Stipends

Charging Stipend expenses to the Training Grant MFK

• Contact the appropriate GAO Contact for the Training Grant before attempting to use a subcomponent, IACT, and/or Jobcode that is not listed below.
  • Predoctoral Trainees – use the following:
    • the subcomponent with a G/P# ending in 97
    • IACT 5610
    • Jobcode FF52 or FT52
  • Postdoctoral Trainees – use the following:
    • the subcomponent with a G/P# ending in 87
    • IACT 5640
    • Jobcode FP02

Rebudgeting of Funds for Stipends (see Award Calculation on page 3 of the Notice of Award for the awarded budget)

• The Stipends budget can only be used to pay for Stipends and Tuition & Fees.
• The Tuition & Fees, Trainee Travel, and Training Related Expenses budget can be used to pay for Stipends.

Additional Stipend Information (and Period of Appointment Information)

• Each Trainee is to be given a Stipend, not a Salary.
• Each Trainee must be paid a specific Stipend from the Training Grant, depending on his/her education level and years of experience.  The established NIH NRSA Stipend Levels can be found here.
  • Stipend Supplementation – A stipend paid to trainees, in addition to the established NIH NRSA stipend level, is allowed if the conditions of stipend supplementation do not interfere with, detract from, or prolong the trainee’s approved NRSA training program.An organization can determine what amount of stipend supplementation, if any, will be provided according to its own formally established policies governing stipend support. These policies must be consistently applied to all individuals in a similar training status regardless of the source of funds.  NOTE THE FOLLOWING REGARDING THE SOURCE OF THE STIPEND SUPPLEMENTATION:
    • We may supplement stipends from non-Federal funds provided the supplementation is without any additional obligation for the trainee.
    • Federal funds may not be used for stipend supplementation unless specifically authorized under the terms of the program from which funds are derived. 
    • Under no circumstances may PHS funds (this includes funds from the Training Grant) be used for supplementation.  
  • Compensation – A salary paid to trainees, in addition to the established NIH NRSA stipend, is allowed only when there is an employer-employee relationship, the payments are for services rendered, and the situation otherwise meets the conditions of the compensation of students as detailed in Cost Considerations-Allowability of Costs/Activities-Selected Items of Cost-Fringe Benefits / IHE Tuition/Tuition Remission of the NIH Grants Policy Statement.  The Compensation must be in accordance with organizational policies consistently applied to both federally and non-federally supported activities, and under no circumstances may the services provided for compensation interfere with, detract from, or prolong the trainee’s approved NIH NRSA training program.  NOTE THE FOLLOWING REGARDING THE SOURCE OF THE COMPENSATION:
    • It is an allowable charge to Federal grants, including PHS research grants; however:
      • The Compensation from research grants will be for limited part-time employment apart from the normal full-time training activities.
      • The Compensation may NOT be paid from a research grant that supports the same research that is part of the trainee's planned training experience as approved in the NIH NRSA Training Grant application.
      • The PI of the NIH NRSA Training Grant must approve all instances of employment
• Each Trainee must be paid at the given Stipend level for the entire period of appointment (generally 12 months).
• Each Trainee must be appointed for 12-month continuous periods, unless he/she:
  • has a short-term appointment per the Notice of Award;
  • has prior sponsor approval for an appointment period less than 9 months; or
  • is terminating earlier than expected.
• Each Trainee is to be appointed on a full-time basis (40 hours/week), unless he/she has prior sponsor approval for a less than full time appointment; however, a less than 50% appointment is never allowed (will be required to take a leave of absence instead).
• A Notice of Award may limit the number of Trainees that can be appointed to the Training Grant in a given Budget Period. 

Tuition & Fees

Charging Tuition & Fee expenses to the Training Grant MFK

• Use the following:
  • the subcomponent with a G/P# ending in 97
  • IACTs 6305, 6310, 6340

Rebudgeting of Funds for Tuition & Fees (see Award Calculation on page 3 of the Notice of Award for the awarded budget)

• The Tuition & Fees budget can only be used to pay for Tuition & Fees and Stipends.
• The Stipends, Trainee Travel, and Training Related Expenses budget can be used to pay for Tuition & Fees.

Additional Tuition & Fees Information

• Full Tuition & Fees can be requested when submitting an application.However, Tuition & Fees will only be awarded as follows: https://grants.nih.gov/grants/guide/notice-files/NOT-OD-23-076.html
  • Each Predoctoral Trainee = awarded 60% of the amount requested, up to $16,000/year
  • Each Postdoctoral Trainee = awarded 60% of the amount requested, up to $4,500/year
• Even though the Tuition and Fees awarded are calculated based on the number of predoctoral and postdoctoral trainees, it is awarded in a lump sum amount and can be used as such.For example, we can pay the full tuition for one trainee and no tuition for another trainee if necessary.Also, if funds from other budget categories (such as Trainee Travel) are not fully spent, we can use those funds to help cover the Tuition & Fee expenses that exceed the 60% awarded by NIH.

Trainee Travel

Charging Trainee Travel expenses to the Training Grant MFK

• Use the following:
  • the subcomponent with a G/P# ending in 00
  • IACT 6030, 6031, or 6032

Rebudgeting of Funds for Trainee Travel (see Award Calculation on page 3 of the Notice of Award for the awarded budget)

• The Trainee Travel budget can be used to pay for Trainee Travel, Stipends, Tuition & Fees, and other Training Related Expenses.
• The Training Related Expenses budget can be used to pay for Trainee Travel.

Additional Trainee Travel Information

• Trainees must be appointed to the training grant at time of the actual travel for this to be an allowable cost.

Training Related Expenses

Charging Training Related Expenses to the Training Grant MFK

• Use the following:
  • the subcomponent with a G/P# ending in 00
    • Exception: fringe benefits will have to post to the G/P# ending in 87 or 97, depending on which G/P# the Trainee is appointed to

Rebudgeting of Funds for Training Related Expenses (see Award Calculation on page 3 of the Notice of Award for the awarded budget)

• The Training Related Expenses budget can be used to pay for Training Related Expenses, Stipends, Tuition & Fees, and Trainee Travel.
• The Trainee Travel budget can be used to pay for Training Related Expenses.

Additional Training Related Expenses Information

• Awarded as a lump sum amount per predoctoral or postdoctoral trainee: https://grants.nih.gov/grants/guide/notice-files/NOT-OD-23-076.html
• Even though the Training Related Expenses awarded are calculated based on the number of predoctoral and postdoctoral trainees, it is awarded in a lump sum amount and can be used as such.For example, we can use the entire Training Related Expenses budget to cover the supplies for one particular trainee if necessary.
• These funds are provided to defray costs such as fringe benefits (health and dental insurance only), staff salaries, consultant costs, equipment, research supplies, staff travel, and other expenses directly related to the training program.

Childcare Costs

Charging Childcare expenses to Training Grant MFK

• Use the following:
  • the subcomponent with a G/P# ending in 01.
    • Exception: unless subcomponent # is specifically noted on the AAAN
  • IACT 6235
    • eVoucher request should include the following:
      • Completed NIH NRSA Childcare Reimbursement Request Form
      • Daycare receipt showing amounts and dates of service (must be within the budget period funds were originally awarded)

Rebudgeting of funds for childcare costs is not allowed without prior written approval.

Additional Childcare Costs Information:

• Each full-time predoctoral or postdoctoral NRSA appointed trainee is eligible to receive $2,500 per budget period for childcare costs.
• Short-term trainees are not eligible for childcare costs.
• Childcare costs are permitted for dependent children living in the eligible trainee’s home from birth under the age of 13, or children who are disabled and under age 18. This is inclusive of foster/adoption and part-time custody situations where the child is of appropriate age. The childcare costs do not apply to elder or non-child dependent care costs.
• Childcare costs are excluded from modified total direct costs and are not eligible for F&A costs.

F&A

Awarded at 8% on Stipends, Trainee Travel, and Training Related Expenses (including fringe benefits).

_{Last Updated: 02/06/2023}