1. National Research Service Awards (NRSA) – Institutional Training (T) Grants
Jan, May & Sep All types
Overview of Ruth L. Kirschstein National Research Service Awards (NRSA) Institutional Training Grant Funding Opportunities
Theory and Basic Application
Office of Sponsored Projects – NIH Assorted Training

2. What are Institutional Training (T) Grants?
Intended to develop or enhance research training opportunities for ensuring a diverse and highly trained workforce will be available.
Provides opportunity for pre/post-doc trainees to participate in a research program in health-related fields & gain experience in their career path prior to becoming an independent research investigator.
Training Program PI / Director develops curriculum of study & research experiences necessary for high quality research training. 
Primary means of supporting predoctoral and postdoctoral research training to help ensure that a diverse and highly trained workforce is available to assume leadership roles related to the Nation’s biomedical, behavioral and clinical research agenda. 
prepare qualified individuals for careers that have a significant impact on the health-related research needs of the Nation
The training program is described in the text by the principal investigator/program director. It is a set of activities (courses, seminars, exams, retreats, research experiences, etc.) that will be undertaken by ALL participants supported by the training grant and that is provided through a defined administrative structure by a defined group of faculty mentors.
The Training PD/PI should be an established investigator in the scientific area in which the application is targeted and capable of providing both administrative and scientific leadership to the development and implementation of the proposed program. The Training PD/PI will be responsible for the selection and appointment of trainees to the approved research training program, and for the overall direction, management, administration, and evaluation of the program.
In addition to the PI or Program director there may be an advisory committee to run the program, select trainees and mentors who will assist with the training with access to their research activities.
Mentors should have strong records as researchers, including successful competition for research support in the area of the proposed research training program.  Mentors should also have past record of research training, including successful former trainees who have establishing productive scientific careers.
Similar to NIH F31/F32 Fellowships but those are granted for a specific individual, whereas the T-Series are for an institutional program.
Training PDs/PIs should limit appointments to individuals who are committed to a research career and who plan to remain in training for no less than two years

3. The training program should:
Provide strong foundation in appropriate research design, methods, and analytic techniques;
Enhance trainees’ understanding of the health-related sciences.
Enhance trainees’ ability to conceptualize and think through research problems with increasing independence;
Provide experience conducting research using state-of-the- art methods and presenting & publishing research findings;
Provide opportunities to interact with members of the scientific community at appropriate scientific meetings and workshops;
allow the Training Program Director/Principal Investigator (Training PD/PI) to select the trainees and develop a program of coursework, research experiences, and technical and/or professional skills development appropriate for the selected trainees.
Biomedical research and the resulting scientific knowledge are increasingly complex and multidisciplinary in nature. Training PDs/PIs are encouraged to develop institutional training programs that will expose trainees to a diversity of scientific ap
_______
Program may complement other ongoing research training and career development programs at the institution, but the proposed program must be clearly distinct from current and related Federally funded programs.
proaches, systems for study, research approaches, and tools and technologies

4. Other NIH Training Grant Basics
Provides:
Trainee Stipends
Trainee Tuition and Fees
Training Related Expenses,
Trainee Travel
Training Related Expenses cover variety of allowable costs
Health Insurance
Speaker Fees
Research Supplies
Administrative salaries are allowable training-related expense
Trainee Travel
Varies among ICs – check the applicable IC website to see if allowable
Can be used for Scientific Meetings
Travel for training experiences away from institution may be allowed however require IC prior approval (e.g. to train at another institution

5. NIH Institutional Training Grant Funding Opportunity Types
Mechanism
Program Description
T32
Ruth L. Kirschstein National Research Service Awards (NRSA) Institutional Research Training Grants (T32) PA
Other T32 opportunities at
T34
MARC Undergraduate NRSA Institutional Research Training Grants (T34) for minority institutions – Only (NIGMS) General Medical Sciences currently available
T35
Ruth L. Kirschstein National Research Service Awards (NRSA) Short-Term Institutional Research Training Grants (T35) PA
T36
MARC Ancillary Training Activities - To increase well-trained minority scientists in biomedical disciplines & strengthen research & teaching capabilities of minority institutions – Only NIGMS currently available
T90
To support comprehensive innovative interdisciplinary research training programs at undergraduate / pre-doctoral / postdoctoral levels
NIH: Training for a New Interdisciplinary Research Workforce (T90)
T90/R90 - T90 (Research Training award) and an R90 (Research Education (non-NRSA) award)
Other T90 opportunities at
T-35 Short-term research training such as for 2-3 months for pre- or post-doctoral students in medical schools, health professional schools or clinical or translational research or providing provide intensive clinical or translational research experiences
While T32 may include short-term training, if only short-term training will be done, then T35 should be used.
Comparison between T32 (NRSA Program) and T90 Program
Trainee eligibility
T32 NRSA requirements
T90 Open to NRSA plus college students and non-USA citizens, at any stage of career
Allowance for personnel salary
T32 Not allowable cost
T90 10% of salary allowed for mentor
Training approach
T32 Standard NRSA courses,
T90 multidisciplinary Team approach, interdisciplinary, institutional commitment
Evaluation of program
T32 Success based on peer review and progress reports
T90 Self-evaluation, annual meeting in Bethesda, MD
Payback requirements
T s for all trainees
T s for all trainees, but no payback requirement for college student trainees and non-USA citizen trainees
Unfilled trainee positions based on application
T32 Some flexibility between pre-docs and post-docs, based on language provided in the Notice of Grant Award
T90 The ratio between trainees approved under NRSA guidelines and trainees approved under non-NRSA guidelines will be fixed at time of award. Unfilled positions will remain unfilled.
Currently Brown has no T34, T35 or T90s, but has had T35 recently.

6. Other NIH Training Grant Basics (cont.)
Maximum NRSA support allowance by level (incl. combination of training (T) & fellowship (F) mechanisms):
Predoctoral level may receive up to five (5) years aggregate
Postdoctoral level may receive up to three (3) year aggregate
Eligibility to receive a NRSA Trainee appointment requires:
U.S. Citizenship
Non-citizen National
Permanent Resident with a valid Alien Registration Card (Form I- 551) status at the time of appointment

7. NIH Institutional Training Grant Additional Funding Opportunities
T32 Training Program for Institutions That Promote Diversity (T32) - RFA HL (Due 9/19/16 resubmissions only, 2/18/17 all types)
Interdisciplinary Training in Bioinformatics and Diabetes, Obesity and Metabolic Disease(T32) - PAR (Due 11/17/16)

8. Other NIH Training Grant Basics (cont.)
Applications require detailed Data tables EXTREMELY time-consuming to produce.
Allow at least 2 months.
Applicants requesting $500,000 or more in direct costs in any year (excluding any consortium F&A) must contact NIH program staff at least 6 weeks before submitting the application following SF424 R&R instructions.
There are now 8 Data tables, down from 12; removes duplicative information.
These forms have different sections depending on if pre-doc or post-doc trainees will be involved and what type of application is being submitted (i.e. new/resubmission, renewal, revision)
Applicants requesting $500,000 or more in direct costs in any year (excluding consortium F&A) must contact NIH program staff at least 6 weeks before submitting the application and follow the Policy on the Acceptance for Review of Unsolicited Applications that Request $500,000 or More in Direct Costs as described in the SF 424 (R&R) Application Guide.

9. Other NIH Training Grant Basics (cont.): PHS 6031- Payback Agreement
Required for all new postdoc appointees
Postdoc to perform qualified activities for a length of time equal to the amount of time received postdoctoral training under the NRSA, up to a maximum of one year
For two year appointments, the 2nd year is considered payback for 1st year
Service must begin within 2 years of appointment end date
( From T Grant FAQs - Is a Payback Agreement required for all "New Appointment" postdoctoral trainees? Only if the appointment is their initial 12-months of postdoctoral NRSA support. If the trainee received any other NRSA postdoctoral support that totals 12 months, on either another training grant or fellowship, a payback agreement would not be required. )

10. NIH Training Grant Information Sources:
Funding Opportunity Announcement (FOA) to which application is responding (e.g. PA )
Table of IC Specific Information, Requirements and Staff Contacts (Institute specific instructions for the FOA):
SF424 (R&R) Application Guide for NIH and Other PHS Agencies – Guide for preparing and submitting applications via Grants.gov to NIH and other PHS Agencies using the SF424 (R&R)
Section 8. Supplemental Instructions to SF424 (R&R) for Preparing Institutional Ruth L. Kirschstein National Research Service Award (NRSA) Application
Current Kirschstein-NRSA Stipend Levels, Tuition and Fees and Institutional Allowance Levels - NOT-OD

11. Other NIH Training Grant links:
COEUS NRSA Institutional Training Grants Guide – Highlights Coeus elements that are specific to NRSA T Series opportunities.
Training Grant Data Tables and Instructions - s.htm
T Kiosk: (Includes links to NIH Institutional Training Funding Announcements)
Ruth Kirschstein NRSA website – Training Grant Frequently Asked Questions:
For RPPRs due on or after December, 1, 2015, use Training Grant Data Tables and Instructions at

12. Changes for proposals due as of Jan 25, 2016 (Phase I)
Phase I – Initially used Forms-C application forms
Recruitment & Retention Plan to Enhance Diversity – Focus on recruitment
Human Subjects – Describe how will ensure training only on exempt HS Research or HS Research with protocol. No longer need to identify available HS Research grants.
“Child” now defined as under 18 years, not under 21 years.
Vertebrate Animals - Describe how will ensure training only on vertebrate animal research with protocol. No longer need to identify current VA Research grants.
(Renewal) Report on Trainee publications moved fr. Progress Report to Just-In-Time deliverables.

13. Changes for proposals due as of May 25, 2016 (Phase II)
New Application FORMS-D application forms (est. 3/25/16)
New parent announcements (est. 3/25/16)
Bio-sketch instructions clarified:
URLs optional, but must be .gov website.
May cite Peer & Non-Peer-Reviewed publications.
Tables/Charts not allowed.
PHS 398 Research Training Program Plan significantly reorganized
Expect new parent announcements in March 2016.

14. Changes for proposals due as of May 25, 2016 (Phase II), cont.
Requirement to address Instruction on Methods for Enhancing Reproducibility is postponed.
“Background” & “Recruitment Plan to Enhance Diversity” now addressed in Program Plan attachment
HS Enrollment and Inclusion Report forms revised
Vertebrate Animal Research training instructions streamlined
New Data Safety Monitoring Plan attachment (for clinical trials)

15. Changes for proposals due as of May 25, 2016 (Phase II), cont.
Training Tables:
Reduced from 12 to 8
Reduces individual-level reporting
Extends trainee tracking from years.
New optional form regarding Application Assignment & Reviewers
FORMS-D also applies to on-going non-parent FOAs
Annotated draft Forms D can be viewed at: ated_Forms_General_FORMS-D.pdf

16. Funding Opportunity - Key Elements:
Participating NIH Agencies – See Components of Participating Institutions
Also consult Table of IC-Specific Information, Requirements and Staff Contacts
Because of the differences in individual Institute and Center (IC) program requirements for this FOA, prospective applicants MUST consult the Table of IC-Specific Information, Requirements and Staff Contacts,
Different application due dates, travel cost restrictions/requirement (e.g. pre-approval), some don’t allow short-term training
Some no May, some no Sept due dates

17. Funding Opportunity Key Elements (cont.)
Notices (generally page 1 or 2)
Due Date and Earliest Start Date
Also see Notices
From T Grant FAQs - Is there a consistent receipt date for renewal (formerly competing continuation) training grant applications across the NIH? No. While many use the three standard dates of January 25, May 25, and September 25, a number of ICs use only one or two of these dates. See most recent training program announcements in the T-Kiosk: Applicants should contact the awarding components for verification.

18. Funding Opportunity Key Elements (cont.)
Application Type Allowed (e.g. New, Resubmission, Renewal, & Revision.)
Award Budget and Project Period – allowable expenses (e.g. Stipend, Tuition) and non-allowable expenses
Replace with 1st~10 boxes in section II.

19. Funding Opportunity Key Elements (cont.)
Eligibility – Institutional, PI/PD, Mentors & Trainees
Examples:
Number of Applications
Applicant organizations may submit more than one application, provided that each application is programmatically distinct.
NIH will not accept any application that is essentially the same as one already reviewed within the past thirty-seven months (as described in the NIH Grants Policy Statement), except for submission:
To an RFA of an application that was submitted previously as an investigator-initiated application but not paid;
Of an investigator-initiated application that was originally submitted to an RFA but not paid; or
Of an application with a changed grant activity code.
Mentors - Program faculty should have strong records as researchers, including recent publications and successful competition for research support in the area of the proposed research training program.  Program faculty should also have a record of research training, including successful, former trainees who have established productive careers relevant to the NIH mission.  Researchers from diverse backgrounds, including racial and ethnic minorities, persons with disabilities, and women are encouraged to participate as mentors.         
Trainees
The individual to be trained must be a citizen or a noncitizen national of the United States or have been lawfully admitted for permanent residence at the time of appointment. Additional details on citizenship, training period, and aggregate duration of support are available in the NIH Grants Policy Statement.
All trainees are required to pursue their research training full time, normally defined as 40 hours per week, or as specified by the sponsoring institution in accordance with its own policies. Appointments are normally made in 12-month increments, and no trainee may be appointed for less than 9 months during the initial period of appointment, except with prior approval of the NIH awarding unit, or when trainees are appointed to approved, short-term training positions.
Predoctoral trainees must have received a baccalaureate degree by the beginning date of their NRSA appointment, and must be enrolled in a program leading to a Ph.D. in science or in an equivalent research doctoral degree program. Health-professional students who wish to interrupt their studies for a year or more to engage in full-time research training before completing their formal training programs, are also eligible.
Postdoctoral trainees must have received, as of the beginning date of the NRSA appointment, a Ph.D., M.D., D.D.S., or comparable doctoral degree from an accredited domestic or foreign institution. Comparable doctoral degrees include, but are not limited to, the following:  D.M.D., D.C., D.O., D.V.M., O.D., D.P.M., Sc.D., Eng.D., Dr. P.H., D.N.Sc., D.P.T., Pharm.D., N.D. (Doctor of Naturopathy), D.S.W., Psy.D, as well as a doctoral degree in nursing research. Documentation by an authorized official of the degree-granting institution certifying all degree requirements have been met prior to the beginning date of the training appointment is acceptable. Individuals in postgraduate clinical training, who wish to interrupt their studies for a year or more to engage in full-time research training before completing their formal training programs, are also eligible.
Short-term trainees must be medical students, dental students, students in other health-professional programs, or graduate students in the physical or quantitative sciences. To be eligible for short-term, predoctoral research training positions, students must have received a baccalaureate degree by the beginning date of their NRSA appointment.  In addition, students must be enrolled, in good standing, and 

20. Funding Opportunity Key Elements (cont.)
Content and Form of the Application Submission
See Section (roman numeral) IV, paragraph 2.

21. Content and Form of Application
All page limitations outlined in the Table of Page Limits and in the SF424 (R&R) Application Guide must be followed unless noted otherwise in the specific FOA.
All attachments must be submitted as PDF files in accordance with the following format:
Font
Paper Size and Margins
Arial, Helvetica, Palatino Linotype, or Georgia typeface
Standard Paper Size (8 ½” x 11”)
11 points or larger
½” margins all around
No more than 15 characters per horizontal inch
No Headers or footers
Grantsmanship
No more than 6 lines per vertical inch
Figures, Graphs, Diagrams, Etc.
Use English language
Can use smaller font
Avoid jargon
Must be clear and legible

22. Required Forms SF424 Research & Related (R&R) Cover Component Form
SF424 Project/Performance Site Location(s) Form
Must list all locations where training, program management, and research training experiences described in the Research Training Program Plan will be performed (e.g hospitals).
Using COEUS, once you connect to Grants.gov using the applicable Funding Opportunity Number, COEUS will download all the Mandatory and Optional forms that are associated with the Funding Opportunity

23. Required Application Forms
SF 424 R&R Other Project Information Form
Project Summary/Abstract – no more than 30 lines of text
Abstract of the entire application,
Include the long-term goals and objectives of the program,
Key elements of the research training plan,
Brief descriptions of planned research projects,
Rationale and design of the program,
Planned duration,
Projected number of trainees, including their levels (i.e., predoctoral, postdoctoral)

24. Required Application Forms cont.
SF424 R&R Other Project Information Form (cont.)
Project Narrative – 2 to 3 sentences
Bibliography and References Cited
Facilities and Other Resources
Equipment
Other Attachments (if applicable)
Advisory Committee - if an Advisory Committee is intended for monitoring progress, provide a plan for the appointment of an Advisory Committee.

25. Required Application Forms cont.
R&R Senior/Key Person Profile (Expanded) Form
New standard NIH Biosketch Format applies – may not exceed 5 pages
PD/PI(s)
eRA Commons user name must be entered for the each PD/PI
Training Faculty and any other individuals whose contributions are critical to the development, management and execution of the Research Training Program Plan in a substantive, measurable way (whether or not salaries are reimbursed) should be identified as senior/key persons.
Do NOT include proposed mentors and training faculty members (other than senior/key persons) in this section.

26. Required Application Forms cont.
PHS 398 Research Training Program Plan Form
Attachments:
2-1. Introduction to Application (resubmission)
2-9. Select Agent Research (i/a)
2-2. Background
2-10. Multiple PD/PI Leadership Plan (i/a)
2-3. Program Plan
2-11. Consortium/Contractual Arrangements (i/a)
2-4. Recruitment and Retention Plan to Enhance Diversity
2-12. Participating Faculty Biosketches - personal statement is not required for participating faculty
2-5. Plan for instruction in the Responsible Conduct of Research (3 pages)
2-13. Data Tables
2-6. Progress Report (renewal)
2-14. Letters of Support - letters from all individuals confirming their roles in the project
2-7. Human Subjects (if applicable)
2-15. Appendix
2-8. Vertebrate Animals (i/a)
Some similarities with std NIH 398 Research Plan
Information in Items , collectively, may not exceed 25 pages
Program Plan to address
Program Administration (incl strengths of PI),
Program Faculty,
Proposed Training incl overview, objective, for whom intended, including the training level(s) of the trainees, the academic and research background needed to pursue the proposed training, and, as appropriate, plans to accommodate differences in preparation among trainees.
Planned courses, mentored research experiences, and any activities designed to develop specific technical skills or other skills essential for the proposed research training
Renewals to address changes to plan
Program evaluation
Trainee candidates: # ,qualifications, recruitment plans
Institutional environment
Diversity recruitment and retention plans
Responsible Conduct of Research, per current parent T32 FOA, must address five components

27. Required Application Forms cont.
PHS 398 Research Training Program Plan Form (cont).
Begin each text section with a section header (e.g., Introduction, Background, Program Plan, etc)
Information in Items , collectively, may not exceed 25 pages (note that this may span to 27 pages in the eRA Commons application image due to white space inserted at the end of sections when separating files).

28. Required Application Forms cont.
PHS 398 Research Training Program Plan Form - Data Tables
The instructions for Data Tables 1-8 are located on the OER Web site at:
atables
The tables should be numbered consecutively and titled as shown, even if some are not required by the PHS awarding component to which you are applying or in the FOA to which you are responding.
In Table of Contents for Data Tables, indicate by table number and title, those tables that are intentionally omitted.

29. Training Program Data Tables
Table 1 Census of Participating Departments and Interdepartmental Programs
Table 2 Participating Faculty Members
Table 3 Federal Institutional Research Training Grant and Related Support Available to Participating Faculty Members
Table 4 Research Support of Participating Faculty Members
Table 5 Publications of Those in Training: Predoctoral / Postdoctoral / Undergraduate
Table 6 Applicants, Entrants, and Their Characteristics for the Past Five Years: Predoctoral / Postdoctoral
Table 7 Appointments to the Training Grant for Each Year of the Current Project Period )
Table 8A Program Outcomes: Predoctoral / Postdoctoral / Short-term / Undergraduates
Add very general overall description of what is contained in tables.
Several of these forms have different versions for Pre- or Post-Docs OR for New vs Renewal/Revision applications
Previously supported trainees:
Diversity Recruitment:
NIH considers individuals who have a training experience identical to those appointed to the training grant also to be “clearly associated with the training program” (i.e., they could have been appointed to the training grant, if sufficient training positions were awarded and they were eligible).

30. Required Application Forms, cont.
Data Tables
Introduction to Data Tables – Read this first before you start completing your Data Table
Tables are separated by those necessary for
New Application (Type 1)
Renewal Application (Type 2)
Revision Application (Type 3)
Check FOA for any additional instructions
Read the Institute-specific information in the FOA
The List of Data Tables submitted with your application should be the first page of the Data Tables attachment and will serve as a table of contents for that attachment
Include bookmarks for each separate table
Completing the Data Tables is time consuming!
New Application – Seeks support for a previously unfunded program (or a previously funded program that has been substantially restructured after unsuccessful attempts at Renewal).
Renewal Application (Competing Continuation) – Seeks support for current or recent previously funded program.
Revision Application (Competing Supplement) – Seeks additional support for a currently funded program.
Resubmission Application (Amended Application) – Amended version of a previously submitted application for any of a New, Renewal, or Revision application.

31. Required Application Forms cont.
PHS 398 Cover Letter (optional)
PHS 398 Cover Page Supplement
PHS 398 Subaward Training Budget (optional)
R&R Budget (if appropriate)
Required for T90/R90 applications in conjunction with the PHS 398 Training Budget to cover the R90 portion
Otherwise only use when allowed or required in an FOA or IC-specific notice or announcement
If the FOA does not require this form, then it should NOT be included with your application (make sure that the Include Check Box in the COEUS – Grants.gov Submission Details Window is NOT checked)

32. Required Application Forms cont.
PHS 398 Training Budget Form
Section A. Stipends, Tuition/Fees
Includes Number of trainees and Stipends, Tuition & fees Requested for each trainee category
Section completed by answering COEUS Training Budget Questionnaire
Section B. Other Direct Costs
Includes total costs for Trainee Travel, Training Related Expenses, Total Direct Costs from R&R Budget Form (if applicable) and Consortium Training Costs (if applicable)
Section D. Indirect Costs
Awarded at 8% of direct costs, excluding tuition/fees, equipment, and costs of each subaward & subcontract in excess of $25,000.

33. Budget Basics cont. - Stipend Levels
Career Level
Years of Experience
Stipend for FY2016
Pre-doctoral
All
$23,376
Post-doctoral
$43,692 1
$45,444 2
$47,268 3
$49,152 4
$52,120 5
$53,160 6
$55,296
7 or more
$57,504
Pre-doctoral - One stipend level is used for all pre-doctoral candidates, regardless of the level of experience.
Post-doctoral - The stipend level for the entire first year of support is determined by the number of full years of relevant postdoctoral experience when the award is issued. Once the appropriate stipend level has been determined, the fellow must be paid at that level for the entire grant year.

34. Budget Basics cont.
Post-Doc stipend proposed is what will be funded. Doesn’t change if Years of Experience are higher than proposed.
PI estimates experience level of Post-Docs & how many years individual Post-Docs will stay in program. Usually 2 or 3 years.
Post-Doc’s stipend for their 2nd or 3rd Year should be at next stipend level.
Post-Docs should be estimated to be in Program 2-3 years because
To be conservative & make sure enough funds included in budget
A successful, stimulating program should be able to keep Post-Docs more than 1 year.
Post-Docs in program less than 2 years have a pay-back obligation,

35. Budget Basics cont. Stipends
Subsistence allowance to help defray living expenses
Not a salary - the trainee is not considered an employee of either the Government or the Institution
Institutions may supplement stipends, but
Must be in accordance with the established policies and consistently treated
Cannot be supplemented with Federal Funds
No additional effort or obligation required by the Trainee

36. Budget Basics cont. Stipends (cont.)
Trainees may receive additional compensation for services associated with employment; e.g. teaching assistant, lab assistant
This is considered salary and not a stipend supplementation
Compensation from an NIH Research Grant:
MAY be provided on a limited part-time basis
MAY NOT be for the same research that is part of training experience
MUST be approved by Training Grant Program Director
MAY NOT interfere with, detract from, or prolong the approved NRSA Training

37. Budget Basics cont. Stipends (cont.)
As subsistence allowance, encompass Employee Benefits, Vacations & Holidays, Leaves
It is inappropriate and unallowable to charge NRSA grants for employee benefits (FICA, Workman’s Comp, Unemployment Insurance, 401K Contributions, etc.) – (Health Insurance is an exception, but is covered by Trainee Expenses)
Exception to the Benefits is the health insurance – See Training Expenses.

38. Budget Basics cont. Stipends (cont.)
Trainees may receive same vacations and holidays available to individuals in comparable training positions at the grantee/sponsoring intuition
Will continue to receive stipends during vacations and holidays
Consistent treatment with Institutional Policy is the key
Sick Leave – may continue to receive stipend for up to 15 calendar days of sick leave per year
Parental Leave - may continue to receive stipend for up to 60 calendar days of parental leave (NOT-OD )
Leave of Absence (Unpaid) – approval must be requested in advance from awarding component

39. Budget Basics Tuition and Fees
Request the full amount of tuition and fees, however keep in mind that once awarded, the reimbursement will be as follows:
Pre-doctoral Trainees
60% of the actual costs up to a maximum of $16,000 annually
60% of the actual costs up to a maximum of $21,000 annually for dual degree programs
Post-doctoral Trainees
60% of the level requested by the applicant institution, up to $4,500 annually.
If a program supports postdoctoral individuals in formal degree-granting training, the amount provided will be equal to 60% of the level requested by the applicant institution, up to $16,000 per year.

40. Budget Basics cont. Training Related Expenses Per Trainee:
Pre-doctoral Trainees - $4,200 annually/trainee
Post-doctoral Trainees - $8,850 annually/trainee
Training Related Expenses cover variety of allowable costs
Health Insurance
Administrative salaries are allowable training-related expense
PD/PI Support
Speaker Fees
Research Supplies

41. Budget Basics cont. Trainee Travel
Varies among ICs – check the applicable IC website to see if allowable
Usually per trainee
Can be used for Scientific Meetings
Travel for training experiences away from institution may be allowed however require IC prior approval (e.g. to train at another institution)
Cost of travel from residence to institution is unallowable

42. Budget Basics cont.
Facilities & Administrative (Indirect) Costs are 8% of MTDC (not awarded on Tuition and Fees or Subaward costs above $25,000)
Stipends and Tuition & Fees may not be charged as pre-award costs
On rare occasions Training Related Expenses and/or Trainee Travel may be allowable as pre-award costs

43. COEUS & Institutional Training Grants
Useful COEUS User Guides:
COEUS Proposal Development User Guide – provides step-by-step instructions on how to complete a proposal in COEUS
COEUS NRSA Institutional Training Grants Guide – A guide highlighting COEUS elements that are specific to
NRSA T Series opportunities

44. COEUS for Training Grant Proposals…
Proposal Tab
For NRSA Training Grant opportunities, under Activity Type drop-down, select Instruction (Institutional Training Grants). This ensures Coeus Budget will automatically apply an 8% F&A Rate.

45. COEUS for Training Grant Proposals…
Proposal Tab
For Training Grants, from the Anticipated Award Type drop-down, select Training Grant.

46. COEUS for Training Grant Proposals…
Organization Tab
In the Organization Tab, list all of the locations where training, program management, and the research training experiences described in the Research Training Program Plan will be performed as “Other Organization”. Include 9 digit zipcode, DUNS no, & Congressional district.

47. COEUS for Training Grant Proposals…
Investigator Tab
In the Investigator Tab, include the PD/PI. The PD/PI will be responsible for the selection and appointment of eligible trainees to the NRSA Training Grant, for the overall direction, management and administration of the research training program, program evaluation, and the submission of all required forms in a timely manner. Enter the appropriate effort in the Effort % field.

48. COEUS for Training Grant Proposals…
Key Person Tab
Training faculty and any other individuals whose contributions are critical to the development, management and execution of the Research Training Program Plan in a substantive, measurable way (whether or not salaries are reimbursed) should be identified as senior/key persons and included in the Key Person Tab. These would include co-Director(s), if applicable, and program staff.
Since efforts on this project are not project related research endeavors, they should not be identified in Other Support information
Do not include proposed mentors and training faculty members (other than senior/key persons) in this section.
Talk about how this information populates the Form

49. COEUS for Training Grant Proposals…
Narrative for Proposal Section
There are specific narrative types that map to the appropriate fields on the PHS 398 Research Training Program Plan Form.
To view the full listing, please refer to the COEUS NRSA Institutional Training Grants Guide

51. COEUS for Training Grant Proposals…
Budget Section
Use Cost Elements beginning with f) to build your training budget; these are appropriately programmed to map to the PHS 398 Training Budget Form. Don’t use any which begin with “NSF”. (For list of all Cost Elements, see COEUS Cost Element/Subcode Spreadsheet at the COEUS Proposal Development website.)
Under the Cost elements beginning with f):
Don’t use any which begin with “NSF”
Only use those which include “Trainee” or Training”
You may also use F f) Travel - (Fellow/Trainee)

52. COEUS for Training Grant Proposals – Stipends – Formulated Cost Line Items
COEUS Budget :
Is programmed with current defined Stipend levels for PreDocs, 8 PostDoc levels & UnderGrads;
Can multiply stipend amounts times # of individuals at each Stipend level.
Once added to the budget period, the stipend cost line items can generate all periods, and be modified in each budget period.

53. COEUS for Training Grant Proposals – Stipends – Formulated Cost Line Items, cont.
Period 1 Tab, select Items > Add Line Item
Select Items > Select Cost Element
Select an f) stipend type for trainee level, then “OK”
Highlight cost element, & double click Cost-Element Description. Formulated Cost Line Item Details window will open.

54. COEUS for Training Grant Proposals – Stipends – Formulated Cost Line Items, cont.

55. COEUS for Training Grant Proposals – Stipends – Formulated Cost Line Items, cont.
Once selected, Unit Cost will populate.
In count field, enter # of individuals.
Calculated Expenses will automatically calculate.
Other PostDoc stipend levels may be added to sam

56. COEUS for Training Grant Proposals…
Questionnaire Section
To answer the questions on the PHS 398 Training Budget Form, you must complete the Questionnaire in Coeus.
Your answers will populate the form.
All sets of questions within questionnaire must be answered in order to pass validation checks.
Otherwise will receive error message when try to submit to OSP.
A list of all of the Questionnaire questions may be viewed at:
ng_Questionnaire.pdf

57. COEUS for Training Grant Proposals…
Questionnaire Section Cont.
You will be prompted to answer questions about the number and level of trainees for each budget period.
The Questionnaire has capability to repeat the questions to cover up to five (5) budget year periods.
If the selected opportunity only allows three (3) years of support, when presented with the questions: “Are you requesting funds for budget period 4? And “Are you requesting funds for budget period 5?, answer “NO” to these questions to leave those budget periods blank.

58. COEUS for Training Grant Proposals…
TIPS
The Training Budget form cannot be printed/previewed until stipend expense line items are entered in the COEUS budget to match the trainee numbers and stipend levels answered in the Questionnaire
Possible Validation Error Message:

59. COEUS for Training Grant Proposals…
TIPS
Stipend funds in your COEUS budget in EXCESS of the Questionnaire calculated amounts:
will NOT cause an error
WILL appear in PHS398 Training Budget: Section B: Other Direct Costs, in the line “Total Direct Costs from the R&R Budget Form (if applicable)”, and
will be included in the total costs on both the Training Budget form AND the SF 424 (R&R) form
are WRONG and your Contract Administrator will require you to correct the amounts accordingly so that they are in line with the Questionnaire
Tuition expense MUST be entered in the budget, using the f-series Tuition/Fees Cost Elements

60. RPPRs Approved via COEUS. Submitted via eCommons.
For RPPRs due on or after December, 1, 2015, new training data table formats must be used. Use Training Grant Data Tables and Instructions at atables.htm
Approved via COEUS.
Submitted via eCommons.

61. Extramural Trainee Reporting And Career Tracking (xTRACT)

62. xTRACT
The xTRACT system is being piloted as an option for creating research training datasets (RTD) for inclusion in RPPRs and T32, TL1, T90/R90, and T15 institutional training grants.
Applicants for other predoctoral, postdoctoral, and career- level training, education and career development activities that use training data tables (T35, R25, K12/KL12) can also use xTRACT, however, they may wish to wait for future editions of the system, which will include features tailored to the specific types of awards.
The use of the xTRACT is not required in NIH FY 2016, NIH will accept tables completed in MS Word through 09/30/16.

63. Goals of xTRACT Simple and comprehensive management of training data
Make the data formatted so it can be stored in a database
Provide the ability to easily identify and track people supported by NIH funds
Reduced burden on applicant organizations
Leverage information from existing sources
Commons Personal Profile
xTrain
SciENcv
CareerTrac

64. xTRACT
Because xTRACT is integrated with eRA Commons, some training data will be prepopulated in the system, including trainee names, selected characteristics, institutions, grant numbers, subsequent NIH and other HHS awards.
Some of the other data that is manually entered in xTRACT for one training table submission will be available for reuse in xTRACT, when preparing data for subsequent training table submissions.
Data tables are not submitted using xTRACT.
The module allows users to generate a PDF file of the tables and attach it to the appropriate progress report or application.
For S2S applications, Training Data Tables get uploaded into Coeus using the PHS_ResTrainingPlan_DataTables narrative type.

65. xTRACT is available from the Commons Home Page
Accessing xTRACT
xTRACT is available from the Commons Home Page

66. Accessing xTRACT
xTRACT may be accessed by eRA Commons users with the following roles:
Signing Officials (SO)
Principal Investigators (PI)
Assistants (ASST) with appropriate delegation.

67. Resources xTRACT User Guide:
NOT-OD NIH & AHRQ Announce Transition to New Research Training Table Formats for 2016 and Upcoming Release of the xTRACT System:
YouTube Videos:
xTRACT Overview:
xTRACT for RPPR:

68. QUESTIONS?
OSP has separate XTrain training for Trainee Reporting and Career Reporting.
A few changes small enhancements were made to the module on Nov 19.

69. Key Post Award Considerations
Appointments/Stipends
Annual Financial Reporting / Unobligated balances
Unliquidated Obligations
Rebudgeting

70. Appointments
Trainees can be appointed at any time during a budget period
Appointments generally last for a 12 month period
Appointment may or may not align with the grant period
The 12 months stipend, tuition and fees is charged and reported against the specific year of the appointment start date
Trainee slots are set per period and once used can not be reissued within the same budget period

71. Appointments (cont.)
Statement of Appointment (Form 2271) due on or before appointment start date
Completed via xTrain module in eRA Commons
OSP Requires copies of all appointment forms from xTrain
Payback agreement
Legal document - signed paper copy required
Permanent Residency Documentation
required if under conditional permanent residency

72. Stipends Level dependent on number of years of relevant experience
Relevant Experience = research, teaching, internship, residency, clinical duties, or other time spent in a health- related field
Level may differ from budgeted experience levels from proposal/award
Capped by NIH, division/dept may to choose to supplement
During years when stipend level caps increase, trainee stipend will only increase mid period if grant receives revised NGA adding additional funds

73. Financial Reporting
Financial report due 90 days after the budget end date
Federal Financial Report (FFR – SF425) used to report cumulative costs expensed during the budget period
Balance remaining is the Unobligated balance
Automatic Carryover of unobligated balance is generally not allowed
Unliquidated obligations
Funds for costs obligated via trainee appointment but not expensed during the budget period due to the timing of the appointment
Used to report any stipends, tuition and fees charges for “overlapping” appointments

74. Unliquidated Obligations
Appointment period for trainees may or may not align with budget periods
At the end of a given budget period, commitments made but not yet paid to the trainees must be reported as an expense to the current budget period.
Budget Period
Stipend
Tuition
Health Insurance/fees
TRE
Stipend
Tuition
Health Insurance/fees
Appointment Period
Anniversary Date

75. Unliquidated Obligations cont…
Example:
Grant Year = July1, 2012 – June 30, 2013
Appointment = Oct. 1, 2012 – Sept. 30, 2013
For stipend, tuition and fees 9 months is reported as expended, 3 months reported as unliquidated obligations
Any other training related expenses cannot be reported as unliquidated obligations
Stipend level will stay at the year 1 level even as grant enters second budget period

76. Case Study: Year 1 Budget
07/01/12 – 06/30/13
One trainee slot, PDL1
Trainee does not start until 10/01/12 and appointment runs through 09/30/13

77. Year 1 Expenses
Budget FRS Expenses Balance
As of 6/30/13

78. Year 1 Unliquidated Oblig.
*Assume no health insurance or fees remain in TRE as of 6/30/13
Unliquidated Obligation: $10, IDC = $10,948
Unspent Travel & TRE are not unliquidated obligations.

79. Case Study: Year 2 Budget
07/01/13 – 06/30/14
One trainee slot, PDL2
Trainee’s second year appointment does not start until 10/01/13 and runs through 9/30/14

80. Year 2 Budget + Year 1 Unliquidated Obligations (ULO)
Year 1 ULO can only be spent as such

81. Year 2 Expenses
Y2 Budget FRS Expenses Balance
As of 6/30/14

82. Year 2 Stipend Detail

83. Year 2 Unliquidated Oblig.
Unliquidated Obligation: $12, IDC = $13,237

84. Financial Reporting (FFR) Best Practices
Review and reconcile expenditures
A-21 Costing principles still apply!
Stipends per appointment less stipends paid = period’s unliquidated stipend obligation
Be certain to correctly calculate unliquidated obligations each year, including IDC.
Obtain copies of annual appointment forms for all trainees from xTrain and include with the close out package for each year.
Also obtain copies of any termination notices if trainees leave their appointments prematurely.
Do not wait until the last minute.

85. Rebudgeting – Funding “buckets"
No prior approval required (unless otherwise restricted for):
Stipends: into tuition and fees only
Tuition and fees: into stipends only
Travel/Training Related Expenses (TRE): any category
Prior approval required to rebudget stipends and/or tuition into travel or TRE
Rebudgeting into stipends can not be used to pay an individual above their respective stipend level. It can only be used in instances where proposed level of trainee experience does not equal the level of actual recruits.
TRE
Tuition & Fees
Stipends

86. PHS 416-7: Termination Form
Required when an individual appointment is ending
Completed via the xTrain module in eRA commons
Reflects total period of support & NIH stipend only – must match appointment form and Brown’s internal financial records.
If there was a hiatus of support, report only current period
Summarized training received and if known, position following training period

87. Other Reporting Requirements
Final Financial Report
Required within 90 days of project end date
Final Progress Report
Final Patent and Invention Statement
Not required for teaching awards