PHS 398 Training Budget V1.0

Data requirements:  Users are required to answer this form-specific Questionnaire and input budget stipend details to fulfill all the form requirements.

Questionnaire:  Questionnaire ID #3, version 1 supports this new NIH Training Budget form.  (Question ID’s 66 through 98) Versioning the Questions and Questionnaire is not recommended. The only allowable versioning of the Questions would be to alter the question language or answer length; the Questionnaire would then need to be versioned locally to include the latest question versions. Deleting or adding questions to this questionnaire will break the ability to support the s2s submission of this form.

New KC Maintenance Table:  A shared maintenance document of Training Stipend Rate was added to support Stipend calculation from questionnaire entries.  The Training Stipend Rate consists of Career level, Experience Level, Stipend Rate, and Effective Date.  The effective date of a rate that fits most appropriately with the start/end dates of the proposal will determine which stipend will be used in the calculation and population of the form.  These stipend rate columns should be maintained with the most relevant NIH published rates that occur on an annual fiscal year basis (once the NIH annual budget is approved by Congress).

Trainees:  The number of Trainees in this form’s categories (Undergraduate, Predoctoral, Postdoctoral, short term, full term, single degree, dual degree, non-degree seeking, degree seeking) requires utilizing the Questionnaire for the data to populate PHS 398 Training Budget form, as this information could not be easily captured from the KC Budget.

Stipends:  Because the stipend rates are regulated by NIH, a shared maintenance table has been created using the current 2011 & 2012 NIH rates (NOT-OD-10-047/NOT-OD-11-067) to calculate and populate this form based on the entries in the Questionnaire. The exception is for ‘Other’ trainees, in which case the stipends and tuition are taken from the questionnaire; user should still input these expenses in their detail budget for internal records. The number of trainees for all remaining trainee categories must be input in the questionnaire; the stipend expense will be calculated and published to the form from stipend rate tables. User should also enter the stipend expense in their KC line item budget for internal record and a stipend budget line item equal to or greater than the calculated stipend amount from the questionnaire is required before the form can be printed/submitted.

Tuition:  Users must enter tuition expense lines for each trainee category. To support tuition budgeting for this form six (6) parameters have been created to identify existing or created tuition cost elements. These budgeted tuition amounts for the Trainee categories for this form are published to the Trainee budget form.

New Parameters maintained to specify Trainee Tuition detail:

TUITION_OTHER_COST_ELEMENTS

TUITION_POSTDOC_DEG_COST_ELEMENTS

TUTION_POSTDOC_NONDEG_COST_ELEMENTS

TUTION_PREDOC_DUAL_DEG_COST_ELEMENTS

TUITION_PREDOC_SINGLE_DEG_COST_ELEMENTS

TUITION_UNDERGRAD_COST_ELEMENTS

To maintain parameters: enter multiple cost elements in this format: (‘XXXXXX‘, ‘XXXXXY’, ‘XXXXXW’) e.g. parenthetical statement, single quote at start end of each CE, comma separated.

Other budgeted expenses:  Users must enter budget line item costs for Training Related Expenses (TRE) cost and Trainee Travel cost elements are parameterized. The consortium expenditures (subcontract) cost elements utilize the existing parameter.

TRAINEE_TRAVEL_COST_ELEMENTS

TRAINING_REL_COST_ELEMENTS

SUBCONTRACT_COST_ELEMENTS

To maintain parameters: enter multiple cost elements in this format: (‘XXXXXX‘, ‘XXXXXY’, ‘XXXXXW’) e.g. parenthetical statement, single quote at start end of each CE, comma separated.

Currently the parameters have default cost elements found in the following areas of the detailed budget:

 

 

 

 

 

 

NIH has certain funding opportunities that will utilize this Training Budget form and the RR Budget form. There is a field in the Training Budget form that supports populating additional expenses. The value published excludes the cost elements identified for this form to avoid duplication of expenses.

The Questionnaire contains a repeat of the questions to support the form capability of up to a five (5) period budget. If the selected opportunity only allows a three (3) years of support, when presented with the question “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 budgets blank. See additional budget creation tips after the Questionnaire instructions.

Budget Justification:  A new narrative type has been provided for this budget justification. Narrative type: PHS_Train_Budg_Just, (Narrative ID 130).

 

 

Form Field/location	KC Tab		Field Name	Instructions
Organizational DUNS		Organization	Proposal Organization	The DUNS is centrally maintained in the Organization table record for this entity.
Organization Name		Organization	Proposal Organization	The proposal organization information is maintained centrally in the Organization table record for this entity.
Start Date		Proposal	Project Start Date	The start date of the proposal is used for this field
End Date		Proposal	Project End Date	The end date of the proposal is used for this field
Budget Type		n/a	n/a	This form will always be selected as PROJECT; required for the prime Organization’s budget submission.
Section A. Stipends, Tuition/Fees
Number of Undergraduate Trainees		Questions	Form Questionnaire: Answer for each requested budget year	The number of full time and short term trainees at each level is taken from the questionnaire.   This is the cumulative number at each level but the actual stipend calculation will take place in proceeding questions regarding first-year/sophomore or junior/senior level questions.  In theory the total number of short term and/or full time undergrad trainees should = the number of total stipends requested.
Undergraduate Stipends requested first-year/sophomore or junior/senior		Questions	Calculated	This field is calculated*. The published number is the product of the number of trainees multiplied by the correct rate stored in the TRAINING_STIPEND_RATES table.
Undergraduate Tuition/Fees requested		Budget	Budget Period Line item detail	Data taken from the proposal budget, and is based on cost elements identified in the parameterized entries TUITION_UNDERGRAD_COST_ELEMENTS *default parameter cost element found in Participant Support panel of the Non-Personnel tab
*Calculation of stipends:  The table has columns: career_level, experience_level, stipend_rate, and effective_date.  Release 3.1 uses Stipend Rates and Effective Date published in NIH Notices NOT-OD-10-047 & NOT-OD-11-067 (http://grants2.nih.gov/grants/guide/notice-files/NOT-OD-10-047.html & http://grants.nih.gov/grants/guide/notice-files/NOT-OD-11-067.html). When getting the rate for the given career level and experience level, check the effective date of the rate.  Use the rate for the latest effective date where the effective date is earlier than the start date of the proposal.
Number of Predoctoral  Trainees – Single Degree and Dual Degree		Questions	Form Questionnaire: Answer for each requested budget year	The number of full time Single Degree and Dual Degree, and the number of short term Single Degree and Dual Degree trainees at is taken from the questionnaire.
Predoctoral  Stipends requested		Questions	Calculated	This field is calculated*. The published number is the product of the number of trainees multiplied by the correct rate stored in the TRAINING_STIPEND_RATES table.
Predoctoral  Tuition/Fees requested		Budget	Budget Period Line item detail	Data taken from the proposal budget, and is based on cost elements identified in the parameterized entries TUTION_PREDOC_DUAL_DEG_COST_ELEMENTS TUITION_PREDOC_SINGLE_DEG_COST_ELEMENTS *default parameter cost element found in Participant Support panel of the Non-Personnel tab
Number of Postdoctoral trainees – Non- degree and Degree seeking		Questions	Form Questionnaire: Answer for each requested budget year	The number of full time Non- degree and Degree seeking  and the number of short term Non-degree and Degree seeking trainees at is taken from the questionnaire. Enter the number at each of the levels, 0-7.
Postdoctoral  Stipends requested		Questions	Calculated	This field is calculated*. The published number is the product of the number of trainees multiplied by the correct rate stored in the TRAINING_STIPEND_RATES table.
Postdoctoral  Tuition/Fees requested		Budget	Budget Period Line item detail	Data taken from the proposal budget, and is based on cost elements identified in the parameterized entries TUITION_POSTDOC_DEG_COST_ELEMENTS TUTION_POSTDOC_NONDEG_COST_ELEMENTS *default parameter cost element found in Participant Support panel of the Non-Personnel tab
Number of Other Trainees		Questions	Form Questionnaire: Enter the number for Full Time and Short Term	The number of full time and the number of short term trainees at is taken from the questionnaire
Other Stipends requested		Questions	Form Questionnaire: Enter the requested Amount	For ‘Other’ trainees, the stipends amount entered in the Questionnaire is published to the form. Enter the amount of funding requested for each budget year.
Postdoctoral  Tuition/Fees requested		Budget	Budget Period Line item detail	Data taken from the proposal budget, and is based on cost elements identified in the parameterized entries TUITION_OTHER_COST_ELEMENTS *default parameter cost element found in Participant Support panel of the Non-Personnel tab

 

 

Section B: Other Direct Costs
Trainee Travel	Budget	Budget Period Line item detail	Trainee Travel expenses are populated from the detail budget entries using the cost element defined in the parameter table. TRAINING_TRAVEL_COST_ELEMENTS *default parameter cost element found in Participant Support panel of the Non-Personnel tab
Training Related Expenses	Budget	Budget Period Line item detail	Trainee Related Expenses are populated from the detail budget entries using the cost element defined in the parameter table. TRAINING_REL_COST_ELEMENTS *default parameter cost element found in Participant Support panel of the Non-Personnel tab
Total Direct Costs from R&R Budget Form (if applicable)	Budget	Budget Period Line item detail	Any other expenses budgeted that are not the prescribed form expenses will publish to this field.  Some NIH Training Opportunities require the RR Budget in addition to the Training Budget. Reference your specific funding opportunity for instructions and requirements.  This will publish  the Total Direct Cost from the budget minus the TRE, Travel, and Consortium Costs, as well as  the total stipends and tuition  from Section A.
Consortium Training Costs (if applicable)	Budget	Budget Period Line item detail	The Subcontract line item cost elements as defined in the parameter table will publish to the appropriate budget year. SUBCONTRACT_COST_ELEMENTS *default parameter cost element found in Other Direct panel of the Non-Personnel tab; any of the subcontract cost element options.
Section D & E  Indirect Costs and Total Direct and Indirect Costs
Indirect cost and Total details for this form come from the detailed budget entry
Budget Justification	Abstract & Attachments	Proposal Attachments	Select narrative type (130) : PHS_Train_Budg_Just. Upload the PDF file with the sponsor-directed information provided.

 

 

Cumulative Budget:

 

Form Field/location	KC Tab	Field Name	Instructions
The Cumulative Budget page will be populated from the Questionnaire and Budget Detail entries.

 

PHS Training Budget Creation Tips:

•      The Training Budget form cannot be print/previewed until stipend expense line items are entered in the KC budget to match the trainee numbers (using cost element 422315 ‘Stipends – Not MTDC’; found in Participant Support panel) and stipend levels are all answered in the Questionnaire.  If the amount of stipends (422315) in the detailed budget is not equal to or greater than the amount of calculated stipends from the questionnaire you will receive validation errors preventing print/submit actions.

•      At print/preview, a KC validation error will alert the user of the budget deficit for the annual and cumulative requirements. The user only needs to enter the annual funds requested. How detailed the stipends are entered in the budget depends on your local campus practices.

o  A SINGLE line item for stipend expense in each budget period is sufficient to support the form.

o  Multiple appearances of the same cost element (one for each trainee type and stipend rate) will aggregate to validate the form. The detailed entry in the budget may prove to be easier to review and revise the number of trainees in each category.

•      CAUTION: Stipend funds in your KC budget in EXCESS of the Questionnaire calculated amounts will NOT cause an error and 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.

 

Example:

 

•      Once the minimum stipend expense for each budget year has been entered in the KC Budget, the form can be previewed. Notice that the Tuition fields have no funds entered; Tuition expense MUST be entered in the budget, using the Cost Elements defined in the KC Parameters that support this form.

 

Example of Stipend in the KC budget that exceeds the calculated amount based on the answered Questionnaire. The excess amount appears in the Total Direct Costs from the R&R Budget Form line – the value $8,588. These funds will also publish on the SF 424 R&R form. Users should be careful to use the authorized NIH Stipend Rate for each category to coordinate with the Questionnaire calculated amounts.

 

 

Most current FY11 stipend rates per NOT-OD-11-067 (http://grants.nih.gov/grants/guide/notice-files/NOT-OD-11-067.html):

*Always verify your KC tables have the correct values to support the valid PHS398 Training Budget stipend rates

NOTE:  KC Release 3.1 also has FY10 stipend rates within the Training Stipend Rate maintenance document available.  Per notice NOT-OD-10-047 (http://grants2.nih.gov/grants/guide/notice-files/NOT-OD-10-047.html):