the basis for determining the valuation of volunteer services (including board member time) and donated property or space must be documented and must conform to the principles set out below.
Volunteer services that are provided to the council or subrecipient by professional and technical personnel, consultants, and other skilled and unskilled labor may be counted as cost sharing if the service is an integral and necessary part of an approved project or program. Volunteer services shall be valued at rates consistent with those ordinarily paid for similar work within the recipient organization. If the council does not have employees performing similar work, the rates will be consistent with those ordinarily paid by other employers for similar work in the same labor market. In either case, a reasonable amount of fringe benefits may be included in the valuation.
Board members should value their donated services (time) at a standard rate per day. A rate of $520 per day or $65 per hour is considered a reasonable standard rate at this time. Board member service time may be valued at the members normal billing rate when a board member performs the services of his or her profession, such as a lawyer, accountant, etc. Any greater rate should be approved by the NEH’s Federal State Partnership.
When an employer furnishes the services of an employee, these services shall be valued at the employee’s regular rate of pay (plus an amount of fringe benefits that is reasonable), provided that these services involve the same skills for which the employee is normally paid.
The value of project related services that are provided without charge would be the fee the third party would normally charge for the service.
When procuring property or services under an NEH award, a council will follow the same policies and procedures it uses for procurements with its nonfederal funds, but these policies and procedures must adhere to the standards set forth below. Subrecipients of award funds are subject to the same policies and procedures as the recipient.
The council and its subrecipients will maintain a system for contract administration that ensures that contractors perform in accordance with the terms, conditions, and specifications of their contracts or purchase orders. Recipients shall evaluate contractor performance and document, as appropriate, whether or not contractors have met the terms, conditions, and specifications of the contract.
A written standard for awarding and administering contracts shall be maintained by the council and its subrecipients. No employee, officer, or agent of the council or subrecipient shall participate in the selection, or in the awarding or administration of a contract supported by federal funds, if a real or apparent conflict of interest would be involved. Such a conflict would arise when any of the following has a financial or other interest in the firm selected for a contract: the employee, officer, or agent; any member of his or her immediate family; his or her partner; or an organization which employs or is about to employ any of the preceding.
The officers, employees, and agents of a council or a subrecipient will neither solicit nor accept gratuities, favors, or anything of monetary value from contractors, or parties to subagreements. However, a council or a subrecipient may set standards governing when the financial interest is not substantial or the gift is an unsolicited item of nominal value. The standards of conduct shall provide for disciplinary actions to be applied for violations of such standards by officers, employees, or agents of the council or a subrecipient.
All procurement transactions will be conducted in a manner to provide, to the maximum extent practical, open and free competition. The council and subrecipient should be alert to organizational conflicts of interest or noncompetitive practices among contractors that may restrict or eliminate competition or otherwise restrain trade. In order to insure objective contractor performance and eliminate unfair competitive advantage, contractors that develop or draft specifications, requirements, statements of work, invitations for bids, or requests for proposals should be excluded from competing for such procurements. Awards shall be made to the bidder or offeror whose bid or offer is responsive to the solicitation and is most advantageous to the council or subrecipient, when price, quality and other factors are considered. Solicitations shall clearly set forth all requirements that the bidder or offeror must fulfill in order for the bid or offer to be evaluated by the council or subrecipient. When it is in the council’s or subrecipient’s interest to do so, any bid or offer may be rejected.
All councils and their subrecipients shall establish written procurement procedures that provide for, at a minimum, the following procedural requirements:
The council and subrecipient must ensure that all parties with whom they contract for goods or services are not debarred or suspended from doing business with the federal government (see Excluded Parties List System) when (1) the amount of the contract is $25,000 or more, or (2) the contract requires NEH consent, or (3) the contract is for federally-required audit services. The council and subrecipient are required to include a term or condition in the contract that requires the contractor’s compliance with Subpart C of 2 CFR Parts 180 and 3369.
The council and subrecipient shall make positive efforts to assure that small businesses, minority owned firms, and women’s business enterprises are used when possible. Organizations receiving federal awards shall take all the steps outlined below to further this goal. This shall include (i) placing qualified small and minority businesses and women’s business enterprises on solicitation lists; (ii) assuring that these businesses and enterprises are solicited whenever they are potential sources; (iii) contracting with consortiums of small, minority owned, or women’s business enterprises, when a contract is too large for one of these firms to handle individually; (iv) using the services and assistance, as appropriate, of such organizations as the Small Business Administration and the Department of Commerce’s Minority Business Development Agency; and (v) considering in the contract process whether firms competing for larger contracts intend to subcontract with small businesses, minority owned firms, and women’s business enterprises.
The type of procurement instrument used, e.g., fixed price contracts, cost reimbursable contracts, incentive contracts, purchase orders, will be determined by the council or subrecipient, but must be appropriate for the particular procurement and for promoting the best interest of the program involved. The “cost‑plus‑a‑percentage‑of‑cost” or “percentage-of- construction-cost” methods shall not be used.
Council contracts in excess of the simplified acquisition threshold must provide for
Access by the council, the NEH, the Comptroller General of the United States, or any other duly authorized representatives to any books, documents, papers, and records of the contractor which are directly pertinent to that specific contract for the purpose of making audit, examination, excerpts, and transcriptions.
All contracts, including small purchases, that are awarded by the council, its regrantees, and their contractors shall contain the provisions contained in Appendix B as applicable.
State humanities councils and regrantees that are subject to these general terms and conditions shall have audits performed that meet the requirements of OMB Circular A‑133. In addition, state humanities councils must comply with the CFDA 45.129 section of the OMB Compliance Supplement.
Financial records, supporting documentation, statistical records, and all other records pertinent to the award shall be retained by the council and regrantees for three years following the submission of the final Federal Financial Report.
If the three-year retention period is extended because of audits, appeals, litigation, or the settlement of claims arising out of the performance of the project, the records shall be retained by the council and regrantee until such audits, appeals, litigation, or claims are resolved. Unless court action or audit proceedings have been initiated, the recipient may substitute microfilm copies of original records.
The NEH, the Comptroller General of the United States, and any of their duly authorized representatives shall have access to any pertinent books, documents, papers, and records of the council and its subrecipients to make audits, examinations, excerpts, transcripts, and copies. Further, any contract in excess of the simplified acquisition threshold (currently $150,000) that is negotiated by the council for the purposes of carrying out award activities shall include a provision to the effect that the recipient, the NEH, the Comptroller General, or any of their duly authorized representatives shall have access for similar purposes to any records of the contractor that are directly pertinent to the award.
The Catalog of Federal Domestic Assistance (CFDA) profiles all federal award programs, projects, services, and activities which provide assistance or benefits to the American public and assigns each a specific number. The CFDA is jointly issued by the Office of Management and Budget and the General Services Administration. The CFDA number is important for tracking purposes and is also used by recipients and their auditors to identify the sources of federal awards covered by an OMB Circular A-133 audit. With each notification of funding, the NEH provides the relevant CFDA number to the recipient. The number appears at the bottom of the “Remarks” section of the “Official Notice of Action” for each new award or amendment. State councils must provide this number to their subrecipients.
The council may copyright any work that is subject to copyright and was developed, or for which ownership was purchased, under the award. Similarly, a regrantee may copyright any work that is subject to copyright and was developed, or for which ownership was purchased, under its regrant. The NEH reserves a royalty-free, nonexclusive, and irrevocable right to reproduce, publish or otherwise use these materials for Federal purposes and to authorize others to do so (see 2 CFR Part 215.36. Intangible Property, OMB Circular A-110).
“Federal purposes” include the use of award products in activities or programs undertaken by the federal government, in response to a governmental request, or as otherwise required by federal law. However, the federal government’s use of copyrighted materials is not intended to interfere with or disadvantage the recipient or assignee in the sale and distribution of the award product.
The NEH may request copies of an award product for non-profit use by other state humanities councils if the product forms an integral part of a council conducted program. These copies will be provided to the councils at the cost of reproduction and shipping, and no royalties or other fees will be charged.
Councils or regrantees that are awarded funds for experimental, developmental, or research work are subject to the regulations governing patents and inventions, including government-wide regulations issued by the Department of Commerce at 37 CFR Part 401, “Rights to Inventions made by Nonprofit Organizations and Small Business Firms Under Government Grants, Contracts and Cooperative Agreements.”
In addition, in response to a Freedom of Information Act (FOIA) request for research data relating to published research findings produced under an award that were used by the Federal Government in developing an agency action that has the force and effect of law, the NEH shall request, and the recipient shall provide, within a reasonable time, the research data so that they can be made available to the public through the procedures established under the FOIA. If the NEH obtains the research data solely in response to a FOIa request, the NEH may charge the requester a reasonable fee equaling the full incremental cost of obtaining the research data. This fee should reflect costs incurred by the agency, the recipient, and applicable subrecipients. This fee is in addition to any fees the agency may assess under the FOIA (5 U.S.C. 552(a)(4)(A)). For additional information and definition of terms, please see 2 CFR Part 215.36(d) Intangible Property, OMB Circular A-110.
Title to intangible property acquired under an award or subaward vests upon acquisition in the recipient. The recipient shall use that property for the originally authorized purpose and shall not encumber the property without the NEH’s approval. The NEH reserves the right to determine the disposition of the intangible property when it is no longer needed for the originally authorized purpose.
General support grants to state humanities councils are subject to the uniform administrative requirements of OMB Circular A‑110 (2 CFR Part 215). The standards set forth in these General Terms and Conditions for General Support Grants to State Humanities Councils and in the Financial Reporting Requirements are consistent with these administrative requirements.
Title VI of the Civil Rights Act of 1964, as amended, provides that no person in the United States shall, on the grounds of race, color, or national origin, be excluded from participation in, be denied the benefits of, or be subject to discrimination under any program or activity receiving federal financial assistance. (42U.S.C. 2000d et seq.) Title VI also extends protection to persons with limited English proficiency. Please note that NEH has issued policy guidance for recipients and subrecipients on “Title VI Prohibition Against National Origin Discrimination As It Affects Persons With Limited English Proficiency.”
The Age Discrimination Act of 1975 provides that no person in the United States shall, on the basis of age, be excluded from participation in, be denied benefits of, or be subject to discrimination under any program or activity receiving federal financial assistance. (42U.S.C. 6101 et seq.)
Section 504 of the Rehabilitation Act of 1973 provides that no otherwise qualified individual with a disability in the United States, shall, solely by reason of his/her disability, be excluded from participation in, be denied benefits of, or be subject to discrimination under any program or activity receiving federal financial assistance. (29U.S.C.794)
The Americans with Disabilities Act of 1990 (ADA) prohibits discrimination on the basis of disability in employment (Title I), state and local government services (Title II), places of public accommodation and commercial facilities (TitleIII). (42U.S.C.12101‑12213)
The Byrd Anti-Lobbying Amendment, 31 U.S.C. 1352, prohibits recipients of federal contracts, grants, and loans from using appropriated funds to influence the Executive or Legislative Branches of the Federal Government in connection with a specific contract, grant, cooperative agreement, loan, or any other award covered by §1352. 18 U.S.C. 1913 makes it a crime to use funds appropriated by Congress to influence members of Congress regarding congressional legislation or appropriations. Finally, 2 CFR Part 230, Appendix B.25. Lobbying, OMB Circular A‑122 designates the following as unallowable charges to grant funds or cost sharing: certain electioneering activities, financial support for political parties, attempts to influence federal or state legislation either directly or through grass‑roots lobbying, and some legislative liaison activities.
Therefore, any costs associated with lobbying activities will have to be recorded separately in a council’s books to ensure that they are not charged to award funds or to the council’s mandated cost sharing on its awards. Furthermore, any portion of the state humanities council’s membership dues that are paid to the Federation of State Humanities Councils from the NEH’s award funds or the council’s mandated cost sharing may not be used to support the Federation’s lobbying activities.
The NEH is required by the provisions of its appropriations act to include the text of 18U.S.C.1913 in all of its award, cooperative agreement, and contract documents.
State humanities councils and their institutional subrecipients are required to maintain a drug-free workplace in accordance with the Drug-Free Workplace Act of 1988, 41U.S.C. 701, and must comply with the drug-free workplace requirements contained at2 CFR Part 182 and the NEH regulations at 2 CFR Part 3373, Governmentwide Requirements for Drug-Free Workplace (Financial Assistance).”These regulations require recipients to
The OMB Guidelines to Agencies on Governmentwide Debarment and Suspension (Nonprocurement) contained in 2 CFR Parts 180 and the NEH regulations contained in 2 CFR Part 3369 apply to this award. The state councils must comply, and must require their subrecipients (for example, regrantees, fellows, seminar participants) and contractors as outlined below, to comply with Subpart C of these regulations.
Recipients are required to ensure subrecipient and contractor compliance by including a term or condition in the lower-tier transaction that requires the subrecipient and contractor’s compliance with Subpart C of these regulations. Recipients are also responsible for further requiring the inclusion of a similar term or condition in any subsequent lower tier covered transaction.
In the event of suspension or debarment, the information is made publicly available through the Excluded Parties List System , maintained by the U.S. General Services Administration.
Councils and subrecipients that employ professional performers and related or supporting professional personnel under an award (including but not limited to scriptwriters, actors, extras, musicians, stage hands, scenery designers, technicians, electricians, and cinematographers) are subject to the labor standards set forth in 29CFRPart 505, “Labor Standards on Projects or Productions Assisted by Awards from the National Endowments for the Arts and Humanities.” Councils and subrecipients are required to provide written assurance that
these employees will be paid, without subsequent deduction or rebate on any account, not less than the minimum compensation as determined in accordance with 29CFR505.3 to be the prevailing minimum compensation for persons employed to perform similar activities (for example, union or guild rates), and
no part of any project or production which is financed in whole or in part under an NEH award will be performed or engaged in under working conditions which are unsanitary, hazardous, or dangerous to the health and safety of the employee engaged in such project or production.
Construction or renovation projects funded by federal funds, in whole or in part, are subject in their entirety to the Davis-Bacon Act as amended (40 U.S.C. 276a through 276a‑5). Recipients are required by law to furnish assurances to the Secretary of Labor that all laborers and mechanics employed by contractors or subcontractors on NEH-supported construction projects shall be paid wages at rates that are not less than those prevailing on similar construction in the locality, as determined by the Secretary of Labor.
Native American Graves Protection and Repatriation Act of 1990 (25 U.S.C. 3001 etseq, and 43 CFR Part 10)
National Historic Preservation Act of 1966 (16 U.S.C. 470 et seq)
If a state council awards a regrant[2] with NEH funds that includes construction, renovation, repair, rehabilitation or ground or visual disturbances, the regrantee is required to comply with Section 106 of the National Historic Preservation Act of 1966, 16 U.S.C. § 470f, and its implementing regulations, 36 C.F.R. Part 800. Section 106 requires NEH to consider the effects of projects offered or awarded NEH funding on historic properties and, when applicable, to provide the Advisory Council on Historic Preservation an opportunity to comment on such projects.
Regrantees are required to obtain a written determination from their State Historic Preservation Officer (SHPO) and/or Tribal Historic Preservation Officer (THPO) as to whether there are any historic properties in or near the project site; how the NEH-funded project would affect any historic properties; and how any adverse effects might be avoided, minimized, or mitigated. Regrantees must also submit this determination to NEH, as well as any other materials NEH needs to successfully complete its Section 106 review of a project.
NEH cannot release any Federal funds and regrantees cannot begin any work involving construction, renovation, repair, rehabilitation, or ground or visual disturbance until NEH concludes its Section 106 review. For additional information about the Section 106 review process, you may wish to visit the following webpages: Section 106 of the National Historic Preservation Act and Frequently Asked Questions about Section 106.
[2] State councils may not use NEH general support grant funds for construction or renovation of council-owned facilities; see Article 9.
Councils and subrecipients are expected to publish or otherwise make publicly available the results of work conducted under an award. All publication and distribution agreements shall include provisions giving the government a royalty‑free, nonexclusive and irrevocable right to reproduce, publish, or otherwise use the material for government purposes and requiring the acknowledgment of NEH support. The publication shall also include the disclaimer contained in Article 3 of these general terms and conditions.
The text of the NEH Research Misconduct Policyis available online. Possible misconduct in activities funded by the NEH should be reported to the NEH Office of the Inspector General, 1100 Pennsylvania Avenue, NW, Washington, DC 20506, (202) 606-8350.
The state councils have the responsibility of ensuring that researchers and scholars working on NEH-sponsored projects (both council-conducted and regrants) related to Native Americans, Aleut, Eskimo, or Native Hawaiian peoples will adhere to certain provisions protecting the rights of native communities and peoples as detailed in the Code of Ethics for Projects Related to Native Americans.
A state humanities council that has received a notice of termination may request the NEH’s review of the termination action. The request must be postmarked no later than thirty days after the date of the termination notice and should be addressed to the Deputy Chairman, National Endowment for the Humanities, 1100 Pennsylvania Avenue, N.W., Washington, D.C. 20506.
The request for review must contain a full statement of the council’s position and the pertinent facts and reasons that support such a position. The Deputy Chairman will promptly acknowledge the request for review and appoint a review committee of at least three staff members. Pending the resolution of the review request, the notice of termination will remain in effect.
With the exception of reporting forms and methods of payment, the uniform administrative requirements of Office of Management and Budget Circular A‑110 apply not only to the state humanities councils but also to their regrantees. The administrative requirements that are most relevant to the councils’ regranting programs are included in this appendix.
Councils are to pay their regrantees on an advance basis, provided the regrantees’ financial management systems meet the standards for fund control and accountability found in Article 16 of these general terms and conditions. Awards of $500 or less may be paid in one installment, and the councils may advance a regrantee up to $10,000 for a three‑month period. When a regrantee’s cash needs exceed $10,000 for a three‑month period, advances will be limited to the regrantee’s anticipated cash expenditures for a thirty‑day period.
Councils may withhold a small amount of a regrant award (not more than 10 percent) if this is the only way to ensure the timely submission of final reports from the regrantee. Councils should take care that this delay in funding does not jeopardize the project or cause serious inconvenience to the regrantee. Final payment should be made promptly once the required reports are received.
Regrantees are not required to maintain advances of federal funds in interest‑bearing accounts unless they receive $120,000 or more in advances during their fiscal year. If a regrantee chooses to deposit these funds in an interest‑bearing account, it may retain the first $250 in interest earned each fiscal year. Interest earned in excess of this amount on funds advanced by a council shall be forwarded to the council and returned to the Department of Health and Human Services, as detailed in Article 5, “Payments, Interest and Refunds.”
All changes in the scope or the objectives of a project, the project director, or the duration of the project should be approved in writing by councils. Councils may also require that their approval be obtained before a regrantee may subcontract or transfer substantive project work.
Councils may require regrantees to seek approval for budget changes that involve the addition or deletion of budget items, the inclusion of costs that were specifically disallowed by the terms of the award, the transfer of funds allotted for training purposes, for example, participant stipends and fellowship awards, and the transfer of funds that were budgeted for direct costs to absorb increases in indirect costs or indirect‑cost type items.
When federal funding does not exceed $100,000, councils may not restrict regrantees from transferring funds among direct cost categories other than training, provided the scope or objectives of the project are not changed. Councils may, however, restrict the transfer of funds among direct costs categories when the federal share of funding exceeds $100,000 and the cumulative amount of the transfers exceeds or is expected to exceed 10 percent of the total budget, which would include cost sharing as well as award funds.
Councils may not require the submission of performance or financial reports more frequently than quarterly, and regrantees should be permitted to submit payment requests whenever they need award funds.
Regrantees shall have 30 days following the reporting period to submit interim reports and 90 days from the completion date of the regrant period to submit final reports.
Councils shall stipulate in their regrant agreements how the regrantee is to use program income earned during the award period. They may, if they wish, require that program income be deducted from the regrantee’s total allowable costs to determine net allowable costs or they may allow the income to be used as the regrantee’s cost sharing or to cover additional project costs.
Unless a council specifies in the award how income earned after the regrant period and income earned from license fees and royalties on patents and copyrights is to be used, the regrantee may dispose of that income in any way it chooses.
When a council requires regrantees to return program income earned after the regrant period, the amount of income returned should be proportionate to the council’s funding of the project.
Written procedures for the suspension and termination of regrants and the review of a termination action should be issued as a part of the terms and conditions of a council award.
The provisions of Article 3 apply to regrantees.
The provisions of Article 37 apply to regrantees.
The Nondiscrimination (Article 25), Lobbying Activities (Article 26), Debarment and Suspension (Article 28) ), Native American Graves Protection and Repatriation Act of 1990 (Article 30), National Historic Preservation Act of 1966 (Article 31), U.S. Constitution Day Education Program (Article 32), and Coordination of Geographic Information and Related Spatial Data (Article 33) requirements apply to regrantees.
Contracts issued by a council or its subrecipient shall contain the following provisions as applicable:
All contracts awarded by recipients and their contractors and subrecipients having a value of more than $10,000 must contain a provision requiring compliance with Executive Order 11246, entitled “Equal Employment Opportunity” as amended by Executive Order 11375, and as supplemented in Department of Labor regulations (41 CFR Part 60).
Copeland “Anti‑Kick Back” Act (18 U.S.C. 874)
All contracts and subawards in excess of $2,000 for construction or repair awarded by councils and subrecipients shall include a provision for compliance with the Copeland “Anti‑Kick Back” Act (18 U.S.C. 874) as supplemented in Department of Labor regulations (29 CFR Part 3). The Act provides that each contractor or subrecipient shall be prohibited from inducing, by any means, any person employed in the construction, completion, or repair of public work, to give up any part of the compensation to which he is otherwise entitled. The council shall report all suspected or reported violations to the federal awarding agency.
Davis‑Bacon Act (40 U.S.C. 276a to a-5)
All construction contracts awarded by the councils and subrecipients of more than $2,000 shall include a provision for compliance with the Davis‑Bacon Act as supplemented by Department of Labor regulations (29 CFR Part 5). Under this Act contractors shall be required to pay wages to laborers and mechanics at a rate not less than the minimum wages specified in a wage determination made by the Secretary of Labor. In addition, contractors shall be required to pay wages not less than once a week. The council shall place a copy of the current prevailing wage determination issued by the Department of Labor in each solicitation and the award of a contract shall be conditioned upon the acceptance of the wage determination. The council shall report all suspected or reported violations to the federal sponsoring agency.
Preservation of Open Competition and Government Neutrality Towards Government Contractors’ Labor Relations on Federal and Federally Funded Construction Projects (Executive Orders 13202 and 13208)
Recipients and subrecipients awarding new construction contracts shall ensure that neither the bid specifications, project agreements, nor other controlling documents for construction contracts shall:
require bidders, offerors, contractors, or subcontractors to enter into or adhere to agreements with one or more labor organizations, on the same or other related construction project(s) or forbid them from doing so; or
Where applicable, all contracts awarded by councils in excess of $100,000 for construction contracts and other contracts that involve the employment of mechanics or laborers shall include a provision for compliance with sections 102 and 107 of the Contract Work Hours and Safety Standards Act (40 U.S.C. 327‑330) as supplemented by Department of Labor regulations (29 CFR Part 5). Under section 102 of the Act, each contractor shall be required to compute the wages of every mechanic and laborer on the basis of a standard work day of 8 hours and a standard work week of 40 hours. Work in excess of the standard workday or workweek is permissible, provided that the worker is compensated at a rate of not less than 1½ times the basic rate of pay for all hours worked in excess of 8 hours in any calendar day or 40 hours in the workweek.
Contracts or agreements for the performance of experimental, developmental, or research work shall provide for the rights of the Government and the council in any resulting invention in accordance with 37 CFR Part 401 and any implementing regulations issued by the sponsoring agency.
Contracts and subawards of amounts in excess of $100,000 shall contain a provision that requires the recipient to agree to comply with all applicable standards, orders or regulations issued pursuant to the Clean Air Act of 1970 and the Federal Water Pollution Control Act as amended. Violations shall be reported to the federal awarding agency and the Regional Office of the Environmental Protection Agency (EPA).
Contractors who apply or bid for an award of $100,000 or more must file a certification with the council stating that they will not and have not used federal appropriated funds to pay any person or organization for influencing or attempting to influence an officer or employee of any agency, a member of Congress, officer or employee of Congress, or an employee of a member of Congress in connection with obtaining any federal contract, award, cooperative agreement, loan or any other award covered by 31 U.S.C. 1352. Such contractors must also disclose to the council any lobbying that takes place in connection with obtaining any Federal award.