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Grant Management

NEH Fellowships Terms and Conditions

(Including NEH/Japan-U.S. Friendship Commission Fellowships)

Please note that NEH requires successful applicants who have an institutional affiliation to notify their department chair, chief academic officer, and director of sponsored research of the offer.

To accept the award, you must complete, print, manually sign, and return the NEH Fellowships Acceptance Form to the NEH Fellowships Program by either scanning and e-mailing it to fellowships[at]neh[dot]gov or faxing it to (202) 606-8204 by the deadline indicated in your offer letter.  If you have questions, contact the Fellowships Program at (202) 606-8200.

Terms and Conditions of Award

A.   Time Commitment:  Full-time commitment to your project is expected during your fellowship term.  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 term, you must first consult with the Fellowships Program staff to determine whether the proposed activity is permissible.

NEH Fellowships may be held part time only under exceptional circumstances.  Note that teaching and most administrative duties (e.g., serving as department chair) are not considered exceptional circumstances.  Japan-U.S. Friendship Commission Fellowships may not be held part time under any circumstances.  If you have questions, please contact the Fellowships Program staff before accepting your award.

B.  Concurrent Funding:  You may hold other non-NEH fellowships (e.g., sabbaticals and supplemental funding) or grants for the same project as your NEH-supported project during your fellowship term.  You may not, however, accept or hold more than one NEH individual award (e.g., Fellowship, Public Scholar, or Summer Stipend) in a given fiscal year.  Nor may you work on a project supported by an NEH institutional award as either a project director or participant while holding an NEH individual award.  NEH fellowships require continuous, full-time work.  In some cases there are additional restrictions.  Please contact staff before accepting your award if you have questions about multiple awards.

CActivities Outside the United States: It is your responsibility to secure the necessary passports, visas, licenses, permits, and approvals or other required documents prior to undertaking activities outside the United States.  You 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 you 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.

You 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 Web site.        

D.  Changes in Project Scope or Plan of Work:  Your project must be consistent with the scope of the proposal that NEH has approved for funding. The scope of a project encompasses the purpose for which the award is undertaken, the subject matter, the treatment of the subject matter, the plans for travel, and the products that are expected to result. You must also adhere to the plan of work you specify when you accept the award, including the period of the award and your time commitment to the project (full- or part-time) during that period. You must describe and justify in writing any proposed changes in your project's scope or your plan of work so that NEH can determine whether they fall within the intent of the award.

E.  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.

F.  Resignation or Termination:  Your fellowship may be terminated by NEH if, for any reason, you resign or discontinue the proposed program before the end of the fellowship term or fail to observe the award’s terms and conditions.  If you resign before the end of your term, 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 NEH 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 NEH; if this is the case, NEH will inform you of the amount that must be repaid, the basis for the calculation, and the date by which repayment must be made.

G.  Final Report: You must submit a final performance report on activities accomplished with your NEH award. This report is due within 90 days after the conclusion of your term. A final financial report is not required.

The final performance report must be submitted electronically via eGMS Reach, NEH's online grant management system at https://securegrants.neh.gov/egms-reach.   At the welcome screen, enter your eGMS Reach username, which appears in parentheses next to your name in the "RECIPIENT CONTACTS” box of the Official Notice of Action that will be included with your award letter. Then click “Sign in help,” select the appropriate radio button, and click “Send.”  An e-mail message will be sent to you with a link to create a new password.  Once in eGMS Reach, follow the prompts for writing and submitting your final report.

H.  Acknowledgment of NEH:  All materials publicizing or resulting from activities accomplished under an award (e.g., books or articles) 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) (website) do not necessarily reflect those of the National Endowment for the Humanities.”

For NEH-JUSFC (Japan-U.S. Friendship Commission) Fellows only:  All materials publicizing or resulting from activities accomplished under an award (e.g., books or articles) must contain an acknowledgment of JUSFC (Japan-U.S. Friendship Commission) and NEH support. (It is the JUSFC that pays for the awards made in the Advanced Social Science Research on Japan program; the NEH manages the selection process and administers the awards.) The acknowledgment must also include the following statement: “Any views, findings, conclusions, or recommendations expressed in this (publication) (program) (website) do not necessarily reflect those of the Japan-U.S. Friendship Commission or the National Endowment for the Humanities.” 

I.  Sending Products to NEH:  One copy of all award products should be forwarded to NEH as soon as they are available, no matter how long after grant completion the publication may appear.

► For NEH-JUSFC Fellows only: Two copies of all NEH-JUSFC fellowship products should be sent to NEH as soon as they are available, no matter how long after grant completion the publication may appear.  One copy of all publications will be forwarded by NEH to the Japan-U.S. Friendship Commission.

J.  Copyright:  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 from NEH.

K.  Research Misconduct:  NEH may 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 the NEH Research Misconduct Policy.

L.  Prohibition on the Use of Funds for Lobbying Activities:  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.

M.  Medical Insurance and Other Fringe Benefits:  NEH provides neither medical insurance nor any other fringe benefits for fellows. It is therefore recommended that you continue the 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.

N.   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.  NEH does not withhold taxes from stipends.  Neither does NEH 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 NEH concerning tax treatment of fellowship awards, and NEH cannot provide tax advice or answers to tax questions.      

O.  Payment Procedures: Once your completed and signed acceptance form is received by NEH (see Acceptance Form and Instructions), you will be sent an award letter that includes the payment schedule and instructions explaining how to submit your banking information to the NEH Accounting Office. We ask that you do not submit your banking information until you receive your award letter.  At that time, you will be required to submit to the NEH Accounting Office the ACH Vendor/Miscellaneous Payment Enrollment Form (Standard Form 3881).  To do this, you will complete the form and print a copy for signature (the signature must be hand written, not typed) by the authorized certifying official at your institution’s bank (if you choose deposit to your institution’s account) or at your own bank (if you choose deposit to a personal account).  Return the signed form to the NEH Accounting Office either by scanning and e-mailing it to SF270-paymentrequest[at]neh[dot]gov or by faxing it to 202-688-2613.  Your NEH-assigned award number (beginning with FEL or FO) must be on the ACH form (under “Agency Information”) for payment to be made.