Post on 16-Dec-2015
Introduction to Training Grants
Sponsored Projects Administration (SPA)
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 Federal Kirschstein-NRSA awards, however, the principles learned should be applied to all training grants
Training Grants are known as T awards because the activity type assigned by the NIH begins with a T
Introduction
Appointments are intended to be for one year
Requires full time research training (must be 100% effort and 1.0 FTE)
Limited to five years at the predoc level and three years at the post doc level
Introduction
NIH resourcesGrants Policy Statement, Kirschstein-NRSA
Section: http://grants.nih.gov/grants/policy/nihgps_2003/NIHGPS_Part10.htm#_Toc54600187
Program Announcements and Other Information: http://grants.nih.gov/training/nrsa.htm
Training Grants
Institutional Training Grants are awarded to an institution to support a training programOHSU chooses who is appointed to the grantAppointment periods may overlap the budget
period indicated in the NGAExpenses must be allowable under A-21OHSU must file an annual Financial Status
Report (FSR)
NGA
NGA standard DHHS formatCategorical budgetNumber of appointments
Sample NGA
Budget Categories
Award is comprised of the following categories:Training ExpensesStipendsTrainee Tuition/FeesTrainee TravelF&A
Budget Categories
StipendsA subsistence allowance to help defray living expenses
during the research training experience. This is not a salary.
Stipend levels are predefinedStipends must be issued by Accounts Payable
Link to Scheduled Disbursements Form: http://www.ohsu.edu/xd/about/services/financial-services/forms/forms-policies.cfm#CP_JUMP_121215
Stipend levels: http://www.ohsu.edu/research/rda/rgc/budgetdev.shtml#stipend
Stipend Levels
Career Level Stipend (FY 2009)Undergraduates in the MARC and COR programs:
Freshmen/Sophomores $7,896Juniors/Seniors $11,064
Predoctoral $20,976 Postdoctoral - years of experience:
0 $37,368 1 $39,360 2 $42,204 3 $43,860 4 $45,504 5 $47,460 6 $49,344 7 or more $51,552
Stipends
Post doc graduation date = degree conferred “Relevant Experience” may include:
Research experience outside OHSUClinical dutiesResidencyInternshipTeaching assistantshipTime spent in a health related field beyond that of
qualifying for a doctoral degreeThe PI determines if experience is relevant, and may
have to justify assessment to the NIH
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 insuranceA-21 SubjectAdministrative Salary
5% for grants with 5-10 positions10% for grants with over 10 positions
Budget Categories
Travel: used to attend scientific meetings as determined by the PI
Should not be used for commuting costs
F&A: limited to 8% of MTDC
Forms
Statements of Appointments must be submitted annually during the training term before a stipend payment can be issuedIf required, includes documentation for those
legally admitted for permanent residence
Send copies to SPALink to Form:
http://grants.nih.gov/training/phs2271.pdf
Statement of Appointment
Common errors:Stipend level
Do not include supplementationIncorrect term
Not 9/29/07-9/29/08 or 9/29/07-9/30/08
Scheduled Disbursements Form
The department initiates the Scheduled Disbursements form and sends to SPA for approval with a copy of the Statement of AppointmentIf possible, begin appointments on the first day of
the monthMid-month appointments are prorated based on
the number of days in the monthSPA will review/approve the form and route the
original to AP
Prorating Example
Predoc appointed 4/2/09-4/1/10
Prorate 4/2/09-4/30/09: (29/30)*1,748=1,689.73
Prorate 4/1/10: 1,748 – 1,689.73=58.27
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
Scheduled Disbursements Form
Stipends should be to AP by the 15th of each month
New Trainee must submit a Residency Status Information Form: http://ozone.ohsu.edu/financial/ap/pdf/ResidencyStatusInformation.pdf
Termination Notice
Due within 30 days of the end of training experience per award
Link to Form: http://grants.nih.gov/grants/funding/416/phs416-7.pdf
Termination Notice
SPA verifies the stipend charged to the grant matches the termination notice
Prorate Stipends if early terminationInitial Appointment: 9/1/09-8/31/10Early Termination: 9/1/09-4/15/10
(15/30)*1748 = 874.00
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
The link to the Annual Payback Activities Certification: http://grants.nih.gov/grants/funding/416/phs6031-1.pdf
Case Study
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)
Rebudgeting
The Stipend and Tuition/Fees categories can be rebudgeted among trainees and between categoriesMay 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 Expenses
TravelF&A
Rebudgeting
Awarded-Stipend
7/1/09-6/30/10 20,976
7/1/09-6/30/10 20,976
7/1/09-6/30/10 20,976
62,928
Spent-Stipend
7/1/09-6/30/10 20,976
7/1/09-6/30/10 20,976
7/1/09-3/31/10 15,732
57,684
Rebudgeting
Awarded-Tuition/Fees
16,000
16,000
16,000
48,000
Spent-Tuition/Fees
20,000
18,000
10,000
48,000
Rebudgeting
Awarded 7/1/09-6/30/10 20,976
16,000 4,200
1,000 2,094
7/1/09-6/30/10 20,97616,000 4,200 1,000 2,094
7/1/09-6/30/10 20,97616,000 4,200 1,000 2,094
132,810
Spent 7/1/09-6/30/10 20,976.00
25,000.00 6,000.00
500.00 2,198.08
7/1/09-6/30/10 20,976.0022,335.28 4,000.00 500.00 2,038.08
7/1/09-3/31/10 15,732.0010,000.00 1,200.00 0.00 1,354.56
132,810.00
Rebudgeting
Awarded 7/1/09-6/30/10 20,976
16,000 4,200
1,000 2,094
7/1/09-6/30/10 20,97616,000 4,200 1,000 2,094
7/1/09-6/30/10 20,97616,000 4,200 1,000 2,094
132,810
Spent 7/1/09-6/30/10 20,976.00
25,000.00 6,000.00
500.00 2,198.08
7/1/09-6/30/10 20,976.0022,335.28 4,000.00 500.00 2,038.08
7/1/09-3/31/10 15,732.0010,000.00 1,200.00 0.00 1,354.56
132,810.00
Reporting
SPA must file an financial report annuallySF-269A
Reporting
Carryover: unobligated funds available at the end of the budget periodNote: Carryover must be requested
from the agency, but is generally not allowed
Line i on FSR
Reporting
Unliquidated Obligations: used to account for any stipends and tuition/fees charges for appointments that overlap the grant yearEncumbrances are reported as unliquidated
obligations on the FSRLine f on FSR
Appointment Example
Budget period 7/1/09-6/30/10
Appointment 9/1/09-8/31/10
GSPAD0001A GSPAD0001B
Trainee
7/1/09 9/1/09 6/30/10 7/1/10 8/31/10 6/30/11
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
Reporting
Training grants are under FDP
GSPAD0001E
Trainee
7/1/09 9/1/09 6/30/10 8/31/10
No Cost Extension
Case Study
One of the fellows on my T award had terminated early. We had encumbered funds for his stipend from last year. Am I able to use these funds?
Did the fellow incur tuition and fees in this period that have not posted to the grant?
Is there another fellow whose stipend was also encumbered from the prior year who incurred tuition and fees that have not posted to the grant?
Summary
This course has given an overview of NRSA T awards
Understanding will help ensure proper stewardship of federal funds
Questions?