Not-To-Exceed (NTE) Date: An NTE date is an expiration date on the NED record itself, and it is important to note that the NTE date is completely unrelated to and different from the ID Badge Expiration Date. NTE dates in NED are found under "NIH Work Info." NTE fields may be used as a way to automatically deactivate an individual's NED record only if the individual will be at the NIH for a pre-determined length of time. If a NED record has an NTE date assigned to it, then the record will be automatically deactivated when that date occurs. This will deactivate not only the ID badge, but also the person’s NED record, and NIH network account. 

Many AOs use the NTE date field as a way to automatically deactivate someone’s NED record if they know the person will only be at NIH for a pre-determined length of time. However, if the person will be staying at NIH beyond this date, the NTE date field must be updated or the NED record will be deactivated when the date occurs. Please note: the NTE Date field is an optional field in NED. If someone’s NED record is deactivated by an NTE date, the entire record will need to be re-established in the NED system and a new ID badge must then be requested. If an administrative officer (AO) chooses to enter an NTE date, it is important that the NTE date is accurate. Otherwise, if an AO is unsure of the date, then keep the date blank in NED.

Please note: The NTE date is only required for NED records with no badge or account. For this type of NED record, the NTE must be a date less than 365 days from the day the AO enters the record. Otherwise, NTE field are still optional and encouraged to be left blank. AOs may choose to have an NTE field filled out for contractors and fellows, but individuals who are considered Full-Time Equivalent (FTEs) do not have NTEs, since they are permanent employees.

ID Badge Expiration Date: An ID Badge Expiration date is the expiration date of an individual's ID badge itself, which is separate from the NED record. The ID Badge Expiration field is found in NED under "NIH Service Info." ID Badge Expiration dates are required fields and will default to five years unless determined by an AO to be shorter in length when requesting an ID badge in NED (or by DPSAC during the badge issuance process). 

ID badge renewal tasks are auto-generated by the NED system approximately six weeks prior to the badge expiration date. If the badge is not renewed before the expiration date printed on the badge, the badge will be automatically deactivated by the NED system. Badge renewal tasks appear in the AO’s NED Inbox 42 days before the badge expiration date. AOs also have the ability to “force renew” an ID badge that is within six months of expiration. To initiate an early renewal, the AO can simply select the “Renew Badge” task in NED. For more information on how ID Badge Expiration Dates differ from Not-To-Exceed (NTE) Dates, please see this chart.

DIS Validation End Date: DIS also enters a DIS Validation End Date (DVED) for Foreign Nationals working at NIH who are not permanent residents. This date indicates how long the person is authorized to work in the United States at NIH. When this date is reached, the Foreign National’s badge is automatically revoked. Unlike the NTE date, the DVED does not deactivate the entire NED record and will not impact the person’s NIH network account—It only deactivates the ID badge. If the person is still going to be at NIH beyond this date, they must obtain new employment authorization and/or visit authorization and coordinate with their AO and DIS. The AO can then sponsor them for a new badge. Once sponsored, the individual will need to bring their new paperwork to DIS for employment authorization validation, at which point DIS will enter the new DVED in NED.  

Date Entered US (DEUS): Foreign Nationals (FNs) working at NIH who are not permanent residents must be processed and cleared by the NIH Division of International Services (DIS). DIS will enter a Date Entered US (DEUS) into the NED system which corresponds with the FNs arrival date on their customs documentation. There is no automatic deactivation of the badge based on this date; however, read below under “Badge Type Change” to see how the 3-year anniversary of this date affects the current RLA badge holders badge status. 

Badge Type Change: This is probably the most confusing type of automatic badge deactivation. DPSAC issues several types of ID badges to individuals. Below we will discuss the various card type changes that may result in an automatic badge deactivation.

• Card-type change from ‘FTE Badge' to ‘Non-FTE Badge’ (i.e. white stripe to green stripe badge) - An FTE badge will be revoked immediately upon sponsorship of a non-FTE badge type in the NED system. This will occur once the sponsorship task is completed by the AO, and usually occurs when the AO changes the employee classification from FTE to non-FTE in the NED system AOs should coordinate closely with the individual prior to sponsoring the transition to a non-FTE badge type to prevent sudden/unexpected loss of access.
  
  Please note: While the automatic badge revocation will occur when changing the PIV card type from FTE to non-FTE, the same is not true when changing the card type from non-FTE to FTE. In this situation, the non-FTE PIV (Green Stripe) badge will remain active until the new FTE badge is issued. 
  

• RLA Badges and Transitions from RLA to a PIV Badge - The following categories of employee classifications will receive an RLA Badge:

  • Short Term Personnel (less than 6 months of NIH Physical and/or Logical access needed): This includes Summer Students.

  • Foreign Nationals: Non-Immigrant Foreign Nationals who have been in the US for less than three years are automatically sponsored for an RLA badge in NED.