NIH TRAINING GRANTS July 19, 2018 Continuous Learning for Administrators of Sponsored Programs (CLASP) Elective NIH TRAINING GRANTS July 19, 2018

Training Grant Close Out Close out is an on-going activity Involves the department and ORACS Think about close out from the first day the award comes in the door Know your training grant financial terms (see Appendix AA, Glossary of Terms for NIH Training Grants)

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 Postdoc

Trainee Costs Tuition and Fees, – itemize and request full needs. NIH will apply the formula at the time of award SC58700 Tuition at the postdoc level is limited to that required for specific courses in support of approved training program, requires prior approval from NIH

Trainee Travel Scientific Meetings/Conferences Allowable Does not require prior approval by NIH

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

Training-Related Expenses (Continued) Health Insurance/Fees Health Insurance/Fees can be for single or family coverage Subcodes: SC56650 UHS charges SC46250 Pooled benefit rate

Facilities and Administrative Costs 8% of Total Allowable Direct Costs Calculation excludes: Tuition/Fees Equipment

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

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

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 All other position codes that have benefits charged, the unallowable portion will be adjusted to your department account

Allowable Components of Pooled Rates for Trainees FY17 FY18 FY19 Rate 4 11.74 12.80 12.12 Rate 1 8.19 8.94 8.18

Report of Expenditures (ROE) Timing of the ROE Importance of proper preparation Step by step through the ROE, PHSROE & FFR (Appendix BB, CC, DD & EE)

Financial Status Report (FFR) Required annually no later than 90 days after the close of each budget period (60 days is the goal) 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)

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

Tips for a Smooth Close Out Review monthly ledgers Monitor and track individual trainee expenses Including monitoring annually trainee’s pay (Cum Sal) to match the NIH appointment form 2271, Appendix FF 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 GG)

X Train Termination Notice Training 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)

X Train Termination Notice Termination Notice due 30 days after trainee terminates Late TN forms can hold up issuance of future year awards

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 HH http://era.nih.gov/era_training/xtrain.cfm xTrain User’s Guide: Appendix II http://era.nih.gov/files/xtrain_external_user_guide. pdf FAQ’s: Appendix JJ http://grants.nih.gov/grants/frequent_questions.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

Termination Notice cont Trainee has 14 days to complete and route back to PI PI reviews data and routes to BO (Senior Accountant). Clicks continue and certify, creating electronic signature BO receives email TN ready to process ORACS will need same info as for paper TN

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

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

QUESTIONS? Refer to Appendix KK, “Training Grant Administration Helpful Tools” Refer to Appendix JJ or check out NIH Research Training Opportunities,Frequently Asked Questions – NRSA Training Grants at: http://grants.nih.gov/grants/frequent_questions.htm

Closeout Appendices 2018 Appendix FF Statement of Appointment- PHS 2271 Appendix GG Termination Notice Appendix HH ERA Xtrain Resources Appendix II Xtrain External/Institution User Guide

Closeout Appendices 2018 Appendix AA Glossary of Terms for NIH Training Grants Appendix KK Training Grant Administration Helpful Tools Appendix BB ROE - New Rules Appendix LL xTrain termination notice Quick Reference Appendix JJ Frequently Asked Questions – NRSA Training Grants