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?