Other Trainee Issues 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.

Supplementation Departments are allowed to supplement with non-sponsored funds Must be at a level consistent with similar training status Cannot require additional duties, effort, or obligation from fellow Link to Scheduled Disbursements Form: ial-services/forms/forms- policies.cfm#CP_JUMP_ ial-services/forms/forms- policies.cfm#CP_JUMP_121215

Supplementation Case Study There is a fellow working in my lab that does a wonderful job. How can I increase his pay? Is he required to perform additional duties outside of his training experience? Can I pay him from my R01? Do I need to pay him a Stipend through AP? Is there a limit to the amount I supplement him? Is the amount of the supplementation consistent with other fellows with similar status?

Compensation Fellows may seek part-time employment Requirements: Limited, part time Outside normal training activities Cannot distract from training program May not be from a research grant that supports the same research that is part of the training experience

Compensation Case Study There is a fellow working in the lab next to me who I would like to have assist me with some of my research. Can I hire him? Are the duties he is to perform related to his training? (must be no) How much time is required to perform the duties? (must be part time; 10 hrs per week) Would this be considered a second job? If he is providing a service to OHSU, should he be paid via Payroll?

Taxes OHSU cannot withhold payroll taxes for non-employees. As a courtesy, AP sends each stipend recipient a report of their annual checks. AP may withhold 14 percent tax if the Foreign Nationals Form is not received: ationalInformationForm.pdf ationalInformationForm.pdf

Taxes See Section 117 of the Internal Revenue Code for additional information. Additional information: m m

Effort Reporting Effort Statements will print if salary is charged Trainees are not providing a service to OHSU, and are therefore exempt from effort reporting Stipends will not generate an ECS All Trainees must be issued a stipend check and not a payroll check

Effort Reporting Effort by the PI and Mentors is considered overlap, and therefore their time should not be included in their effort certification statement PIs may charge a small amount of salary for administrative functions Be sure to monitor your budget to ensure funds are available

Leave Annual Leave: Vacation – 80 hours Holiday – same as Unclassified Employees Sick – 15 calendar days Parental Leave – 30 calendar days Tracked by the department

Parental Leave 45 total paid days off Requires prior approval from the PI on a Training Grant Requires prior approval from the mentor on a Fellowship Additional time can be taken as Unpaid Leave

FMLA Same procedure for Trainees as Employees Process Leave PA Submit FMLA forms: s.shtml#FMLA s.shtml#FMLA

Unpaid Leave - Fs Unpaid leave: NIH prior approval Letter of support from mentor Dates of Leave NIH issues revised NGA Adjust stipends Must document in SPA’s file Service payback does not apply to unpaid leave

Unpaid Leave - Ts Unpaid leave: NIH prior approval Termination notice Reappointed upon return Adjust Stipends Service payback does not apply to unpaid leave

Example Appointment changed to 7/1/07-4/14/08 Paid leave 3/1/08-4/14/08 Unpaid leave 4/15/08-5/31/08 Reappointed 6/1/08-8/15/08 Payback begins 8/16/08

Insurance Coverage Health insurance ends Trainee may enroll in COBRA The COBRA guide is located at: guide09.pdf guide09.pdf

Example Appointment changed to 7/1/07-4/14/08 Paid leave 3/1/08-4/14/08 Unpaid leave 4/15/08-5/31/08 Reappointed 6/1/08-8/15/08 Payback begins 8/16/08

Payback Agreement Postdoc Trainees in their first 12 months of support are required to fulfill a service payback agreement. Executed with a Payback Agreement. Link to Form: s6031.pdf. s6031.pdf

Payback Agreement Fulfilled by: Completing a second year of NRSA support Engaging in an equal period of research or health related activities Financially NIH determines if obligation has been met

Service Payback Case Study I am terminating my training grant appointment because I received a grant from a foundation. How will this work with my service payback? Is the scope of the new grant related to research, teaching, or health-related activities? Will activities be at least 20 hours per week? Will the new grant be conducted in an academic, government, commercial, or other environment in either a foreign or domestic setting?

Summary This course has discussed some other issues surrounding training grants and fellowships Understanding will help ensure proper stewardship of federal funds

Questions?