USDA Guidance Document

USDA

GENERAL TERMS & CONDITIONS

http://www.nsf.gov/pubs/policydocs/rtc/agencyspecifics/nifa_1113.pdf

• REPORTING: 
   
  •  Annual progress reports must be completed at REEport 90 calendar days after the award’s anniversary date for all funding years including the last year of funding.
     
  • Final reports must be submitted within 90 calendar days after the award’s termination date.
    
    Questions regarding reporting requirements should be directed to:  REEport@nifa.usda.gov
     

Access to REEport: http://portal.nifa.usda.gov
 

• NO-COST EXTENSION:
   

•  First – UMass can approve one no cost extension (of up to 12 months) under expanded authority.  Requests can be sent via email to opam@umass.edu at least 20 days prior to the then current grant end date and must provide a specific new end date and a justification for the extension.

• Subsequent – no cost extensions require approval from USDA and should be submitted to OPAM at opam@umass.edu at least 45 days prior to the then current grant end date.   The letter of request should be signed by the PI and include the following:    

• A specific revised end date.
• A summary of progress to date (a most recent “Research Work Unit/Project Description Progress Report,” Form AD-421 will suffice) and a justification as to why additional time is needed.
• An estimate of funds expected to remain unobligated on the current termination date.
• A projected timetable to complete the portion(s) of the project for which the extension is being requested.
   

• BUDGET REVISIONS: 
   
  • Requiring USDA approval:  The PI should prepare a letter of request with supporting documentation and submit to OPAM at opam@umass.edu who will review and forward to USDA as appropriate.  If questions, please contact your award administrator for further guidance.

• Changes resulting from a significant change in the level of effort for the PI or any Co-PI’s
• Change that results from a change in the scope of the project
• Addition of a subcontract
• Any change between budget line items exceeding 10% of total budget.
   

• Other Budget Revisions
   Normally do not require USDA approval but may require a justification for the record.  Contact your grant accountant for guidance.   
   

• CARRY FORWARD
  
  Any unobligated balance of funds which remains at the end of any funding period, except the final funding period of the project, shall be carried over to the next funding period.

• PRIOR APPROVAL ACTIONS/REQUESTS:

 The following require the prior approval of USDA.The PI should prepare a letter of request with supporting documentation and submit to OPAM at opam@umass.edu who will review and forward to USDA as appropriate.  If questions, please contact your award administrator for further guidance. 

• PI Transfer
• Change PI or Add/Change Co-PI or withdrawal of PI/Co-PI
• Significant change in level of effort for PI or Co-PI (25% or greater reduction in time devoted to the project.)
• Addition of a subcontract
• Change in objectives or scope
• USDA approved no-cost extensions (2^nd extension or late request for 1^st extension)
• Long term absence of PI or Co-PI.  This approval must be sought from USDA in all cases of the PI/Co-PI being away on sabbatical, maternity/paternity leave, medical leave, etc., even if the PI/Co-PI intends to keep in communication with the project.  Part of that approval is how the project will run while the PI/Co-PI is away.
• Pre-award costs in excess of 90 days
• Rearrangement or Alterations of $25,000 or more.
   

• GRANTEE NOTIFICATION TYPES: The PI should prepare a letter of request with supporting documentation and submit to OPAM at opam@umass.edu who will review and forward to USDA as appropriate.  If questions, please contact your award administrator for further guidance.

• Granted approved No Cost Extension (1^st extension)

• Short term absence (up to 3 months)
• Significant Changes/Delays or Events of Unusual Interests
• Significant changes in Methods/Procedures
• Conflicts of Interest

FAQ’s:  http://www.nifa.usda.gov/home/faq_grant_management.html

• TUITION CHARGES:  Be aware that some USDA awards do not allow student associated fees (tuition charges, etc.) and the restrictions will be noted in the award document.