A new reference guide on the National Institutes of Health (NIH) childcare reimbursement process provides guidance to research administrators on the handling of supplemental funds to defray childcare costs for eligible fellows and trainees funded through Ruth L. Kirschstein National Research Service Awards (NRSA). It describes the process at UCSF from proposal through award closeout and was developed by a cross-functional team from the Office of Sponsored Research, Contracts & Grants Accounting, Supply Chain Management, and UCSF’s Payroll Office.
Background
In 2021, the NIH recognized that the high cost of childcare affects graduate students and post-doctorates funded through NRSA in their ability to successfully complete their training and fully participate in the extramural research workforce. As part of their ongoing efforts to address this, the NIH issued NOT-OD-21-074 for NIH NRSA individual fellowships (F-Series). NIH then issued NOT-OD-21-177 for eligible trainees under NRSA Institutional Training Awards (T-Series). These updates provide supplemental funds to defray childcare costs for any eligible fellows or trainees. Eligibility and restrictions are similar for both award mechanisms.
Eligibility
- Only full-time NIH-NRSA-supported individual fellowship and trainee positions are eligible.
- Costs for childcare must be provided by a licensed (regulated by state or local authorities) childcare provider/service.
- Supplemental funds cover dependent children living in the eligible fellow’s home from birth until the age of 13, or children who are disabled until age 18.
- For households where both parents are NRSA fellows, each parent is eligible to receive $2,500.
Restrictions
- Childcare costs do not apply to elder or non-child dependent care costs.
- NRSA childcare costs are not tied to payback obligations, nor should they be reported as such.
- Facilities and Administration (F&A) costs are not assessed on childcare costs.
- When awarded, childcare costs are generally restricted and cannot be re-budgeted without prior written approval from the awarding NIH administering Institute and Center (IC).
- In cases of early termination, recipients may not use any unused portion of the childcare costs. It will remain unobligated and will be adjusted by the agency as part of the closeout process.
- Childcare costs incurred in previous budget periods are not eligible for retroactive reimbursement.
Refer to the new NIH NRSA Childcare Reimbursement Process guide for instructions on applying for and requesting reimbursement. Support contacts and additional resources are also provided.