Guide to Services
- Research Administration
- OMB Circulars
- Institutional Data
- Financial Conflicts of Interest for PHS-Sponsored Projects
- Prepare a Budget
- Modify a Budget (Rebudget)
- Indirect Costs
- Assurances and Regulations
- Award Notification and Setup
- Progress Reports
- Close, Extend or Transfer an Award
- PI-Eligibility/Guest Scientist
- Frequently Asked Questions
- Commonly Used Acronyms in Research Administration
- Clinical Trials
- Subcontract and Vendor Contract Services
- Subaward Services
- Consulting Agreements
- Lease & Renovation Services
- Regulatory Affairs
- Human Resources
- Occupational Safety and Health
- Purchasing & Reimbursements
- Financial Reports
- Information Technology
- Technology Transfer & Commercialization
Frequently Asked Questions
- Position Requisition form (HJF Form 211)
- Confidentiality Agreement (HJF Form 366)
- PeopleSoft Account Access/Signature Authority form (HJF Form 369)
- Sample Invoice
- Honorarium Request form (HJF Form 316)
How do I hire personnel for the project?
To hire personnel for your project, you are required to complete and submit a Position Requisition form (HJF Form 211) to the Human Resources department. Click here for more detailed information on how to recruit and hire.
How do I access my online reports and Personnel Projections?
If you are a PI, you can access web-based reports and Personnel Projections through HJFOnline. Once you register, IT Services will contact you with your user ID and password. You should also complete the Confidentiality Agreement (HJF Form 366) if you would like to view detailed payroll information.
If you are not a PI, but would like to access your PI's reports, obtain your PI's approval by completing PeopleSoft Account Access/Signature Authority form (HJF Form 369). IT Services will contact you with user ID and password.
How can I access NIH 398 and 2590 forms and instructions?
You can access these forms and instructions here.
Where do I find HJF's data required for application preparation?
See the Institutional Data page in this section.
Is there a particular format for submitting annual or final progress reports?
Refer to the sponsor's guidelines to see if there is a specific format for writing the progress reports. If there is no specific format, you can use the HJF's guidelines.
Is there a sample format for subawardee/contractor invoices?
Contractors should refer to their agreement to ensure their standard invoice meets all requirements.
How do I arrange for an honorarium payment?
For non-federal awards, submit an Honorarium Request form (HJF Form 316) to the Office of Education and Meetings (email@example.com).
Which types of NIH awards allow stipends?
In some instances, NIH specifically identifies the "R" series of awards as research awards, but their guidance on stipend allowability seems to make a more general reference. We interpret the guidance to mean that "T" and "F" grants allow stipends, while "R" and "P" awards do not. Other programs should be evaluated on a case-by-case basis.
Will appointing researchers as employees, rather than stipendees, increase my indirect costs?
No, HJF’s indirect accounting system is based on the total value (CAS) approach rather than the modified total direct costs (MTDC) methodology, overhead is applied to both personnel compensation and stipend expenses. This is in contrast to many other institutions, where stipends are excluded from overhead and are removed from total direct costs to determine (MTDC).
Can a visitor who is an employee or faculty member from another university be paid a stipend?
The employment status of an individual at their home institution should not determine their appointment status with HJF. If they are providing services to HJF, they should be either hired as an employee or paid as an independent contractor. If they are visiting HJF for their own research or educational purposes and will not be working on federal research, they can receive a stipend as long as it is allowed by the funding source.
If I find unallowable stipends on a federal research award, can I simply journal the stipend charges to a compensation object code?
No, payments in these object codes reflect the employment category assigned by HJF. The payments carry taxation and employment liabilities for the individual and for HJF that are specific to the terms of the respective categories. Please coordinate the change with your HQ Admin and Human Resources.
f I find unallowable stipends on a federal research award, can I simply journal the stipend charges to another fund using the same object code.
Yes, stipends can be moved off federal research awards to funds where they are allowable as long as the transaction follows the cost transfer rules and the costs meet the conditions of allocability and allowability for the sponsored fund where the costs end up.
What do you do when stipend expenses appear on an invoice from a subcontractor on a federal research award?
Universities and other institutions use the term "stipend" to cover a variety of affiliations for individuals, and the use of the term itself should not specifically disallow the cost. When an invoice for stipends is submitted by a subcontractor, the costs should be verified and documented as compensation before they are charged to the federal research award. If possible, the subcontractor should resubmit the invoice using a more accurate description of the costs, such as compensation or salaries and wages for students or postdocs.
Q: When are professional licenses an allowable expense on a sponsored project?
A: When a position requires a professional license (for example, RN) that person must have one to be hired. That expense is the employees unless the employer agrees to pay for it. Requiring a degree or license as a condition of hiring is not the same as agreeing to pay for its upkeep. If HJF agrees to pay for it as evidenced in the written employment offer, that expense would be something charged to a G&A pool, not the award.
There is a scenario where a license fee would be an allowable expense to an award, and that is when the work requires the person to carry an extra license above and beyond what is usually required for the position. If an employee has a MD RN license - that cost is on them - but due to the research they also need licenses in DC, VA, TX and CA - those are allowable costs as they are directly allocable to the award SOW and required to meet the research objectives. A reasonable person would not expect a RN to normally carry multiple state licenses.
Q: Can the renewal of a Principal Investigator’s Annual membership to a professional organization is directly charged to one of their many research projects?
A: No. This is an inappropriate direct cost because it does not relate specifically and solely to this research project.
Q: What if membership renewal is paid for in conjunction with conference registration fees in order to obtain more cost-effective registration fee?
A: No. Although the total cost to the project is less than it would be if the membership was not purchased, the membership fees are not an allowable cost to the award. The government and auditors are not reviewing the award for cost savings, but rather for the applicability of the charge.
UG § 200.454 Memberships, subscriptions, and professional activity costs.
(a) Costs of the non-Federal entity's membership in business, technical, and professional organizations are allowable.
(b) Costs of the non-Federal entity's subscriptions to business, professional, and technical periodicals are allowable.
Non-Federal entity means a state, local government, Indian tribe, institution of higher education (IHE), or nonprofit organization that carries out a Federal award as a recipient or subrecipient.