University of Oregon Sponsored Projects Services NIH Fellowship Award Charge Guidance. Guidance Purpose and Overview

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1 Guidance Purpse and Overview The University f Oregn (UO) receives Ruth L. Kirschstein Natinal Research Service Awards (NRSA) Fellwship Grants (als knwn as F30, F31 and F32 grants) frm the Natinal Institutes f Health (NIH) with the intent and purpse f dctral training and educatin graduate students at the UO n an individual basis. F fellwships are awarded specifically t the graduate students (as Principal Investigatr) and each graduate student shall have a faculty member serve as the fellwship spnsr. This guidance utlines apprpriate charging fr F fellwships. NRSA Fellwship 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 fellwship awards n hw t pst csts against these expenditure categries. The intent is t have all the UO s training and fellwship spnsred prjects reflect cnsistent award management and charging practices. Institute and Center Charging Guidance: Charging Fellwship Cst Categries Expenditure (Budget) Categry Stipends Charging Guidance 1. Stipend Funding Levels: Each fellwship is awarded fr a single trainee and the funding received fr stipend payments is set by the trainee s years f experience upn appintment and award. Stipend levels are psted n the NIH 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 which utlines the fellw s years f experience. If the fellw has mre years f experience than riginally anticipated, the stipend MUST be paid at the NIH-determined stipend level. Fellws shuld typically be appinted fr a full perid f 12 mnths and 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 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. Printed: 8/22/2012 1

2 NIH Fellwship Institutinal Allwance 5. Trainee Allwance Funding Levels: Every F award includes additinal funds, the Institutinal 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 Travel 6. Institutinal Allwance Charges (Health Insurance): A key cst incurred by the institutin in supprt f fellws is the health insurance extended t these individuals thrugh the Graduate Teaching Fellw (GTF) insurance prgram. Thugh the trainees d nt have a GTF appintment, the UO has negtiated with the GTFF unin t prvide health insurance cverage t fellws thrugh the same prgram, fr a cst per term. The first cst incurred against the Allwance shall be fellw health insurance, if the fellw elects t participate in the health insurance prgram In rder t participate, the administering Center/Institute shall enter their fellw s names, ID numbers, and the grant number int the Training Grant mdule in GradWeb ( by the specified deadline(s) by the stated deadline and the trainee shall cmplete (nly nce) the required infrmatin release frm. 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. Institutinal Allwance Charges (Fees): The secnd cst incurred by the institutin in supprt f fellws is the mandatry fees assciated with their enrllment. Fees shuld be assessed secnd t the Allwance, nce health insurance has psted. 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. 8. Institutinal Allwance Charges (Other): Once all applicable insurance and fees have psted, the Allwance can be used twards ther csts, such as thse Printed: 8/22/2012 2

3 mentined abve (supplies, travel, etc.). If the full 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 fellws 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. Institutinal Allwance Budgets: Allwance funds can be rebudgeted int ther cst categries, but must be used t first cver applicable insurance and fee csts. Tuitin Travel 10. Tuitin Funding Levels: Pre-dctral and F awards include 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 F30, F31, F32 r F33 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 re-budgeted int ther cst categries. 13. Travel Funding Levels: One sme F awards, there is an amunt awarded per fellw appintment fr travel related expenses, such as meeting attendance. 14. Travel Charges: Travel charges must be incurred in accrdance with UO Travel Plicy and spnsr regulatins. Printed: 8/22/2012 3

4 Freign Travel is generally allwable. 15. Travel Budgets: Travel funds can be rebudgeted int ther cst categries. Facilities & Administrative Csts 16. F&A Funding Levels: F&A Csts are nt allwable n NRSA Fellwship awards and therefre, shuld nt be budgeted r assessed. 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, 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 F32); 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., Fellw 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 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. General Ntes fr Fellwship Awards Printed: 8/22/2012 4

5 1. The unit is respnsible fr cvering any csts in excess f thse cvered by a NRSA Fellwship, 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. Fellws appinted n a NRSA Fellwship cannt be paid less that the stipend level determined by the NIH. Hwever, these individuals can be paid mre with ther funds frm elsewhere at UO, but NOT with ther federal funds. Fellws can have anther nn-fellw appintment, such as a student emplyee appintment (including a GTF appintment), wrking n ther nn-federally spnsred prjects r nn-spnsred activities. Hwever, the wrk in these ther areas must be distinctly different and distinct frm the tasks they perfrm as fellws. Printed: 8/22/2012 5