This procedure provides guidance and documents procedure related to
participant support costs. Since
the majority of federal participant support received by the University
comes from the National Science Foundation the procedure will specifically
address NSF requirements.
System References [Top]
Notice of Award
Participant support costs are defined by NSF as
direct costs for items such as stipends or subsistence allowances, travel
allowances and registration fees paid to or on behalf of participants or
trainees (but not employees) in connection with meetings, conferences,
symposia or training projects.
Funds provided for participant support may
not be used by grantees for other categories of expense without the
specific prior written approval of the cognizant NSF Program Officer.
Participant support allowances may not be
paid to trainees who are receiving compensation, either directly or
indirectly, from other Federal government sources while participating in
VIII.C.1, "Compliance with Sponsor Requirements"
1-4A, "Monthly Review and Certification of Sponsored Program Project
or Award Expenditures"
8-14, "Budgeting Direct Costs of Sponsored Programs"
Budgeting of costs in the proposal to the sponsor
Assigning and charging costs appropriately
Administrators and Fiscal Contacts are responsible for:
Maintaining documentation of costs that are associated with the participant
Tracking participant support costs on a sponsored project.
The Office of Sponsored
Establish Awards and Projects in the Integrated System
Close Out Awards and Projects in the Integrated System
NSF funded investigators
The Office of Sponsored Programs is responsible for ensuring that this
procedure is necessary and supports University policy.
Procedure Steps [Top]
Principal Investigators must clearly request and justify participant
support costs in proposal budgets .
Participant Support Costs do not generally carry F&A. The one notable exception is
stipends in some circumstances as described below. However, an allowance for indirect
costs associated with participant support costs may be established or
negotiated in advance when circumstances indicate that the grantee could be
expected to incur significant expenses in administering participant
payments (other than salary or other direct expenses being reimbursed under
When an award with participant support costs is received the Office of
Sponsored Programs will setup the award in the Integrated System. Participant Support Costs are
budgeted as such in the Integrated System. Participant support costs are established in a separate
project which is connected to the award. Expenditures do not carry the designation of participant
support costs and departments must monitor costs closely to ensure their
appropriateness and that participant support costs are not used for any
other category of expense without prior approval from the cognizant NSF
Program Officer. OSP will work
with department administrators to to confirm participants and their
Effective January 1, 2010, participant support costs for REUs, REGs
and RETs will all be established in a separate project.
Prior to January 1, 2010 participant support costs for REUs, REGs and
RETs are to be tracked through a separate task. Since the NSF allows only the stipend portion of
participant costs on REUs, REGs and RETs to carry F&A at their
specified rate,these projects have been established with an F&A rate
that only burdens stipend costs.
Investigators and Departments must monitor participant support cost
expenditures closely. At award closeout, the Office of Sponsored Programs
will ask departments to verify participants and their appropriate costs
End of Activity