Institute and Center Charging Guidance: Charging Individual Training Grant or Fellowship Cost Categories Expenditure (Budget) Category Stipends

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1 Guidance Purpse and Overview The University f Oregn (UO) receives spnsred funds in supprt f individual graduate student s training in the frm f fellwship awards r individual training grants. These awards may be awarded specifically t the graduate students as Principal Investigatr (PI) with a faculty member serving as the fellwship spnsr. Alternatively, the award may be made directly t the faculty spnsr as the PI and then dedicated t a given trainee r fellw. This guidance utlines apprpriate charging fr individual training awards and fellwships (excluding NIH F32 Fellwship awards and NSF Graduate Research Fellwship Prgram (GRFP) awards, each f which has specific guidance available). Fellwship and individual training award budgets are may be awarded with specific expenditure categries and funding levels r may have mre general budgets t cver the graduate student s training. The intent f this dcument is t prvide guidance n hw t pst csts against certain expenditure categries t the UO Research Centers and Institutes and departments managing these individual training awards and fellwships. The intent is t have all the UO s training and fellwship spnsred prjects reflect cnsistent award management and charging practices. In rder t appint a graduate student as a trainee r fellw n a spnsred award, the award s regulatins r terms and cnditins must specifically state that appintees must be trainees, in cntrast t the expected Graduate Teaching Fellws (GTF) appintment wh are UO emplyees. Unless language specifically disallwing a GTF emplyee appintment is included in the award terms and cnditins, the individual graduate student must be appinted as a GTF thrugh the faculty spnsr s University department. (SPS) shall specifically verify this language befre the student is appinted as a trainee and is given access t health insurance r the award stipend. Fr example, American Heart Assciatin Fellwships d nt specifically state that fellws cannt als be emplyees, s AHA Fellws shall be appinted as GTFs, where the usual cllege-based prcesses fr tuitin, health and fees csting will be fllwed. Institute and Center Charging Guidance: Charging Individual Training Grant r Fellwship Cst Categries Expenditure (Budget) Categry Stipends Charging Guidance 1. Stipend Funding Levels: Generally, fellwship/individual training grants include funds t pay participants a stipend. The funds prvided fr stipends are determined by the award terms and cnditins and submitted prpsals. 2. Stipend Charges: Stipend payments must be issued as such; they cannt be paid Printed: 8/23/2012 1

2 ut as payrll. Stipend payments must be prcessed thrugh Accunts Payable (e.g., thrugh a Check Request List) directly t the trainee/fellw. Trainee/Fellw Health Insurance Trainee/Fellw Fees 3. Health Insurance Csts: A key cst incurred by the institutin in supprt f trainees and fellws is the health insurance extended t these individuals thrugh the Graduate Teaching Fellw (GTFF) insurance prgram. Thugh trainees d nt have a GTF appintment, the UO has negtiated with the GTFF unin t prvide health insurance cverage t trainees/fellws thrugh the same prgram, fr a cst per term. If allwable, the cst f health insurance shuld be brne by the award t the greatest extent pssible if the trainee/fellw elects t participate in the health insurance prgram. Unless the cst f health insurance is specifically disallwed r the budget is specifically limited, the cst f the trainee/fellw health insurance shuld be psted against the award befre any ther nn-stipend charges are incurred. 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 stated 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 fr submissin int the mdule, which is passwrd prtected. The Graduate Schl will be verifying with SPS that individuals requesting GTFF insurance as nn-gtfs are specifically disallwed frm being GTFs based n the terms and cnditins f the award. 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). The amunt f health insurance, whle r in part, nt brne by the grant must be prvided fr by the unit n a nn-spnsred prject accunt. 4. Fee Charges: The secnd cst incurred by the institutin in supprt f fellws and trainees is the mandatry fees assciated with their enrllment. As with health insurance, if allwable, fees shuld Printed: 8/23/2012 2

3 be brne by the award t the greatest extent pssible, nce health insurance has psted, befre any ther csts are incurred against the award s available budget. The value f fees is the equivalent f the value f the negtiated fees benefit fr GTFs. Fellws, like GTFs, are respnsible fr remaining balance. Fees shuld be prcessed via Resurce Aid Requisitin thrugh Accunts Receivable/Student Billing. The amunt cst f fees, whle r in part, nt brne by the grant must be prvided fr by the unit n a nn-spnsred prject accunt. Trainee/Fellw Tuitin Other Csts 5. 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. Once health insurance csts and fees have been cvered by the award, the cst f tuitin, if allwable, shuld be psted against the accunt t the greatest extent the terms and cnditins r budget will allw. 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. 6. Other Charges: The budgets fr individual training grants r fellwships may prvide funds fr ther types f csts, including supplies, travel, equipment, etc. T the extent that are allwable based n the award s terms and cnditins, ther csts can be psted t these awards, but nly after the full csts f health insurance, fees, and tuitin have been charged t the award, as allwable. Fr example, if a general Trainee Allwance is granted, this allwance must first be used t pay fr health insurance, then fees, then tuitin befre it can be used t purchase any supplies. If the full budget fr the award has been cnsumed by stipend, insurance, fee and tuitin csts, the Center/Institute shuld cver ther types f csts with ther internal funds, such as Facility & Administratin returns. Printed: 8/23/2012 3

4 Facilities & Administrative Csts 7. F&A Funding Levels: The F&A rate individual training grants and fellwships may vary depending n the award s terms and cnditins. The prpsal budget shuld include indirect csts in accrdance with UO plicy and prcedure and the applicable spnsr requirements. 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 fellwship awards r individual 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., fellwship, individual training grant); Spnsr 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., Full budget was used t cver allwable insurance, fee, tuitin and ther educatin-related expenses in the rder utlined); Cpy f an SPS verificatin stating that the individual qualifies as a nn-gtf trainee based n the restrictive terms and cnditins f the award. 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 Fellws 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 fellws, 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. Printed: 8/23/2012 4

5 General Ntes fr Fellwship Awards 1. The unit is respnsible fr cvering any csts in excess f thse cvered by a fellwship r individual training grant, with the nly exceptin f tuitin verages being cvered by the Office f the Vice President fr Research and Innvatin thrugh request t the Graduate Schl. 2. Again, individuals shuld be appinted as GTFs t the greatest extent pssible, and nly when specifically prhibited frm a GTF appinted by the terms and cnditins f the fellwship r individual training grant. These terms and cnditins must be first verified by the apprpriate Pst- Award Spnsred Prject Administratr Team in SPS. Printed: 8/23/2012 5