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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?