View
221
Download
1
Category
Tags:
Preview:
Citation preview
Audience
This course is intended for “department administrative staff”—including department administrators, division managers, department fiscal managers, department effort coordinators, etc.
Introduction
This session will focus on Ruth L. Kirschstein National Research Service Awards (NRSA).
NRSA Training Grants and Fellowships are designed to develop or enhance research training opportunities in order to ensure that a diverse and highly trained workforce will be available.
Introduction
NIH resourcesGrants policy statement, Kirschstein-NRSA
section: http://grants.nih.gov/grants/policy/nihgps_2010/NIHGPS_ch11.htm#_Toc271265032
Program announcements and other information:
http://grants.nih.gov/training/nrsa.htm
Introduction
Training Grants and Fellowships are known as T and F awards because the activity type assigned by the NIH begins with a ‘T’ or an ‘F’.
Training Grants are awarded to OHSU for a predefined program.
Fellowships are for an individual training experience.
Trainees
Predoctoral:Predoc Trainees working to earn their Ph.D.Other OHSU Predocs not appointed to grant
are considered Graduate Research Assistants (GRA).
Departments should contact Donna Feathers in CFS to inform her of Predoc appointments. She will allocate tuition and health insurance accordingly.
Trainees
OHSU Postdoctoral Policy: http://www.ohsu.edu/research/rda/postdocs/docs/PostdocPresSummary.pdf
Postdoctoral TraineeIndividuals appointed to a Training Grant or
Fellowship who have a PhD/MD
BENEFITS are handled through HR, however check your accounts often to be sure things are posting correctly. Also..contact HR when the trainee ENDS on the training grant!!!!!!!!!
Trainees
Degree Requirements:Predoc: must have a baccalaureate degree and
be enrolled in a doctoral program.Programs include F31 and T32
Postdoc: Ph.D. or M.D. or comparable doctoral degree from an accredited domestic or foreign institution.Programs include F32 and T32
Trainees
Fellow must be a citizen, non-citizen national (for example born in American Samoa), or lawfully admitted for permanent residence.Training grants: must have been admitted for
residency at the time of appointment.Fellowships: must have been admitted for
residency at the time of award.
Trainees
Appointments are intended to be for one year.
Require full time research training (must be 100% effort and 1.0 FTE)Written requests for part-time training will be
considered on a case by case basis (usually due to health or family concerns)
Limited to five years aggregate NRSA support at the predoc level and three years aggregate NRSA at the post doc level
Stipends
The NIH clearly states that fellows appointed to a T and F awards cannot be employees. Stipends are coded to GR-Stipend-1099 Non-Subject.
Stipends must be issued via Accounts Payable rather than Payroll.
Stipends
Departments complete the Scheduled Disbursement form to issue Stipends: http://www.ohsu.edu/xd/about/services/financial-services/forms/forms-policies.cfm
Forward completed forms to SPA.
Stipends
A Stipend is a subsistence allowance to help defray living expenses during the research training experience. This is not a salary!
Levels are predefined. Set annually by NIH.
Stipend Levels
Career Level Stipend (FY 2010) http://grants.nih.gov/grants/guide/notice-files/NOT-OD-10-047.html
Predoctoral $21,180Postdoctoral - years of experience:
0 $37,7401 $39,756 2 $42,6243 $44,304 4 $45,960 5 $47,940 6 $49,836 7 or more $52,068
Prorating Example
Predoc appointed 4/2/10-4/1/11
Prorate 4/2/10-4/30/10: (29/30)*1,765=1,706.36
Prorate 4/1/11: 1,765 – 1,706.36=58.64
APRIL
S M T W T F S
1 2 3 4
5 6 7 8 9 10 11
12 13 14 15 16 17 18
19 20 21 22 23 24 25
26 27 28 29 30
Stipends
Post doc graduation date = degree conferred “Relevant Experience” may include:
Research experience outside OHSUClinical dutiesResidency InternshipTeaching assistantshipTime spent in a health related field beyond that of
qualifying for a doctoral degree.The PI determines if experience is relevant, and may have
to justify assessment to the NIH.
Stipend Considerations
I have a fellow starting who earned his postdoctoral degree in June two years ago, but spent his first year after graduation doing patient intake for his father’s practice. What stipend level should he be appointed at?
Does he have relevant experience between graduation and today?
Has a full year passed since graduation? (cannot be appointed at a higher level until the anniversary of graduation has passed and cannot be changed midyear)
Which stipend schedule do I use? (use the schedule in effect when the project period started)
Supplementation
Departments are allowed to supplement with non-sponsored funds.Must be at a level consistent with similar
training status.Cannot require additional duties, effort, or
obligation from fellow.
Scheduled Disbursements Form
The department: Initiates the Scheduled Disbursements form
(nee Stipend Memo).Sends to SPA for approval with a copy of the
Statement of Appointment and Residency Status if applicable.
When possible, begin appointments on the first day of the month. Mid-month appointments are prorated based on the number of days in the month.
SPA will review/approve the form and send to AP.
Scheduled Disbursements Form
Forms should be sent to AP by the 15th of each month
Residency Status Information form for new Trainees can be found at: http://ozone.ohsu.edu/financial/ap/pdf/ResidencyStatusInformation.pdf
Check will be delayed if not received
Compensation
Fellows may seek part-time employmentRequirements:
Limited, part timeOutside normal training activitiesCannot distract from training programMay not be from a research grant that supports
the same research that is part of the training experience.
Taxes
OHSU cannot withhold payroll taxes for non-employees.Federal tax may be withheld based on the
Trainees country of origin.
AP sends recipients a 1099-Misc annually.
Taxes
See Section 117 of the Internal Revenue Code for additional information.
Additional information: http://grants1.nih.gov/training/26cfr401.htm
Effort Reporting
Trainees are not providing a service to OHSU, and are therefore exempt from effort reporting.
Training Grants!
Ah man..I have a training grant to manage..now what????????????????
Training Grants
Institutional Training Grants are awarded to an institution to support a training program.OHSU chooses who is appointed to the grant.Appointment periods may overlap the budget
period indicated in the NGA.Expenses must be allowable under A-21.OHSU must file an annual Federal Financial
Report (FFR).
NGA
NGA standard DHHS formatCategorical budget
Number of appointments
Budget Categories
Award is comprised of the following categories:Training Expenses (must include health
insurance)StipendsTrainee Tuition/FeesTrainee TravelF&A
Budget Categories
Trainee Tuition/Fees: generally limited to Predocs and are awarded at:
Predoc:60% up to $16,000 60% up to $21,000 for dual degree
Postdoc:60% up to $4,50060% up to $16,000 for additional degree
Budget Categories
Training Related Expenses: used to defray costs directly related to the training program
Awarded at a flat rate.$4,200 for predocs$7,850 for postdocs
Now includes health insurance.A-21 SubjectAdministrative Salary:
5% for grants with 5-10 positions10% for grants with over 10 positionsAlso PI support can be included
Budget Categories
Travel: used to attend scientific meetings as determined by the PI.Travel expenses cannot be encumbered for trainee (so
use it during the project year if possible)
F&A: limited to 8% of MTDC (not awarded on tuition and fees).
Forms
Statements of Appointment (2271) must be electronically submitted through xTrain annually during the training term before a stipend payment can be issued.login at https://commons.era.nih.gov/commons/ If required, include documentation for those
legally admitted for permanent residence.
Send a copy to SPA.
Statement of Appointment
Common errors:Watch for NIH eRA Commons emails. Be sure the Trainee has populated their
personal profile in the Commons prior to initiating the appointment.
Appointment Example
Budget period 7/1/10-6/30/11
Appointment 9/1/10-8/31/11
GSPAD0001A GSPAD0001B
Trainee
7/1/10 9/1/10 6/30/11 7/1/11 8/31/11 6/30/12
Outside Project Period
Encumbrance Example
GSPAD0001A GSPAD0001B
Trainee
7/1/09 9/1/09 6/30/10 7/1/10 8/31/10 6/30/11
7/1/010-8/31/10
SPA will encumber funds from
GSPAD0001A to GSPAD0001B
Payback Agreement
Postdoctoral Fellows in their first 12 months of NRSA support must also submit the Payback Agreement (legal binding document).
grants.nih.gov/grants/funding/416/phs6031-1.pdfAvailable in xTrain
Payback is fulfilled by:Completing a second year of NRSA supportEngaging in an equal period of research or health
related activitiesFinancially
Termination Notice
Termination Notices (TN) are:
Due within 30 days of the end of training experience per award.
Submitted through xTrain:
https://commons.era.nih.gov/commons/Select James Trotter as the xTrain Business
Official to whom to route the TN.
Termination Notice
SPA verifies that the stipend charged to the grant matches the termination notice.
Prorate Stipends if early termination:Initial Appointment: 9/1/10-8/31/11
Early Termination: 9/1/10-4/15/11(15/30)*1765 = 882.60
Match xTrain
Revised Scheduled Disbursements memo
APRIL
S M T W T F S
1 2 3
4 5 6 7 8 9 10
11 12 13 14 15 16 17
18 19 20 21 22 23 24
25 26 27 28 29 30
Termination Notice
NIH verifies: The Trainee was paid the correct amount.
Any service obligation was fulfilled.
Rebudgeting
Stipend and Tuition/Fees categories can be rebudgeted among Trainees and between categories.May not rebudget to any other category.
Training Related Expenses and Travel may be rebudgeted among Trainees and into any other category.
F&A may be rebudgeted to equal the earned amount.
Example
Award
StipendTuition/Fees
Training Related Expenses
TravelF&A
Rebudget to:
StipendTuition/Fees
Training Related ExpensesTravelF&A
Rebudgeting
Awarded Stipend
7/1/10-6/30/11 21,180
7/1/10-6/30/11 21,180
7/1/10-6/30/11 21,180
63,540
Spent Stipend
7/1/10-6/30/11 21,180
7/1/10-6/30/11 21,180
7/1/10-3/31/11 15,885
58,245
Rebudgeting
Awarded Tuition/Fees
16,000
16,000
16,000
48,000
Spent Tuition/Fees
20,000
18,000
10,000
48,000
Other Training Grant Issues
Carryover: unobligated funds available at the end of the budget period.Note: Carryover must be requested from the
agency, but is generally not allowed.
Unliquidated Obligations: used to account for any stipends and tuition/fees charges for appointments that overlap the grant year.Encumbrances are reported as unliquidated
obligations on the FFR.
Fellowships!
And Now..onto Fellowships!
Introduction
Fellowships are designed to develop or enhance research training opportunities in order to ensure a diverse and highly trained workforce will be available.
Introduction
Fellowships are known as “F” awards because the activity type assigned by the National Institutes of Health (NIH) begins with an F.
Individual Fellowships are awarded to support a specific individual.
The Fellow is listed as the PI on the Notice of Grant Award (NGA) and in Oracle Grants Accounting (OGA).
NGA for Fellowships
NGA standard DHHS formatLatest Activation Date
Initial NGA is issued without a budget or project period listed
Activation Notice
Used to activate an F award:Submitted by the pre-award Research Grants &
Contracts (RGC) office.Fellows have six months to activate their award,
but stipend level will not change based on submission date.
The NIH then adjusts their system so the project period matches the appointment.
Link to Form: http://grants.nih.gov/grants/funding/416/phs416-5.pdf
Payback Agreement
Postdoctoral Fellows in their first 12 months of NRSA support must also submit the Payback Agreement.
xTrain will populate the basic information prior to printing for affected Trainees.
Payback is fulfilled by:Completing a second year of NRSA supportEngaging in an equal period of research or
health related activitiesFinancially
Budget Categories
Award is composed of the following categories:StipendsTuition/FeesInstitutional Allowance
Rebudgeting is not allowed.
Tuition and Fees
Trainee Tuition/Fees: generally awarded:Predoc:
60% up to $16,000 60% up to $21,000 for dual degree
Postdoc:60% up to $4,50060% up to $16,000 for additional degree
Awards may vary depending on the awarding IC for Predocs.Review your Notice Of Grant Award (NGA).
Institutional Allowance
The institutional allowance includes funds for health insurance.
The institutional allowance does not need to be accounted for on an actual cost basis.
Travel is allowable and must occur within the period of support.
Institutional Allowance
What can be allocated to the Institutional Allowance:
Health Insurance.Equipment, Travel, Supplies, etc.If the fellow does not need the entire
amount, were there some supplies used in the mentor’s lab that the fellow could reimburse them for?
Termination Notice
NIH now requires Fellowships to be terminated through xTrain: http://era.nih.gov/files/termination_fellowship.pdf
Must be submitted by individual who has SPONSOR role. http://nexus.od.nih.gov/all/2011/03/31/sponsors-must-approve-fellowship-terminations/
Due at the end of training experience per award.
Prorate Stipends if early termination.
SPA verifies that the stipend charged to the grant matches the termination notice.
NIH uses this to verify the fellow was issued the correct stipend amount and if any service obligation was fulfilled.
Case Study
A fellow has expressed a need for a lap top computer with the mentor. Is the allowable on a fellowship?
Case Study
What stipend level will I receive?
PhD obtained 3/15/08
Applied 4/17/09
Scientific review 9/6/09
Awarded 9/27/09
Activated 3/17/10
Comparison
Training GrantAwarded F&AOHSU appoints TraineesA-21 SubjectFile annual FFRCannot transfer institutions
FellowshipNo F&ANIH appoints TraineeNot A-21 SubjectReport cash expendituresCan transfer institutions
Awarded Budgets
Training Grant
Stipend
Tuition/Fees
Training Related Expenses
Trainee Travel
F&A
Fellowship
Stipend
Tuition/Fees (if applicable)
Institutional Allowance
Appointments
Training GrantPI appoints traineePI chooses appointmentTrainees work with multiple mentorsPI defines training programPI submits 2271 and TN in xTrain
Fellowship Trainee is the PI Trainee chooses appointment Trainee works primarily with one named
mentor Mentor defines research experience Sponsor submits TN in xTrain
Appointments
Training GrantBudget period defined by NIHAppointments may overlap grant yearsAppointed with a Statement of
AppointmentPI determines stipend level
FellowshipBudget period defined by TraineeAppointment will match budget periodAppointed with an Activation NoticeNIH determines stipend level
Questions?
Recommended