1 continuous learning for administrators of sponsored programs (clasp) elective nih training grants...
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Continuous Learning for Administrators of Sponsored Programs (CLASP) Elective
NIH TRAINING GRANTSJuly 09, 2014
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Training Grant Close Out
Close out is an on-going activityInvolves the department and ORACSThink about close out from the first day the award comes in the doorKnow your training grant financial terms (see Appendix L, Glossary of Terms for NIH Training Grants)
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Trainee Costs
Stipends-a subsistence allowance to defray living expenses during the period of training At the approved levels for awards made
during the Federal government’s fiscal year (October – September)
Graduate Student – Subcode 1690 Postdoc – Subcode 1560
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Trainee Costs
Tuition and Fees, – itemize and request full needs. NIH will apply the formula at the time of award
Subcodes 4XXXTuition at the postdoc level is limited to that required for specific courses in support of approved training program, requires prior approval from NIH
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Trainee Travel
Scientific Meetings/Conferences Allowable Does not require prior approval
by NIH
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Training-Related Expenses
Institutional Funds Used to defray costs of other research
training related expenses Examples include:
Staff salaries Health Fees Consultant costs Equipment Research supplies Staff travel
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Training-Related Expenses (Continued)
Health Insurance/Fees
Health Insurance/Fees can be for single or family coverage
Subcodes: 2970 UHS charges 1900 Pooled benefit rate
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Facilities and Administrative Costs
8% of Total Allowable Direct Costs
Calculation excludes: Tuition/Fees Equipment
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Rebudgeting
No prior approval required*:
Stipends Tuition & Fees only Tuition Stipends only Trainee Travel any category Training Related Expenses any category
Prior approval is required to rebudget Stipends and/or Tuition into Travel or TRE.
*Unless otherwise restricted
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Unallowable Benefits It is inappropriate and unallowable for
organizations to seek funds or to charge institutional research training grants for costs that normally are associated with employee benefits. This will come up again in closeout.
This includes: FICA Worker’s Compensation Unemployment Insurance
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Position Codes and Benefits
Position Code 0095 – Postdocs Not employees, therefore no benefits Can have UHS Health Fees If any benefits are charged for this position, charges get moved
back to benefit pool account
Position Code 0999 – Graduate Students Not employees, therefore no benefits Can have UHS Health Fees If any benefits are charged for this position, charges get moved
back to benefit pool account
All other position codes that have benefits charged, the unallowable portion will be adjusted to your department account
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Allowable Components of Pooled Rates for Trainees
FY13 FY14 FY15
Rate 4 14.43 14.14 14.39
Rate 1 8.30 8.53 8.51
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Report of Expenditures (ROE)
Timing of the ROE
Importance of proper preparation
Step by step through the ROE (Appendix N)
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Financial Status Report (FFR)
Required annually no later than 90 days after the close of each budget period
Trainee stipends, tuition and health fees are obligated for a full 12-month appointment from the budget period in which the appointment was initiated
Portions of stipends, tuition and health fees that extend beyond the budget period are reported as “unliquidated obligations” (Included in Section 4A on ROE and 10F on FFR)
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Financial Status Report (FFR)
Carry over – The amount remaining
after outlays and unliquidated obligations have been accounted for
In most cases, prior approval for carry over is required
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Tips for a Smooth Close OutReview monthly ledgersMonitor and track individual trainee expenses
Including monitoring annually trainee’s pay (Cum Sal) to match the NIH appointment form 2271, Appendix E
Update appointment forms Close out will be easier if appointment forms
coincide with university pay periods Example: if semi-monthly, 1st or 16th; if monthly,
1st
Timely completion of Termination Forms (PHS 416-7, Appendix H)
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X Train Termination NoticeTraining and related appointments and terminations (TN) must be submitted via xTrain after 1/1/11 for the following awards:
T34, T32, T35, T90, TL1, TU2, T15, F30, F31- F32 and F33
All PI’s and Trainees must be registered in Commons. PI can delegate privileges to Administrator (ASST)
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Termination Notice due 30 days after trainee terminates
Late TN forms can hold up issuance of future year awards
X Train Termination Notice
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XTrain Important Websites
ORPA’s website for access form:http://www.rochester.edu/orpa/_assets/pdf/form_NIHCommonsReqForm.pdf
NIH Commons Xtrain Training Resources: Appendix Jhttp://era.nih.gov/era_training/xtrain.cfm
xTrain User’s Guide: Appendix Khttp://era.nih.gov/files/xtrain_external_user_guide. pdf
FAQ’s: Appendix P http://grants.nih.gov/training/faq_training.htm
Creation of Termination Form PI/ASST/BO(Business Official) can
create and enter data in TN PI logs into Commons to view list of
grants and trainee rosters PI pulls up & completes required
info Chooses a BO from window-Sr Acct PI routes to Trainee
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Termination Notice cont Trainee has 14 days to complete
and route back to PI PI reviews data and routes to BO.
Clicks continue and certify, creating electronic signature
BO receives email TN ready to process
ORACS will need same info as for paper TN
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Termination Notice cont Admin should email explanation if TN
doesn’t match Cum Sal and 2271 form Send appropriate memos/payroll forms 2271 form, Cum Sal and TN should all
match in total New certification for ORACS is number
of months. Will need dept verification Under xTrain once a 2271 form
submitted all can view
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Termination Notice cont BO will save & submit TN to agency
when info is verified PI/ASST/BO can view status of TN at any
time Please refer to User’s Guide with
question and also Quick Reference Guide Contact ORACS if any questions about
form & what information we need to submit TN
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QUESTIONS?
Refer to Appendix M, “Training Grant Administration Helpful Tools”Refer to Appendix P or check out NIH Research Training Opportunities,Frequently Asked Questions – NRSA Training Grants at: http://grants.nih.gov/training/faq_training.htm
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Closeout Appendices 2014 Appendix E Statement of Appointment- PHS 2271 Appendix H Termination Notice Appendix I Xtrain Overview & Functions Quick Reference Guide Appendix J ERA Xtrain Resources Appendix K Xtrain External/Institution User Guide
Appendix J ERA Xtrain Resources Appendix I Termination Notice
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Closeout Appendices 2014 Appendix L Glossary of Terms for NIH
Training Grants. Appendix M Training Grant
Administration Helpful Tools Appendix N ROE - New Rules Appendix O Xtrain Termination Notices
Quick Reference Appendix P Frequently Asked Questions
– NRSA Training Grants