TRAINING GRANTS: POST-AWARD October 22, 2013 Katherine Newkirk
Overview The objective is to prepare qualified individuals for careers that have a significant impact on healthrelated research needs of the United States Awarded to an Institution as a primary way of supporting pre & postdoc research training Parent Training Grants T32: Long Term Appointed for 12 months T35: Short Term Appointed for 2-3 months
xtrain Used in ecommons to Appoint and Terminate Trainees PI must delegate Access Select Training Grant View Trainee Roster
xtrain, cont. Trainee Roster View All Years Process both Statements of Appointment & Terminations
Statement of Appointment Trainee must be US Citizen or Permanent Resident Form 2271 Must be submitted via xtrain (Trainee Participation) Prior to or at time of appointment, but no later than 3 months prior to the end of budget period (select agencies) Unfilled Slot Reduction (select agencies) If SOA is not submitted 3 months prior to start date of next budget period, a revised NGA will be issued to restrict funds for the unfilled slot and also delete that slot from all future years.
Statement of Appointment, cont. PGY Levels Use NIH Stipend Levels NIH Starts at Year 0 not Year 1 $500 leeway Measured by budget start date, not appointment date Example: Budget Start Date is 09/01/12 Appointment Date is 07/01/13 NIH FY13 is 10/01/12-09/30/13 Must Use FY12 Stipend Amounts as Budget Start Date is in NIH FY12 (10/01/11-09/30/12)
Statement of Appointment, cont. Payback Agreement Required for postdocs for their 1 st appointment on NRSA Only occur a payback obligation during initial 12 mos Trainee then owes an additional 12 mos of service & must be initiated within 2 years Research Teaching Health-Related Activities Must be mailed to NIH NRSA obligation cannot be fulfilled at the simultaneously with the NIH Loan Repayment
Managing your Training Grant Distribute the budget Create Subaccount for each trainee Leave Health Insurance in main IO Limited rebudgeting allowed between categories Maintain Data Tables throughout the year Progress Report Renewal Other Department Training Grants
Termination Must be submitted via xtrain (Trainee Participation) Must Route to Business Official (BO), who then submits to NIH Labor Distribution Report in BW Amounts must match Term form in xtrain If there are errors with the PGY Level Must first adjust the SOA and resubmit to NIH Then complete Term form correctly
Contact Info Katherine Newkirk, Research Service Manager Div of Infectious Diseases in Dept of Medicine kbnewkirk@jhmi.edu
Research Administration Retreat Training Grants Tracy Wayman twayman@jhu.edu Claudia Borsella cborsella@jhu.edu
DEFINITION: NIH T32 grants are provided to an eligible institution to develop or enhance research training opportunities for individuals selected by the institution. 2
FFR Draft Example Statement of Appointment Unliquidated Obligations How the Worksheets Relate to Each Other Is Rebudgeting Allowed? Restricted Balance Questions 3
FFR Draft 4
FFR Worksheet 5
F&A Worksheet 6
Statement of Appointment pg 1 7
Statement of Appointment pg 2 8
Unliquidated Obligations o Stipends o Tuition and Fees o Student Health Insurance 9
Stipend Worksheet 10
Tuition and Fees (if applicable) 11
Training Grant Summary Sheet 12
Rebudgeting Rules o Category A includes: Trainee Travel Equipment Training Expenses F&A o Category B includes: Stipends Tuition & Fees Rebudgeting is allowed from Category A to B and within Category A Rebudgeting is allowed within Category B Rebudgeting is NOT allowed from Category B to A 13
Training Grant Restricted Balances o If you do not spend your funds for the year, they become restricted o Restricted Funds may of may not be released Offsets Additional Funding (rare) 14
Reconciliation Worksheet example FINANCIAL REPORTING RECONCILIATION WORKSHEET Grant Number Award Number Budget/Report Period End Date Indirect Cost Rate for Account Non-Sponsored Cost Object for transfer of overruns 0 0.00 00/00/0000 8% Total expenditures from the Statement as of the budget/project period end date: - Plus: Total unliquidated obligations: Total Expenses for the Period: - Plus: Total amount of charge adjustments from page 2 of this worksheet: Less: Total amount of credit adjustments from page 3 of this worksheet: Total Expenditures to be reported to the Grantor: 0.00 0.00 0.00 I attest that the expenditures referenced in this Reconciliation Worksheet are appropriate expenditures for the grant referenced above, and that any debit balances on prior year's awards have been transferred to the current year appropriately. Signature of Administrat Date Financial Reporting Reconciliation Worksheet CHARGE DETAIL CHARGE IDC TOTAL AMOUNT Date SAP SPONSORED SPONSORED ADJUSTMENT y or INDIRECT OF CHARGE GL CLASS PROGRAM DESCRIPTION AMOUNT n AMOUNT ADJUSTMENT 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 Financia Financial Reporting Reconciliation Worksheet CREDIT DETAIL CREDIT IDC TOTAL AMOUNT Date SAP SPONSORED SPONSORED ADJUSTMENT Y or INDIRECT OF CREDIT GL PROGRAM PROGRAM DESCRIPTION AMOUNT N AMOUNT ADJUSTMENT 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 15