NON-REIMBURSABLE TECHNICAL ASSISTANCE BY NIST
Sections
5.04.01
PURPOSE
This subchapter states the guidelines for and prescribes the procedures
to be followed in carrying out, recording, and reporting non-reimbursable
technical assistance. For reimbursable work, see Subchapter 5.12, Contract
Research Performed by NIST for Non-Federal Parties.
5.04.02
SCOPE
The provisions of this subchapter apply to all NIST employees.
5.04.03
POLICY
It is NIST policy to provide non-reimbursable technical assistance
when the performance of such services in no way impedes the accomplishment
of NIST objectives and when they may be of benefit to and in support of
the NIST mission. NIST staff may not collect a fee for these or related
services on a private basis. Such services may be undertaken only as a
part of their regular duties, subject to management approval.
5.04.04
DEFINITION
Technical assistance is the provision of assistance or information
in response to inquiries from another NIST organizational unit, another
federal agency, a non-federal government organization, or the general public.
The time spent is usually of short duration. It may include one or more
written responses, a telephone call, discussions with a visitor to NIST,
visits to a non-NIST site, or a combination of several of these situations.
More than one individual may be involved in providing technical assistance.
5.04.05
CRITERIA
a. NIST receives numerous requests for advice and assistance on problems
relating to areas falling within the NIST mission. These requests are not
continuous, predictable, or of significant magnitude to require reimbursable
agreements. Before providing technical assistance on a non-reimbursable
basis, each supervisor should make the following determinations:
(1) The assistance is not of a magnitude to require cost recovery (see Section 5.04.06);
(2) The assistance does not impede the accomplishment of the objectives of work on funded projects; and
(3) The assistance provides a means of exchanging information of mutual benefit.
b. Unless special cost centers are established, non-reimbursable technical
assistance services are to be charged to a cost center most closely related
to the activity.
5.04.06
RESPONSIBILITIES
a. Supervisors are responsible for being aware of any significant
total and individual non-reimbursable technical assistance performed by
their staff. Services are deemed significant as outlined below:
(1) Any single request for technical assistance requiring the equivalent of eight hours.
(2) If numerous requests are received routinely from the same source, non-reimbursable technical assistance that cumulatively total 10 percent (4 hours) of an individual staff member's time per week are deemed significant.
(3) Numerous requests, regardless of source, for non-reimbursable technical assistance that cumulatively total 15 percent (6 hours) of an individual staff member's time per week shall be deemed significant.
b. Division chiefs have the responsibility for establishing guidelines or procedures to be followed by their staff and have final responsibility for the waiver of charges for all technical assistance provided by their staff. Depending on the extent of this activity, organizational units may initiate the following actions:
(1) Establish an STRS technical assistance cost center against which expenses for non-reimbursable assistance services are charged;
(2) Develop specific instructions and procedures for clearing, reporting, and keeping records of significant total and individual non-reimbursable technical assistance provided by each staff member; and
(3) If routine records are not kept, periodically assess the magnitude of technical assistance services to obtain a reasonable estimate of these activities for the purpose of ensuring proper management of staff and other resources.
c. The NIST Director, NIST Deputy Director, or OU Director (or
their designees) may from time to time require division chiefs to provide
reports on the extent and nature of their technical assistance services
to assess the overall OU or NIST activities. This information must be provided
from existing records or appropriately conducted surveys.