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

2. 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)

3. 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

4. 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

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

6. 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

7. 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

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

9. 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

10. 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

11. 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

12. 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

13. 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)

14. 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)

15. 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

16. 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)

17. 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, F F32 and F33
All PI’s and Trainees must be registered in Commons. PI can delegate privileges to Administrator (ASST)

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

19. XTrain Important Websites
ORPA’s website for access form:
NIH Commons Xtrain Training Resources: Appendix HH
xTrain User’s Guide: Appendix II
pdf
FAQ’s: Appendix JJ

20. 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

21. 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 TN ready to process
ORACS will need same info as for paper TN

22. Termination Notice cont
Admin should 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

23. 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

24. 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:

25. 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

26. 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