Guidelines

NIH Statement of appointment form (2271 form) must be signed by Grace De Jesus or Michelle Phillips before submitting to Academic Trainee Office. Please review NIH websites in regards to statement of appointment, amendments, and X-Train:


XTrain Quick Reference Guide
Statement of Appointment


Time Commitment

Trainees are required to devote full-time effort to the training program however, they may receive additional supplement salary:

NIH recognizes that trainees as students may seek part-time employment coincidental to their training program to further offset their expenses. Funds characterized as compensation may be paid to trainees only when there is an employer-employee relationship, the payments are for services rendered, and the situation otherwise meets the conditions of the compensation of students. In addition, compensation must be in accordance with organizational policies consistently applied to both federally and non-federally supported activities and must be supported by acceptable accounting records that reflect the employer-employee relationship. Under these conditions, the funds provided as compensation (salary, fringe benefits, and/or tuition remission) for services rendered, such as teaching or laboratory assistance, are not considered stipend supplementation; they are allowable charges to Federal grants, including PHS research grants.

However, it is expected that compensation from research grants will be for limited part-time employment apart from the normal full-time training activities. Part-time is considered by NIH as up to 20 hours per week. Compensation may not be paid from a research grant that supports the same research that is part of the trainee’s planned training experience. Under no circumstances may the employment interfere with, detract from, or prolong the trainee’s approved NRSA training program.

Funds may be rebudgeted only as follows: 1) Trainee-related expenses: Rebudgeting of funds awarded in a lump sum for trainee-related expenses does not require NIH awarding office prior approval. 2) Trainee costs: For rebudgeting purposes, trainee costs include funds awarded in the stipends or tuition/fees and health insurance budget categories. These costs may not be used for other purposes except under unusual circumstances and then only with the prior approval of NIH awarding office.

Unless otherwise restricted, rebudgeting into or within the stipends and tuition, fees, and health insurance categories is allowable without prior approval of the NIH awarding office. 3) Trainee travel: For rebudgeting purposes, trainee travel is not considered a trainee cost and, therefore, may be rebudgeted into any other budget category without prior approval of the NIH awarding office.



Set-Up and Adjustments

Use account #431587 for training related expenses (benefits, supplies, travel & administrative salary) and account 781587 only for Stipends and Tuition/fees.


You must identify an Unrestricted FAU wich will cover any unallowable expenses, such as Life Insuramce, Worker's Comp, and Disability. FAU should be a funding source from the mentor. The FAU will also be charged if the grant does not cover the cost of regular benefits.


To make adjustment to the appointment, obtain approvel from Grace de Jesus or Michelle Phillips on the adjustment form. Once approved, submit the form to the Academic Trainee Office.


NRSA Award Levels 2015

Postdoctoral Scholar Benefit Plans



Close-Out

Before submission of Termination Notices to NIH via X-Train, the administrator should prepare a hard copy to be reviewed and submitted to OES office (Grace de Jesus or Michelle Phillips). They will run a Stipend summary worksheet to ensure the dates of training and that the total stipends paid matches the Campus General Ledger. The total stipend on the Termination Notice and Campus General Ledger should match before EFM submits to NIH.


Information & instructions for completing a Termination Notice: Instructions for Completing a Termination Notice



Resources

See the Training Grant Frequently Asked Questions

Visit the Academic Trainee Office homepage

Visit the Graduate Division homepage