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 fundsMust be at a level consistent with similar training

statusCannot require additional duties, effort, or

obligation from fellowLink to Scheduled Disbursements Form:

http://www.ohsu.edu/xd/about/services/financial-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 employmentRequirements:

Limited, part timeOutside normal training activitiesCannot 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: http://ozone.ohsu.edu/ais/AP/APForeignNationalInformationForm.pdf

Taxes

See Section 117 of the Internal Revenue Code for additional information.

Additional information: http://grants1.nih.gov/training/26cfr401.htm

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 ECSAll 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 statementPIs 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

EmployeesSick – 15 calendar days Parental Leave – 30 calendar days

Tracked by the department

Parental Leave

45 total paid days offRequires prior approval from the PI on a

Training GrantRequires prior approval from the mentor on a

Fellowship

Additional time can be taken as Unpaid Leave

FMLA

Same procedure for Trainees as EmployeesProcess Leave PASubmit FMLA forms:

http://ozone.ohsu.edu/hr/benefits/benefits_forms.shtml#FMLA

Unpaid Leave - Fs

Unpaid leave:NIH prior approval

Letter of support from mentorDates of Leave

NIH issues revised NGAAdjust stipendsMust document in SPA’s fileService payback does not apply to unpaid

leave

Unpaid Leave - Ts

Unpaid leave:NIH prior approvalTermination noticeReappointed upon return

Adjust StipendsService 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 endsTrainee may enroll in COBRA

The COBRA guide is located at: http://ozone.ohsu.edu/hr/docs/cobra_selection_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:

http://grants.nih.gov/grants/funding/416/phs6031.pdf.

Payback Agreement

Fulfilled by:Completing a second year of NRSA supportEngaging in an equal period of research or

health related activitiesFinancially

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?