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Grant Management

General Information on NEH Fellowships (Including NEH/Japan-U.S. Friendship Commission Fellowships), 2009-2010

The deadline for accepting 2009-2010 NEH Fellowships is February 27, 2009.

Part One of this document describes the terms and conditions governing NEH Fellowships, including NEH/Japan-U.S. Friendship Commission Fellowships.

Part Two provides specific information on tenure, stipends, and payment procedures and instructions for completing the acceptance form.

We welcome your questions and comments. You can contact the Fellowships Program staff by calling (202) 606-8200, by writing us at the address listed above, or by sending us e-mail at fellowships@neh.gov. Because our regular mail deliveries are often delayed, we ask that you e-mail or fax your intention to accept or decline the fellowship as soon as possible. Your paperwork may follow later.

PART ONE: TERMS AND CONDITIONS OF AWARD

  1. Full-time Study: You are expected to devote full time during your fellowship tenure to the proposed project. You may not accept teaching assignments or engage in other activities that divert you from that project. However, you may attend conferences related to your fellowship work and give presentations on it. If you are considering any other activity during your fellowship tenure, you must first consult with the Fellowships Program staff to determine whether the proposed activity is permissible.

    Japan-U.S. Friendship Commission Fellowships may not be held part time under any circumstances. NEH Fellowships, however, may be held part time under exceptional circumstances. Part‑time study is defined as any amount of released time between half time and full time and may be elected for either part or all of the period of the fellowship tenure. Part-time fellowships must be the equivalent of six to twelve months of full-time work. For example, a twelve-month fellowship could be held half time over twenty-four months or three-quarters time over sixteen months. If you are seeking a part-time fellowship, please contact the Fellowships Program staff before accepting your award.

  2. Project Changes: You may make minor changes in your proposed project without consulting the Endowment. However, any significant change must be approved in advance. You should describe and justify the changes to the Endowment in writing so that the Endowment can determine whether the new plans fall within the intent of the award.
  3. Work Leading toward Degrees: You may audit courses and seminars pertinent to your fellowship project, but you may not enroll in a degree program or engage in work you intend to apply toward a degree either now or later.
  4. Resignation or Termination: Your fellowship may be terminated by the Endowment if, for any reason, you resign or discontinue the proposed program before the end of the tenure period or fail to observe the terms and conditions of the award. If you resign before the end of the tenure period, you must return any funds received over and above those to which you are entitled.

    If during the course of your fellowship you are unable to meet the terms of the award, then you are obliged to inform the Endowment immediately so that appropriate action may be taken. Because stipend payments are made in advance, it may be determined that a portion of the stipend must be returned to the Endowment; if this is the case, the Endowment will inform you of the amount that must be repaid, the basis for the calculation, and the date by which repayment must be made.

  5. Final Report: You must submit a final report on activities accomplished with your NEH award. This report can be completed online at www.neh.gov/online/fellowships.asp. If you do not have access to the Internet, please request a printed or electronic copy of the fellowship final report form by calling (202) 606-8494 or e-mailing GrantManagement@neh.gov. The final report is due within ninety days after the conclusion of tenure.
  6. Prohibition on the Use of Funds for Lobbying Activites: The Byrd Anti-Lobbying Amendment, 31 U.S.C. 1352, prohibits recipients of federal contracts, awards, cooperative agreements, and loans from using appropriated funds to influence the Executive or Legislative Branches of the federal government in connection with a specific contract, award, 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, the following are unallowable charges to award 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.

    The NEH is required by the provisions of its appropriations act to include the text of 18 U.S.C. 1913 in all of its award, cooperative agreement, and contract documents.

    Text of 18 U.S.C. 1913:

    No part of the money appropriated by any enactment of Congress shall, in the absence of express authorization by Congress, be used directly or indirectly to pay for any personal service, advertisement, telegram, telephone, letter, printed or written matter, or other device, intended or designed to influence in any manner a Member of Congress, a jurisdiction, or an official of any government, to favor, adopt, or oppose, by vote or otherwise, any legislation, law, ratification, policy, or appropriation, whether before or after the introduction of any bill, measure, or resolution proposing such legislation, law, ratification, policy, or appropriation; but this shall not prevent officers or employees of the United States or of its departments or agencies from communicating to any such Member or official, at his request, or to Congress or such official, through the proper official channels, requests for any legislation, law, ratification, policy, or appropriations which they deem necessary for the efficient conduct of the public business, or from making any communication whose prohibition by this section might, in the opinion of the Attorney General, violate the Constitution or interfere with the conduct of foreign policy, counter-intelligence, intelligence, or national security activities. Violations of this section shall constitute violations of Section 1352(a) of Title 31.

  7. Research Misconduct: NEH will take appropriate action against individuals or organizations upon a determination that misconduct has occurred in proposing, performing, or reviewing research or reporting results from research activities funded by NEH in accordance with NEH's Research Misconduct Policy.
  8. Publishing as a Result of Your NEH Fellowship: Although there is no formal requirement that you publish the results of your investigations, most fellows intend to do so. You may copyright any material produced as a result of fellowship activities, and you may make the results of your work available to the public without restriction.
  9. For NEH Fellows only: All materials publicizing or resulting from activities accomplished under an award must contain an acknowledgment of NEH support. The acknowledgment must also include the following statement: “Any views, findings, conclusions, or recommendations expressed in this (publication) (program) (Web site) do not necessarily reflect those of the National Endowment for the Humanities.” One copy of all award products should be forwarded to the Endowment as soon as they are available, no matter how long after tenure the work may appear.
  10. For NEH-JUSFC Fellows only: All materials publicizing or resulting from activities accomplished under an award must contain an acknowledgment of NEH and JUSFC support. The acknowledgment must also include the following statement: Any views, findings, conclusions, or recommendations expressed in this (publication) (program) (Web site) do not necessarily reflect those of the National Endowment for the Humanities or the Japan-U.S. Friendship Commission. One copy of all award products should be forwarded to the Endowment and one copy to the JUSFC as soon as they are available, no matter how long after tenure the work may appear.
  11. Medical Insurance and Other Fringe Benefits: The Endowment provides neither medical insurance nor any other fringe benefits for fellows. It is therefore recommended that you continue your existing medical insurance or other benefit programs in which you are participating. Unemployment compensation and Social Security insurance are not covered because fellows are not employees of the U.S. Government.
  12. Income Tax: The tax laws governing fellowship awards were amended by the Tax Reform Act of 1986, and the Internal Revenue Service (IRS) and the courts decide the extent to which a particular award is taxable. The Endowment does not withhold taxes from stipends. Neither does the Endowment send to Fellows an IRS form W-2 or IRS form 1099. You should familiarize yourself with the tax laws to determine the tax liability of your fellowship stipend and whether you are entitled to deduct any expenses in connection with your fellowship. The IRS has not advised the Endowment concerning tax treatment of fellowship awards, and NEH cannot provide tax advice or answers to tax questions.
  13. Activities Outside the United States: Prior to undertaking activities outside the United States, recipients shall secure the necessary passports, visas or other required documents for entry into foreign countries. Recipients shall also obtain the appropriate licenses, permits, or approvals. The recipient must notify the NEH if a permit is denied or revoked after an award has been issued, or if an unforeseen circumstance, such as a natural disaster or political turmoil, threatens or prevents the recipient from carrying out project activities.

    The NEH does not assume responsibility for recipient compliance with the laws and regulations of the country in which work is to be conducted.

    Recipients should consult the updated travel advisories and warnings issued by the State Department through the American Citizens Services at 202-647-5225 or fax service 202-647-3000 or at the State Department’s website.

PART TWO: INSTRUCTIONS FOR THE ACCEPTANCE FORM

The acceptance form is used to accept an NEH Fellowship, specify the account into which your payments should be deposited, and indicate the exact dates of your fellowship tenure. You should retain a copy of the completed form for your records and notify the Fellowships Program whenever you make modifications to the arrangements agreed to by the Endowment. The acceptance form must include the following information:

  1. Application Number,: Your application number, a combination of a two-letter prefix (FA, FB, or FO) plus five digits, can be found on your offer letter.
  2. Name
  3. Social Security Number
  4. Mailing Address, Home and Office Phone Numbers, and E-Mail Address
  5. Period of Fellowship Tenure: Tenure must cover an uninterrupted period of from six to twelve full months. The earliest that you may begin tenure is January 1, 2009. The latest that you may begin tenure is July 1, 2010.

    The final amount of the stipend is based on the number of months you requested in your application. For each full month of tenure, the NEH pays $4,200. Thus, a fellowship for 12 months would carry a stipend of $50,400 ($4,200 X 12 months). NEH does not allow its fellows to increase the length of their awards from that mentioned in their applications; fellows may, however, decrease the length of their awards from that mentioned in their applications.

    You should be certain of the tenure period entered on the acceptance form so that no changes will be required at a later date. The dates of tenure given on the acceptance form may be different from the dates requested in the application. Please note that tenure must begin on the first day of the month and end on the last day of the month.

    While you may hold other fellowships (e.g., sabbaticals and supplemental grants) or grants during fellowship tenure, you may not hold other awards from the NEH Division of Research Programs during the fiscal or calendar year or years in which you hold an NEH fellowship.

  6. How would you like the stipend paid? Fellowship stipends are paid in installments and prorated according to the length of tenure. Typically, the first payment is made at the beginning of the tenure period and subsequent payments are made every third month through the tenure of the award. The payment schedule and amounts for your particular award will be provided with the letter officially awarding the fellowship.

    All payments are made electronically by the U.S. Treasury Department and can be deposited either in your bank account or in your employing institution’s bank. Please indicate the option you prefer. Please choose only one.

    Payments electronically deposited into your checking or savings account using the Automated Clearing House (ACH) system. If you choose this option, you must supply NEH with either your bank's ACH routing information or a voided check (a deposit slip is not acceptable) when you return your acceptance form.

    Payments electronically deposited into an account of your employing institution also using the Automated Clearing House (ACH) system. Some institutions are willing to continue paying fringe benefits if payments are made through them. If you think that this opportunity is available to you, please consult with your employing institution and complete the bank transit information.

    Please note that payments cannot be sent to foreign addresses. Recipients living abroad must have deposits made to a bank in the United States.

  7. Do you need your first payment early? You may receive your first payment thirty days before tenure begins if, for example, you anticipate major travel expenses early in your tenure. However, no payment can be made before January 1, 2009.
  8. Do you need a larger first payment? If you have particularly high initial expenses, you may receive a larger first payment to cover them.
  9. Acceptance and Certification: You must accept or decline the offer of a 2009-2010 NEH Fellowship not later than February 27, 2009. To accept the award, you must complete and submit the acceptance form by this deadline.