Federal Checklist for FDP Agencies

Current Federal Checklist for FDP* Agencies
CAUTION: Follow agency approval requirements in your award document. Use this checklist ONLY for situations that do NOT have specific approval requirements cited in your award document.
Item Y/N Agency Approval Required? FDP
Salary and Wages
Change in Scope
YES
All agencies
25.(b)(1)
Absence or Change of PI
YES
All agencies
25.(b)(2)
Travel
Foreign Travel
NO
All agencies except ARO and EPA
A-21 Appendix B
YES
ARO and EPA – Prior written approval if not identified in budget.
Use of non-U.S. airline
NO
All agencies unless specific conditions in Appendix B, Page 9 are met
A-21 Appendix B
Subcontract
Substantial contracting-out
of work
YES
All agencies – with special notes on DOE, NIH and USDA:

  • DOE – if transfer of work represents more than 25% of effort – or – transfer represents a change of scope (Article 2)
  • NIH – if transfer of work represents a change of scope – or – the transfer is to a foreign entity
  • USDA – Requires prior written approval when more than 50% of total dollars is subcontracted
25.(b)(4)
NO
  • DOE – if transfer of work is 25% or less of effort – or – transfer does not represent a change of scope (Article 2.)
  • NIH – if transfer of work does not represent a change of scope – and – the transfer is not to a foreign entity
  • USDA – when 50% or less of total dollars is subcontracted
Contracting out to Federal Agency
NO
All agencies except USDA
25.(b)(4)
YES
USDA – requires prior written approval
Equipment
Equipment > $5,000 threshold
NO
All agencies except ARO
27.(a)(1)
YES
ARO
Budget
Budget carry-forwards > 25% of total award
NO
All agencies except NIH and one circumstance for DOE
NIH & DOE Agency Specifics
YES

NIH – requires agency review including specified grant mechanisms named in agency terms

DOE – requires prior agency approval if award funds are restricted to one year (Article 2)

Rebudgeting of patient care costs
NO
All agencies except NIH
NIH Agency Specific
YES
NIH – requires agency notification
Rebudgeting of participant/trainee support allowances
NO
All Agencies except NSF
Article 25.(c)(7)
YES
NSF – for reallocation of any participant/trainee support costs
Purchase of real property
YES
All agencies
A-21 Article 32
Interest for late payment to contractor
YES
All agencies except DOE
NO
DOE
Payment of consultant fee > Federal Executive Level IV
YES
All agencies except EPA, NASA, and NSF
A-21 Appendix B – p. 9
NO
EPA, NASA, and NSF
Purchase of dogs/cats for research
YES
All agencies except AMR
A-21 Appendix B – p.14
NO
AMR – if restricted in award document
Other
Preaward costs up to 90 days
NO
All agencies
25.(c)(1)
No-cost extension up to one year
NO
EPA*; NASA; NIH*; NSF; AMR; DOE*; & USDA
*See exceptions below
25.(c)(1)
YES
AFOSR; ARO; ONR*Exceptions requiring approval:

  • NIH – on specified grant mechanisms
  • EPA – if project period would exceed 5 yrs. with extension
  • DOE – for no-cost time extension & carry forward of unobligated balances when award funding was restricted to one year
Alteration/ Renovation > $25,000
YES

All agencies except only under certain conditions for NIH
Notes:

  • NIH – requires approval only if request exceeds $300,000
  • ARO requires approval even if source of funds is cost-sharing
  • No USDA funds may be used for renovations
27.(a)(1)(v)
NO NIH – if $300,000 or less
Effective September 1, 2010

FDP member agencies: Air Force Office of Scientific Research (AFOSR); Army Research Office (ARO); Army Medical Research (AMR); Department of Energy (DOE); Environmental Protection Agency (EPA); NASA; National Science Foundation (NSF); National Institutes of Health (NIH); Office of Naval Research (ONR); and Department of Agriculture CSREES (USDA).