Additional Compensation for T32/F32 Postdoctoral Fellows from Federal Funds Form

Additional compensation maybe available to Ruth L. Kirschestein National Research Service Award (NRSA) postdoctoral fellows that are appointed under Title Code 3253 (Postdoctoral Scholar-Fellow) in accordance with National Institutes of Health (NIH) Grants Policy Statement 11.2.10.2.  Additional funding is only available for work separate and differentiated from the training award and may not be paid from the NRSA grant. This creates an employee-employer relationship, requiring recording of the additional salary under Title Code 3252 (Postdoctoral Scholar-Employee) using DOS code PDS (Fellow/PD Direct Supplmnt). The duration of the additional supplement must not exceed the current Postdoctoral Fellow’s appointment.

Prior to beginning additional work for compensation, a trainee must submit a completed and signed Additional Compensation for T32/F32 Postdoctoral Fellows from Federal Funds Form following the process outlined below.

See Additional Compensation for T32/F32 Postdoctoral Fellows from Federal Funds for more information about the UCSF approval procedure.  Contact CGA Compliance if you have any questions regarding the NRSA Fellows Additional Compensation process.

Step 1 - Completing the Form

DocuSign Image

  1. NRSA Fellow Name: Name of fellow to receive additional compensation

  2. Fellow Empl ID: Employee ID of fellow to receive additional compensation

  3. NIH T32/F32 Award Number: NIH grant number of NRSA training award that is currently funding Fellow​

  4. FAIN: Federal Award Identification Number of NRSA training award funding the fellow

  5. Mentor Name: Mentor of the fellow to receive additional compensation

  6. Mentor is Key Personnel Below: Check if mentor is Key Personnel on the federal grant identified below (see 7-9)

  7. Program Name: Title of research program providing the additional compensation

  8. UCSF Award Number: Research Administration System (RAS) assigned award number providing additional compensation

  9. FAIN: Federal Award Identification Number of NIH Research grant providing additional compensation

  10. PI Name: UCSF Principal Investigator (PI) on NIH research award providing additional compensation

  11. Amount Per Month: Monthly additional amount to be paid to fellow

  12. Start Date: Initial date fellow to receive additional compensation

  1. End Date: End date of additional compensation. This should not extend past postdoctoral scholar’s current fellowship appointment end date.

  2. % FTE: Effort provided on the NIH research award for the additional compensation

  3. Hours per week: Average hours that the fellow will be working to earn the additional compensation

  4. Description of work: Brief summary of work fellow is providing. Substantiate with enough detail to differentiate work from the fellow's approved training program. Include scientific or programmatic goals of the work, along with logistics, such as timing and location. Should be adequate for an independent to determine that additional duties are not within the scope of the NRSA training plan, nor will create a negative impact thereto.

    Example of acceptable level of detail for the description of work:

    Post Doc X has a training plan doing HIV intervention data analysis under Dr. Smith. The additional duties will be for family planning treatment evaluations for Dr. Jones. These will occur in the evenings on Wednesday and Friday outside of the hours dedicated to the training plan analysis.

Step 2 - Routing the Form for Approval

The UCSF process requires the fellow, the NRSA mentor, the Principal Investigator of the training grant (T32 awards only), and the Principal Investigator of the research grant to certify that they will abide by NIH Rules.

When the mentor of the NRSA fellow is also key personnel for the research grant, authorization must also be provided by the Vice or Associate Dean for Research for the school. By providing their authorization, the Vice/Associate Dean is attesting that the duties assigned meet the NIH guidelines and UCSF policy for providing additional funding to a NRSA Fellow. Forms should be approved using DocuSign.

Items 1-16 above should be completed outside of DocuSign. The completed form should then be uploaded into DocuSign for approval routing (if asked, choose to keep the PDF form fields intact). Remember to add the required approvers and tag the document for their DocuSign signatures and date signed. The tags should be placed in the appropriate blanks on page two of the Additional Compensation for T32/F32 Postdoctoral Fellows from Federal Funds Form prior to sending the DocuSign Envelope as shown:

  1. Select the person (fellow, approvers) from the drop-down menu

  2. Click the Signature tag from the Standard Fields menu, hold your mouse button, and drag the tag onto the correct signature line as illustrated, then release the mouse button

  3. Click the Date Signed tag from the Standard Fields menu, hold your mouse button, and drag the tag onto the correct date line as illustrated, then release the mouse button

  4. Repeat 1-3 for all required recipients

  5. (Not shown) Add the Department Administrator of the fellow's home department (i.e., the department that appointed the fellow) as the final person in the document recipient order, and set the drop-down to the right of their email to "Receives a Copy"

The UCSF Electronic Signature page provides detailed and summarized information on sending a PDF document via DocuSign, how to add and assign signers, tag the document being sent for signatures, add an optional note, add optional Reviewer(s), add optional attachments, track an invoice envelope, and view the completed or declined form. 

Final Processing

The Department Administrator of the fellow’s home department is the final recipient of the completed Additional Compensation for T32/F32 Postdoctoral Fellows from Federal Funds Form. Once the fully approved form is received, the Department Administrator should create and submit an SRS ticket for processing by Human Resources.  Complete an Employee Funding Worksheet (EFW), available on the Human Resources website, to relay the necessary chartstring information.  Upload both the EFW and the fully authorized Additional Compensation for T32/F32 Postdoctoral Fellows from Federal Funds Form to the SRS ticket.    

Compensation Examples

Example 1:

Postdoc fellow Doe is currently appointed 100% as a TC 3253 (Postdoctoral Scholar-Fellow). He has been approved for additional compensation of $450.00 a month on a work assignment for 10% time. A new TC 3252 (Postdoctoral Scholar-Employee) appointment is added using DOS code PDS (Fellow/PD Direct Supplmnt) to pay the additional compensation.

Appointment

Name

Title Description

Appt Begin

Appt End

DOS

Chartstring

Appt %

Dist %

Rate

Gross Monthly

Current

DOE,JOHN

POSTDOC-FELLOW

5/4/15

4/30/18

FEN

C 4300 129077 126345A 40 01

100%

100%

$ 4,500.00

$ 4,500.00

New

DOE,JOHN

POSTDOC-FELLOW

2/1/18

4/30/18

FEN

C 4300 129077 126345A 40 01

90%

90%

$ 4,500.00

$ 4,500.00

DOE,JOHN

POSTDOC-EMPLOYEE

2/1/18

4/30/18

PDS

C 4300 129077 112112B 40 01

10%

10%

$ 4,500.00

$ 450.00

Example 2:

Postdoc fellow Jones is currently appointed 93% as a TC 3253 (Postdoctoral Scholar-Fellow) and 7% as a TC 3252 (Postdoctoral Scholar-Employee). Beginning in February, she is approved to receive additional compensation of $419.30 a month on a work assignment for 10% time. A PDS (Fellow/PD Direct Supplmnt) distribution line is added to the existing TC 3252 appointment (Postdoctoral Scholar-Fellow).

Appointment

Name

Title Description

Appt Begin

Appt End

DOS

Chartstring

Appt %

Dist %

Rate

Gross Monthly

Current

JONES,SUE

POSTDOC-EMPLOYEE

8/1/16

6/30/18

REG

C 4000 115016 127749B 44 01

7%

7%

$ 4,193.00

$ 293.09

JONES,SUE

POSTDOC-FELLOW

7/1/17

6/30/18

FEL

C 4200 115016 129263A 40 01

93%

N/A

$ 3,900.00

$ 3,900.00

New

JONES,SUE

POSTDOC-EMPLOYEE

2/1/18

6/30/18

REG

C 4000 115016 127749B 44 01

17%

7%

$ 4,193.00

$ 293.09

JONES,SUE

POSTDOC-EMPLOYEE

2/1/18

6/30/18

PDS

C 4000 115016 112112B 44 01

10%

$ 4,193.00

$ 419.30

JONES,SUE

POSTDOC-FELLOW

2/1/18

6/30/18

FEL

C 4200 115016 129263A 40 01

83%

N/A

$ 3,900.00

$ 3,900.00