Training Grants

Definition

The University of Washington (UW) receives different types of training grants from federal and non-federal agencies. Training grants are awarded to support pre-doctoral and post-doctoral research training experiences. The primary federal agencies providing training grants are the National Institutes of Health (NIH), Health Resources and Services Administration (HRSA) and the Office of Education (ED).

Some special regulations for NIH National Research Service Awards (NRSA) include:

  • Separation between trainee and other costs
  • Statement of Appointment (SOA) forms are required for each trainee for each year of support
  • Termination Notice is required for each trainee at end of the entire appointment period
  • Tuition is awarded at 60% up to a maximum of $16,000 for pre-doctoral trainees and a maximum of $4,500 for post-doctoral trainees
  • Trainee related expenses, including health insurance, is funded at $4,200 per pre-doctoral trainee and $7,850 per post-doctoral trainee
  • Trainee health insurance is subject to Facilities and Administrative (F&A) costs

Non-NRSA training grants may have different policies depending on the award and the sponsor. Please see the Training Grant Matrix.

Process Overview for NIH NRSA

Separation of Costs

Separation of costs is an important distinction between training grants and research grants. Training grant awards categorize funds as either trainee funds or other funds.

The trainee funds are restricted to be used for trainee cost categories only:

  • Stipends
  • Tuition

The other funds are allocated, but not restricted, to be used for other cost categories:

  • Trainee travel
  • Other trainee related expenses (such as staff salaries, consultant costs, equipment, research supplies, and travel expenses for the training faculty.)

Trainee Cost Categories

The University has set up expenditure object codes that are considered trainee cost categories. These object codes are:

  • 01-50: Post-doctoral research trainees (with benefits)
  • 01-90: Pre-doctoral research trainees (with benefits)
  • 08-02: Pre-doctoral research trainees (without benefits)
  • 08-05: Tuition/fees paid to UW

Special Considerations

01-50 - Stipends for Post-doctoral research trainees are always paid in object code 01-50.

01-90 - Stipends for Pre-doctoral research trainees will be paid in object code 01-90 if all of the following criteria are met:

  • The trainee must remain registered for 10 credit hours or more each quarter during the academic year and 2 credit hours or more during the summer quarter
  • The trainee's monthly stipend must exceed $800
  • The trainee must be paid 5 out of 6 pay periods

 

08-02 - Stipends for Pre-doctoral research trainees not meeting all of the above criteria will be paid in object code 08-02.

08-05 - Tuition forms authorize the 08-05 payments for trainees. These forms are completed by the department and submitted directly to Student Accounts. Refer to the following web site for information and forms: http://f2.washington.edu/fm/sfs/dept/scholarship-fellowship

 

 

Other Cost Categories

All expenditure object codes that are not identified in the trainee cost categories shown above are considered other costs.

Re-budgeting

Re-budgeting occurs when funds are moved within and between categories. Sponsor regulations allow re-budgeting from other cost categories into trainee cost categories and re-budgeting within other cost and within trainee cost categories. Sponsor regulations do not allow re-budgeting from trainee cost categories into other cost categories. See example in the Training Grant Workshop.

Tuition/Benefit Shortfall

Refer to the Training Grant Workshop.

Obligated Trainee Costs

Obligated trainee costs are defined by NIH as follows:

The amount of the stipend, tuition and fees for each full period of appointment must be obligated from funds available at the time the individual begins training unless other instructions are furnished by the awarding office.

When trainees are appointed to the training grant, there must be enough money to pay for their entire appointments, not just enough money to pay for the portion of their appointments up to the budget end date. Refer to example in the Training Grant Workshop.

F&A Costs

The F&A cost rate on training grants is typically 8%. Tuition and equipment are exempt from F&A costs. Training grants are usually set up to exempt tuition and equipment from F&A costs.

Department Responsibilities

Appointment Process for NIH NRSA Institutional Training Grants:

  • NIH indicates in the awarded training grant the number of post-doctoral and pre-doctoral trainee slots allowed. Statement of appointment forms are filled out for all trainees and sent to NIH and a copy to GCA.
  • Determine Stipend Level:

 

Caution: When trainees are added at the end of a grant, old stipend levels must be used and trainees must be paid at the old rate for the period of their appointments. Departments must make sure that the stipends awarded match the amount allowed by the award. Any stipends awarded above the allowed amount must be paid from a non-federal source.

Paperwork requirements:

  • Send to GCA copies of NIH Statement of Appointment (SOA) forms for trainees appointed during the grant period as prepared and sent to NIH.
  • Send to GCA Termination Notice when the trainee's appointment ends. This form is the counterpart to the SOA form and verifies the trainee was paid according to SOAs. GCA must sign the Termination Notice before it can be sent to NIH.

 

SOA and Termination Notice forms may be downloaded from the following web site: http://grants.nih.gov/grants/forms.htm#training.

  • Forward copies to: GCA, Box 351122
  • Write the budget number on the SOA forms

 

Verify that:

  • Stipends are coded either 01-50 for post-doctoral trainees or 01-90/08-02 for pre-doctoral trainees
  • Stipend amounts equal amounts listed on SOA forms and correspond with the NIH approved stipend levels: http://grants1.nih.gov/training/nrsa.htm.  Any under/over payments must be corrected by the department by submitting the appropriate paperwork to Payroll.
  • General closing requirements are satisfied.

 

GCA Responsibilities

  • Prepare outstanding obligations (OTO) worksheet based on submitted SOA forms. The worksheet will be forwarded to the department for concurrence.
  • Close the budget and carry over the unexpended balance per award documentation.

 

Over-Expenditures

If there is an over-expenditure at the time of closing, GCA will take the following action:

Non-Competing: GCA will move it forward with department's concurrence or department may provide a non-federal budget for the transfer.

Competing: If over-expenditure is due to tuition/benefit shortfall, the non-competing rules apply. If not, the department must move the cost overrun to a non-federal budget.

References

 

Contacts

Please direct all communication regarding these budgets to GCA via GrantTracker

http://www.washington.edu/research/gca/budget/granttracker.html

 

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