FDP Non-Defense Agencies

The University of Wisconsin-Madison
Federal Demonstration Partnership
General Terms & Conditions
And/or
Agency Specific Requirements for Non-Defense Agencies
NSF, NIH, DOE, USDA, EPA

FDP General Terms & Conditions

OMB Circulars: references in the FDP Terms and Conditions

Agency Specific Conditions: FDP Terms do not apply to NSF cooperative agreements and fellowship awards.

Agency Type of Expenditures/Action Requirements How to Accomplish
NSF Pre-Award Costs (up to 90 days) Requires University prior approval Use WISPER to request Projects in Advance of Award
  No-Cost Time Extension Requires University prior approval Must be submitted through FastLane "Notifications and Requests"
  • 1st Request under FDP no later than 10 days prior to End Date
  • 2nd Request no later than 45 days prior to End Date
  Carryover of Unobligated Funds No prior approval necessary Automatic carryover from one funding period to the next within a project period; action initiated by RSP
  Change in Scope or Objectives NSF must give prior approval Must be submitted through FastLane "Notifications and Requests"
  Long-term Absence (greater than 3 months) or Change of PI NSF must give prior approval Must be submitted through "FastLane "Notifications and Requests"
  Relatedness of 2 or more projects Awarding agency must give prior approval; under no circumstances will NSF be identified as the lead agency Letter to the lead agency (majority funding) from PI requesting that two or more projects be determined to be related; signatures of PI and RSP
  Foreign Travel No prior approval necessary See foreign air travel regulations for federal projects
  Subcontracting No prior approval necessary Must be submitted through FastLane "Notifications and Requests"
  Equipment No prior approval necessary Must fit the definition of "equipment"
  Rebudgeting No prior approval necessary unless for reallocation of participant or trainee support or unless the rebudget represents a change in scope Prior approval for participant or trained support submitted through FastLane "Notifications and Requests"

National Institutes of Health applies FDP terms and conditions to Program Project award (P01), Research Career awards (Ks), Minority High School Student Research Apprentice Program awards (SO3) and all Research Project grants (Rs) except Phase I Small Business Innovation research (R43) and Small Business Technology Transfer (R41) awards. FDP terms do not apply to T32 training grants.

Agency Type of Expenditures/Action Requirements How to Accomplish
NIH Pre-Award Costs (up to 90 days) Requires University prior approval Use Form 88-1 "Request for Account Number in Advance of Award"
  No-Cost Time Extension Requires University prior approval See No-Cost Extension Guideliens
  Carryover of Unobligated Funds No prior approval necessary. However, non-modular balances that exceed 25% of total award require explanation of why funds were not used Automatic carryover from one funding period to the next within a project period; action initiated by RSP. Automatic carryover also allowed between project periods (competitive segments) of grants
  Change in Scope or Objectives NIH must give prior approval Letter to NIH Program Officer initiated by PI with signatures of PI and RSP
  Absence or Change of PI NIH must give prior approval Letter to NIH Program Officer initiated by PI with signatures of PI, Chair and RSP
  Relatedness of 2 or more projects NIH must give prior approval Letter to the lead agency (majority funding) from PI requesting that two or more projects be determined to be related; signatures of PI and RSP
  Foreign Travel No prior approval necessary See foreign air travel regulations for federal projects
  Subcontracting No prior approval necessary UW subcontracting policies must be followed
  Equipment No prior approval necessary Must fit the definition of "equipment"
  Rebudgeting No prior approval necessary unless project will incur patient care costs not previously approved by NIH or unless the rebudget represents a change in scope  
  Alterations and Renovations NIH must give prior approval if cost exceeds $300,000 Letter to NIH Program Office initiated by PI with signatures of PI, Chair and RSP

Department of Energy FDP terms and conditions are applicable to research and research-related grants. FDP terms do not apply to cooperative agreements, contracts or any other kind of transaction.

Agency Type of Expenditures/Action Requirements How to Accomplish
DOE Pre-Award Costs (up to 90 days) Requires University prior approval Use WISPER to request Projects in Advance of Award
  No-Cost Time Extension Requires University prior approval See No-Cost Extension Guideliens
  Carryover of Unobligated Funds No prior approval necessary unless the funds obligated are restricted year funds, (e.g. one year money) Automatic carryover from one funding period to the next within a project period; action initiated by RSP. Automatic carryover also allowed between project periods (competitive segments) of grants
  Change in Scope or Objectives DOE must give prior approval Letter to DOE Program Officer initiated by PI with signatures of PI, Chair and RSP
  Absence or Change of PI DOE must give prior approval Letter to DOE Program Officer initiated by PI with signatures of PI, Chair and RSP
  Relatedness of 2 or more projects DOE must give prior approval Letter to the lead agency (majority funding) from PI requesting that two or more projects be determined to be related; signatures of PI and RSP
  Foreign Travel No prior approval necessary See foreign air travel regulations for federal projects
  Subcontracting No prior approval necessary unless the subaward is more than 24% of the total dollars of the award UW subcontracting policies must be followed. If subaward is more than 25% of total award dollars, letter to DOE Program Officer initiated by PI with signatures of PI and RSP
  Equipment No prior approval necessary Must fit the definition of "equipment"
  Rebudgeting No prior approval necessary unless the rebudget represents a change in scope  
  Alterations and Renovations DOE must give prior approval if cost exceeds $300,000 Letter to DOE Program Office initiated by PI with signatures of PI, Chair and RSP

U.S. Department of Agriculture FDP conditions apply to all research and research-related grants. FDP conditions do not apply to building and facilities awards or cooperative agreements.

Agency Type of Expenditures/Action Requirements How to Accomplish
USDA Pre-Award Costs (up to 90 days) Requires University prior approval Use WISPER to request Projects in Advance of Award
  No-Cost Time Extension Requires University prior approval See No-Cost Extension Guideliens
  Carryover of Unobligated Funds No prior approval necessary unless the funds obligated are restricted year funds, (e.g. one year money) Automatic carryover from one funding period to the next within a project period; action initiated by RSP, automatic carryover also allowed between project periods (competitive segments) of grants
  Change in Scope or Objectives USDA must give prior approval Letter to USDA Program Officer initiated by PI with signatures of PI, Chair and RSP
  Absence or Change of PI USDA must give prior approval Letter to USDA Program Officer initiated by PI with signatures of PI, Chair and RSP
  Relatedness of 2 or more projects USDA must give prior approval Letter to the lead agency (majority funding) from PI requesting that two or more projects be determined to be related; signatures of PI and RSP
  Foreign Travel No prior approval necessary See foreign air travel regulations for federal projects
  Subcontracting No more than 50% of total dollars of the award may be subcontracted without prior written approval of the ADO. No subcontracts to a Federal agency without prior approval Letter to Authorized Departmental Office (ADO) from PI signed by PI and RSP
  Equipment No prior approval necessary Must fit the definition of "equipment"
  Indirect Costs When indirect costs are liimited, the indirect costs allowable will be the lessor of 1) the federally negotiated rate, or 2) the limit identified int he USDA statutory language Contact your dean's office for help
  Tuition Remission Unallowable for certain types of awards Check award type
  Rebudgeting No prior approval necessary unless the rebudget represents a change in scope  

Environmental Protection Agency FDP terms and conditions do not apply to contracts.

Agency Type of Expenditures/Action Requirements How to Accomplish
EPA Pre-Award Costs (up to 90 days) Requires University prior approval Use WISPER to request Projects in Advance of Award
  No-Cost Time Extension Requires University prior approval See No-Cost Extension Guideliens
  Carryover of Unobligated Funds No prior approval necessary Automatic carryover from one funding period to the next within a project period; action initiated by RSP, automatic carryover also allowed between project periods (competitive segments) of grants
  Change in Scope or Objectives EPA must give prior approval Letter to EPA Program Officer initiated by PI with signatures of PI, Chair and RSP
  Absence or Change of PI EPA must give prior approval Letter to EPA Program Officer initiated by PI with signatures of PI, Chair and RSP
  Relatedness of 2 or more projects EPA must give prior approval Letter to the lead agency (majority funding) from PI requesting that two or more projects be determined to be related; signatures of PI and RSP
  Foreign Travel EPA prior approval necessary Letter to EPA from PI requesting approval for foreign travel signed by PI and RSP
  Subcontracting No prior approval necessary UW subcontracting policies must be followed
  Equipment No prior approval necessary Must fit the definition of "equipment"
  Rebudgeting No prior approval necessary unless the rebudget represents a change in scope