University of Oregon Sponsored Projects Services T32 & IGERT Group Training Grant Charge Guidance. Guidance Purpose and Overview

Transcription

1 University f Oregn Spnsred Prjects Services T32 & IGERT Grup Training Grant Charge Guidance Guidance Purpse and Overview The University f Oregn (UO) has been awarded multiple spnsred prjects with the intent and purpse f dctral training and educatin graduate students at the UO. This guidance is fr training prgrams fr grups f graduate trainees whse tuitin is charged under academic cllege mechanisms. The grup training grants include, but are nt limited t: Natinal Institutes f Health (NIH) Ruth L. Kirschstein Natinal Research Service Awards (NRSA) Training Grants (als knwn as T32 grants) Natinal Science Fundatin (NSF) Integrative Graduate Educatin and Research Traineeship Prgram (IGERT) These prgrams are intended t develp r enhance research training pprtunities fr a grup f individuals, selected by the institutin and nt specifically named in the applicatin, wh are training fr careers in specified areas f study. Training prgram budgets are awarded with very specific expenditure categries and funding levels, specifically relating t the trainee csts. The intent f this dcument is t prvide guidance t the UO Research Centers and Institutes managing these grup training awards n hw t pst csts against these expenditure categries. The intent is t have all the UO s training spnsred prjects reflect cnsistent award management and charging practices. Institute and Center Charging Guidance: Charging Training Cst Categries Expenditure (Budget) Categry Stipends Charging Guidance 1. Stipend Funding Levels: Typically, each training grant is awarded fr a set number f trainees and the funding received fr stipends is set by the number and type f trainee and the number f years f experience the trainee has upn appintment. Stipend levels are psted n the spnsr website and included in the prgram annuncement (in general, standard stipend amunts increase annually). 2. Stipend Disbursement and Trainee Appintments: Stipend budgets are awarded based n the riginal prpsal. Fr NIH T32 awards, if a trainee has mre years f experience than riginally anticipated, the stipend MUST be paid at the NIH-determined stipend level. Trainees shuld typically be appinted fr a full perid f 12 mnths. (The 12 mnth appintment perid des nt need t verlap with the grant budget perid.) Stipends must be paid in full t the trainee ver a 12 mnth appintment perid f the grant. 3. Stipend Charges: Stipend payments must be issued as such; they cannt be paid Printed: 8/23/2012 1

2 University f Oregn Spnsred Prjects Services T32 & IGERT Grup Training Grant Charge Guidance ut as payrll. Stipend payments must be prcessed thrugh Accunts Payable (e.g., thrugh a Check Request List) directly t the trainee. 4. Stipend Budgets: As stipends must be paid in full t trainees, these funds cannt be rebudgeted int ther cst categries. NIH T32 Trainee Allwance 5. Trainee Allwance Funding Levels: Every T32 trainee slt includes additinal funds, the Trainee Allwance, which can be used t defray the csts incurred by the UO in supprt f their research and educatin, including: Health Insurance, Fees, Supplies, Equipment, PI/Staff salaries and fringe, and Travel. 6. Trainee Allwance Charges (Health Insurance): A key cst incurred by the institutin in supprt f training prgrams is the health insurance extended t trainees thrugh the Graduate Teaching Fellw (GTF) insurance prgram. Thugh they d nt have a GTF appintment, the UO has negtiated with the GTF unin t prvide health insurance cverage t trainees thrugh the same prgram, fr a cst per term. The first cst incurred against the Trainee Allwance shall be trainee health insurance, if the trainee elects t participate in the health insurance prgram. In rder t participate, the administering Center/Institute r unit shall enter their fellw s names, ID numbers, and the grant number int the Training Grant mdule in GradWeb ( by the deadline and each trainee shall cmplete (nly nce) the required infrmatin release frm by the specified deadline(s). The Graduate Schl peridically sends a call t the units fr submissin int the mdule, which is passwrd prtected. See guidelines appended belw and cntact Debbie Davidsn (debbied@uregn.edu) with questins. Health insurance csts will be psted against the Banner Index fr all participants each term (fall, winter, spring and summer) 7. Trainee Allwance Charges (Fees): A secnd cst incurred by the institutin in supprt f trainees is the mandatry fees assciated with their enrllment. Fees shuld be assessed secnd t the Trainee Allwance, nce Printed: 8/23/2012 2

3 University f Oregn Spnsred Prjects Services T32 & IGERT Grup Training Grant Charge Guidance health insurance has psted. The value f fees is the equivalent f the value f the negtiated fees benefit fr GTFs. Trainees, like GTFs, are respnsible fr remaining balance. Fees shuld be prcessed via Resurce Aid Requisitin thrugh Accunts Receivable/Student Billing. 8. Trainee Allwance Charges (Other): Once all applicable insurance and fees have psted, the Trainee Allwance can be used twards ther csts, such as thse mentined abve (supplies, travel, PI salary, etc.). If the full Trainee Allwance budget fr the award has been cnsumed by insurance and fee csts, the Center/Institute shuld cver these csts with ther internal funds, such as Facility & Administratin returns. As trainees are specifically nt cnsidered emplyees, ther fringe benefits assciated with emplyment status, such as FICA taxes r Scial Security, cannt be charged t the award 9. Allwance Budgets: Allwance funds can be rebudgeted int ther cst categries, but must be used t first cver applicable insurance and fee csts. NIH T32 Tuitin 10. Tuitin Funding Levels: On NIH T32, every trainee slt includes funds fr tuitin up t 60% f UO s tuitin csts up t a ceiling amunt. The actual ceiling can increase regularly, but is listed n the NRSA website and within the applicatin details. The full amunt f allwable tuitin shuld be requested as part f the T32 applicatin. 11. Tuitin Charges: Anther cst incurred by the institutin in supprt f trainees is the tuitin assciated with their enrllment. The cst f tuitin is assessed based n the student s residency status as determined upn admissin. The full amunt f allwable tuitin shuld be prcessed t the student s accunt via Resurce Aid Requisitin thrugh Accunts Receivable/Student Billing. A request may be made t the Office f Research, Innvatin and Graduate Educatin via the Graduate Schl (see prcedure appended belw) t access funds t cver the cst f trainee tuitin in excess f what is allwable n the award r nce the Tuitin budget been fully expended. 12. Tuitin Budgets: Tuitin funds shuld be used in full t cver allwable csts, therefre all funds awarded shuld be used t pay tuitin csts and cannt be rebudgeted int ther cst categries. Printed: 8/23/2012 3

4 University f Oregn Spnsred Prjects Services T32 & IGERT Grup Training Grant Charge Guidance NSF Cst f Educatin Allwance 13. Cst f Educatin Allwance Funding Levels: Every NSF trainee slt includes a Cst f Educatin (COE) Allwance, which, like the NIH T32 Training Grants, can be used t defray the csts incurred by the UO in supprt f their research and educatin, including: Health Insurance, Fees and Tuitin. 14. COE Allwance Charges (Health Insurance): A key cst incurred by the institutin in supprt f training prgrams is the health insurance extended t trainees thrugh the Graduate Teaching Fellw (GTF) insurance prgram Thugh they d nt have a GTF appintment, the UO has negtiated with the GTF unin t prvide health insurance cverage t trainees thrugh the same prgram, fr a cst per term The first cst incurred against the COE Allwance shall be trainee health insurance, if the trainee elects t participate in the health insurance prgram In rder t participate, the administering Center/Institute shall enter their training grant trainees names, ID numbers, and the grant number int the Training Grant mdule in GradWeb ( by the specified deadline(s) by the stated deadline. The Graduate Schl peridically sends a call fr submissin int the mdule, which is passwrd prtected. See guidelines appended belw and cntact Debbie Davidsn (debbied@uregn.edu) with questins. Health insurance csts will be psted against the Banner Index fr all participants each term (fall, winter, spring and summer) 15. Allwance Charges (Fees): The secnd cst incurred by the institutin in supprt f trainees is the mandatry fees assciated with their enrllment. Fees shuld be assessed secnd t the COE Allwance, nce health insurance has psted. The value f fees is the equivalent f the value f the negtiated fees benefit fr GTFs. Trainees, like GTFs, are respnsible fr remaining balance. Fees shuld be prcessed via Resurce Aid Requisitin thrugh Accunts Receivable/Student Billing. 16. COE Allwance Charges (Tuitin): The third cst incurred by the institutin in supprt f trainees is the tuitin assciated with their enrllment. Fr NSF-funded awards, tuitin shuld be assessed t the COE Allwance, nce health insurance and fees have psted. The cst f tuitin is assessed based n the student s residency Printed: 8/23/2012 4

5 University f Oregn Spnsred Prjects Services T32 & IGERT Grup Training Grant Charge Guidance status as determined upn admissin. Tuitin shuld be prcessed via Resurce Aid Requisitin thrugh Accunts Receivable/Student Billing. A request may be made t the Office f Research, Innvatin and Graduate Educatin via the Graduate Schl (see prcedure appended belw) t access funds t cver the cst f trainee tuitin in excess f what is allwable n the award r nce the cst f educatin allwance has been fully expended in the rder described abve (health insurance, fees, and then tuitin). 17. Allwance Budgets: Allwance funds can be re-budgeted int ther cst categries, but must be used t first cver applicable insurance and fee csts. Travel Facilities & Administrative Csts 18. Travel Funding Levels: One sme training awards, there is an amunt awarded per trainee appintment slt fr travel related expenses, such as meeting attendance. 19. Travel Charges: Travel charges must be incurred in accrdance with UO Travel Plicy and spnsr regulatins. Freign Travel is generally allwable. 20. Travel Budgets: Travel funds can be rebudgeted int ther cst categries. 21. F&A Funding Levels: Depending n the funding mechanism, F&A csts are assessed against training awards. The F&A rate n a T32 grant is always 8%, regardless f the UO negtiated institutinal rate. This 8% is applied t Mdified Ttal Direct Cst (MTDC) base which includes stipends and ther trainee related csts and excludes tuitin csts. NSF IGERT awards receive full F&A rate recvery but Participant Supprt csts (Trainee csts) are excluded frm the MTDC base. 22. F&A Charges: F&A csts are autmatically psted t the Banner accunt as ther direct csts are incurred. 23. F&A Budgets: F&A funds shuld be used in full and assessed n all eligible expenses. Printed: 8/23/2012 5

6 University f Oregn Spnsred Prjects Services T32 & IGERT Grup Training Grant Charge Guidance Requesting Tuitin Supprt frm the Office f Research, Innvatin and Graduate Educatin T request funds frm the Office f Research, Innvatin and Graduate Educatin t cver tuitin verages nt cvered by grup training grants, the unit (PI r DGA) sends an Kassy Fisher (kmfisher@uregn.edu) in the Graduate Schl that includes the fllwing infrmatin: Grant number; Type f award (e.g., NIH T32, NSF IGERT, etc.); Principal Investigatr name and unit; Student name(s) and UO ID number(s); Specifics f request (amunt f tuitin being requested and fr what terms); Cnfirmatin that the prcess utlined abve was adhered t (e.g., Cst f Educatin Allwance r Trainee Allwance and Tuitin Budget was used t cver insurance, fee, tuitin and ther educatin-related expenses in the rder utlined); AVAILABILITY OF FUNDS: Funds are limited, s requests fr tuitin supprt will be reviewed n a first cme, first served basis. Requesting GTFF Health Insurance fr Trainees ELIGIBILITY: In rder t be eligible t receive this funding, the students names and ther required infrmatin must have been entered int the training grant insurance eligibility mdule n GradWeb by the deadlines established by the Graduate Schl. The infrmatin entered (student names, grant numbers, etc.) submitted by units will be cnfirmed by SPS befre being shared with the GTFF fr insurance purpses and befre requests fr supplemental funding will be entertained. If the unit s DGA r PI des nt receive s frm the Graduate Schl abut access t GTF insurance fr its training grant trainees, he/she shuld request access t the GradWeb mdule by ing Debbie Davidsn in the Graduate Schl (debbied@uregn.edu). GradWeb can be accessed here: If Graduate Schl deadlines are nt met, central supprt will nt be prvided fr these csts. The csts will be ffset frm ther central resurces prvided t these units, fr example, F&A return. General Ntes fr Training Grants 1. The unit is respnsible fr cvering any csts in excess f thse cvered by a training grant, with the nly exceptin f tuitin verages n grup training grants being cvered by the Office f the Vice President fr Research and Innvatin thrugh request t the Graduate Schl. 2. Trainees appinted n a Training Grant cannt be paid less that the stipend level determined by the spnsr. Hwever, these individuals can be paid mre with ther funds frm elsewhere at UO. Trainees can have anther nn-trainee appintment, such as a student emplyee appintment (including a GTF appintment), wrking n ther spnsred prjects r nn-spnsred activities. Hwever, the wrk in these ther areas must be distinctly different and distinct frm the tasks they Printed: 8/23/2012 6

7 University f Oregn Spnsred Prjects Services T32 & IGERT Grup Training Grant Charge Guidance perfrm as trainees. 3. On NIH T32 awards, trainee stipends and tuitin are bligated fr the full 12-mnth appintment frm the budget perid in which the appintment is initiated. Prtins f stipends and tuitin that extend beynd the budget perid are reprted as unliquidated bligatins. 4. In January f 2011, the NIH implemented a new system, xtrain, n era Cmmns, t help manage the appintments f trainees n training grants. PI, trainees and SPS must submit and view all appintments n a training grant, alng with the appintment perids and stipend levels via the xtrain technlgy. xtrain allws PIs t submit Appintment Frms and Terminatin Frms electrnically and rute fr apprvals within the system. If yu require assistance with xtrain, please cntact yur SPS Pst-Award SPA Team. 5. The Ntice f Grant Award will specifically state whether shrt-term r part-time trainees are allwed. They are usually nt allwable, therefre, all trainees must be appinted fr a 12 mnth perid, at least. Printed: 8/23/2012 7