Procedures for Budgeting Graduate Students on Mentor’s Sponsored Research Grant

Last updated on September 8, 2015

For GSRs on mentor’s sponsored research grant:
1.      IMPORTANT: For NIH Proposals (non-F31s):

a. Per NIH policy NOT-OD-02-017: http://grants.nih.gov/grants/guide/notice-files/NOT-OD-02-017.html

i. can NOT go over current NRSA postdoc level 0 for the overall total of the 3 categories (salary + benefits + tuition/fees)
ii. For 2015, $42,840 is the maximum for the combination of the 3 categories see NOT-OD-15-048.

b. While the SF424 instructions say to request actual compensation amounts for graduate students, it is RMS policy to apply the $42,840 cap in all NIH proposals.

For All Proposals:

2.      Determine the program in which the GSR is enrolled.

3.      To establish GSR base salary, determine if this program is Basic Science or Social and Populations Sciences

a.      For Basic Sciences use their agreed upon salary/stipend amount. For 2015-2016 starting September 1the stipend level is $34,000.  For budget purposes because the GSR max effort is limited to 50%, the institutional base salary for 2015-2016 is $68,000. On the budget, the RSC will put the institutional base salary on the budget, with effort level at 50%.

b.      For Social and Population Science, contact the program administrator to determine if they have a salary/stipend amount for their students.  If they do not, then the PI and/or department can set their salary and effort levels.  You can use UCOP Graduate Student salary scale, table 22 as a guide.  We recommend using Step X unless otherwise directed by the PI and/or department. 

4.      Follow the Graduate Programs or Departments escalation practices.

a.      For Basic Sciences the stipend level increases by $1500 each year.  Therefore, the institutional base salary increases by $3000 each year. 

b.      For Social and Population Science follow their programs policy. If they do not have a policies treat the GSR as an academic so they receive same raises as other academics in the proposal.

5.      To retain their status as a student, Graduate Students can have a maximum GSR academic payroll appointment of 50% while school is in session. When school is out of session (June-August), they may have an appointment up to 100%.

6.      For efforts between 25%-50% tuition/fees must be covered by the funding source that provides the salary (unless prohibited by the sponsor).  If it is not allowed by the sponsor, it must be covered by the mentor.

7.      If GSR effort is below 25% tuition/fees remission is not covered by the research grant.  Please note, if the GSR is on multiple research grants and their combined effort is between 25%-50% tuition and fees must be covered by the PI and or department.  In those circumstances tution/fees will be budgeted on each of the research grants. 

8.      Verify the type of tuition or fees  (will the student be a California Resident or Not)

a.      The tuition and fee amounts are listed here.

b.      Use the Grad Divison proposed stipend and fees chart to escalate the tuition and fees each year.  This chart is for California residents.  Use the same percentage to increase non-resident tuition.

9.      Use UCSF fringe benefit rates for Graduate Students

10.      If the sponsor does not fully cover all of the expenses (salary + benefits (8/7/15: currently 1%) + tuition/fees) then the PI or Department in the basic sciences programs  must supplment using discretionary funds.  Note: this would not be considered cost sharing