Department of Microbiology



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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 the submission date for paper submissions and 10 full days prior to the submission date for 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:

  1. 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.
  2. 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.
  3. 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 Office.

General Administrative supplies such as stationery and office supplies for use in administrative activities will be available from the Administrative Office.

Percent Effort

It is expected that Principal Investigators will request and recover the amount of their salaries commensurate with the amount of effort, which they expend, on 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 priority:

  1. Health Insurance
  2. Travel
  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.

Training Grants

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 fellowship awards.

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 trainee.

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.

Shared Services

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

Biosketch Information

Below is the link and instructions for creating, managing and printing your NIH Biosketch from Faculty Affairs and Professional Development website.

  1. Click on Faculty tab under Information for:
  2. Click on FEDS (Faculty Expertise & CV's) under Research
  3. You will then need to enter your Pennkey and Password
  4. Enter your last name and click Search
  5. Select your name
  6. The next screen should be your CV Information/Expertise Data. You may make changes to any of the sections of your CV
  7. Click Expertise Output
  8. Click Create and Manage Biosketch
Closeout Documents

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.

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