Proposal and Grant Information
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All correspondence and documentation pertaining to grants and contracts must
flow through the Administrative Office. All pending grant and contract proposals
must be received in the Administrative Office at least 5 full days prior to
date for paper submissions and 10 full days prior to the submission date for
grants.gov electronic submissions.
University rates to be applied to the preparation of grants and contracts:
Employee Benefits (Full Time) ...... 29.6 % effective July 15, 2009
Employee Benefits (Part Time) ...... 9.7 % effective July 1, 2004
Overhead Rate (On-Campus) .......57.5 % effective 7/1/07-6/30/09
...................................................59.0 % effective 7/1/09-6/30/10
...................................................60.0 % effective 7/1/10-6/30/12
Overhead Rate (Off-Campus) ...... 26 %
DHHS Agreement Date: 5/15/09
Percentage increase per year for salaries, supplies
and other inflatable items on multiple year grants is 3 %.
NIH Salary Cap $196,700
The allowable tuition amount to be budgeted is the zero year stipend level of
a postdoc less the grad student stipend from PENN (for FY10, $37,368-28,500=$8,868).
The University uses a formula based on Modified Total Direct Costs for its
base to calculate indirect costs. This formula is as follows: Total direct costs
less a) capital expenditures, b) that portion of each subcontract in excess of
$ 25,000 (year 1), c) hospitalization and other fees associated with patient care
whether the services are obtained from an owned, related or third party hospital
or other medical facility, c) rental and maintenance of off-site activities d)
student tuition remission and student support costs.
Allowable costs, but not limited to:
The principal investigator must authorize all expenditures of project funds.
Costs are allowable if they meet all three factors:
Reasonable - The cost is necessary for the operation of the institution or
the performance of the sponsored agreement. The individuals concerned acted
with due prudence. The actions taken with respect to the incurrence of the
cost are consistent with established institutional policies and practices applicable
to the work of the institution generally, including sponsored agreements.
Allocable - The goods or services involved are chargeable or assignable to
such cost objective in accordance with relative benefits received. The cost
is incurred solely to advance the work under the sponsored agreement. The cost
benefits the sponsored agreement. The cost allocable to a particular sponsored
project may not be shifted to other sponsored agreements in order to meet deficiencies
caused by overuns or the other reasons of convenience.
Consistently Treated - Like costs must be treated the same in like circumstances,
as either direct or pooled (F&A) costs.
Consultant Costs: Allowable. Appropriate University paper work must be completed
prior to the hiring of a consultant. Travel costs for consultants are allowable
provided that appropriate documentation is provided.
Recruitment costs: Allowable. Costs may include help-wanted advertisement
costs, travel costs to pre-employment interviews incurred by applicant.
Subscriptions are allowable provided that 100% of the benefits from the subscription
are for the specific grant paying the cost. Memberships without subscriptions
are not allowed on a grant.
Costs Not Allowed, but not limited to (unless
stated in the award documentation)
- Administrative and clerical salaries.
- Office supplies (see below).
- Advertising, other than for help wanted or for the procurement of goods or
services necessary for the performance of the award (e.g. human subjects).
- Alcoholic beverages.
- Bad debt expense.
- Entertainment costs: This includes meals of any kind associated with lab
activities. Unless specifically provided for in the award.
- Fines and penalties.
- First class travel.
- Goods and services for personal use, such as automobiles.
- Housing and personal living expenses for staff.
- Internal interest expense.
- Memberships in social, dining or country clubs.
- Subscriptions and memberships that are not allowed on a grant may be paid
from discretionary funds.
In general, expenses for office supplies cannot be charged to grants unless
specified in the proposal.
Supplies such as:
Slides / Transparencies
Data Pads / Graph paper
Folders for holding scientific data
Digital storage media
are considered scientific supplies (i.e. they are required for the conduct,
interpretation and presentation of data) and should be charged to the account
incurring the expense. These types of items will not be available from the Administrative
General Administrative supplies such as stationery and office supplies for
use in administrative activities will be available from the Administrative Office.
It is expected that Principal Investigators will request and recover the
amount of their salaries commensurate with the amount of effort, which they
an individual research project. The upper limit on the
PI's salary that can be charged to a NIH award is currently $ 196,700.
NIH Postdoctoral Fellowships
Postdocs receiving NIH Fellowship Awards receive an additional $ 7,850 above
the amount of the stipend. These funds are to be spent according to the following
1) Health Insurance
3) Books and Supplies
In the event that the postdoctoral fellow has health insurance from a source,
other than the University, he/she can then use these funds for travel and supplies.
Trainee appointments are normally made in 12-month increments. No
trainee may be appointed for less than 9 months during the initial
period of appointment, except with the prior approval of the NIH
awarding unit or when health-professional students are appointed to
approved, short-term research training positions.
No individual trainee may receive more than 5 years of aggregate NRSA support
at the predoctoral level or 3 years of support at the postdoctoral level, including
any combination of support from institutional training grants and individual
In most cases, travel expenses and training related expenses are provided to
each trainee to be used for travel and purchases such as lab supplies, books,
etc., as long as the expense benefits the training of the trainee. All expenses
against the training grant MUST be approved by the PI AND the mentor of the
Stipends may be supplemented with non-Federal funds and does not require additional
effort from the trainee.
A trainee may receive extra compensation for services as
a postdoctoral researcher or in some other position on a Federal research
grant, including a DHHS research grant. However, compensated services should
occur on a limited, part-time basis apart from the normal research training
activities, which require a minimum of 40 hours per week. In addition, compensation
may not be paid from a research grant supporting the research training experience.
The Department of Microbiology provides research support services for Principal
Investigators through a cost-sharing mechanism. These services include maintenance
of shared equipment, in-house technical support for maintenance of equipment in
individual laboratories and computing services. Costs for shared services include:
salaries for maintenance technician and computer technologist, minor parts, dry
ice, CO2, liquid nitrogen, x-omat and phosphor images supplies and service contracts.
Shared Services Rate for Fiscal Year 2009
On-site fee $ 2,015
Off-site fee $ 925
Below is the link and instructions for creating, managing and printing your
NIH Biosketch from Faculty Affairs and Professional Development website.
click on Faculty tab under Information for:
click on FEDS (Faculty Expertise & CV's) under Research
You will then need to enter your Pennkey and Password
Enter your last name and click Search
Select your name
The next screen should be your CV Information/Expertise Data. You may make
changes to any of the sections of your CV
Click Expertise Output
Click Create and Manage Biosketch
All non-financial closeout documents (such as the final progress report
and HHS 568 Final Invention Statement and Certification) not submitted through
the eRA Commons will be required to be submitted to the following address:
NIH Centralized Processing Center
6705 Rockledge Drive
RM 2207, MSC 7987
Bethesda, MD 20892 (for regular or US Postal Service Express mail)
Bethesda, MD 20817 (for other courier/express deliveries only)
Fax: (301) 480-2304
Note that this does not include submission of the SF269 Financial Status
Report which will continue to require electronic, online submission through
the eRA Commons. See NIH
Guide Notice NOT-OD-07-078
for more information on this requirement.