Resources for Training Directors

General Information and Policies

Frequently Asked Questions

Forms

Annual Progress Report

RPPR, Research Performance Progress Report
Due by May 1 each year

Statement of Appointment

Submit electronically using xTrain, following these instructions: xTrain Expands to Include Use for NLM Training Grants
A new statement of appointment is required for each year of trainee's appointment
Due prior to appointment start date. No form = No trainee reimbursement
While trainee appointment start dates may occur at any time during the budget period, all PHS 2271 Statement of Appointment forms must be submitted no later than two months prior to the end of the budget period (May 1).

Termination Notice

Submit electronically using xTrain, following these instructions: xTrain Expands to Include Use for NLM Training Grants
One termination notice is required at the end of each trainee's NLM training
Due no later than 30 days after appointment end date.

Federal Financial Report (FFR)

SF-425 Federal Financial Report 
Beginning January 1, 2021: Per Notice NOT-OD-20-127 (see link for detailed information), NIH grant recipients will be required to submit the SF-425 Federal Financial Report (FFR) in the Payment Management System (PMS) 
Due by September 30 each year

Prior Approval Requirements

NLM prior approval is required before making certain changes, including but not limited to the following:

Trainee leave of absence/unpaid leave
Part-time training
FTTP trainee appointment period of less than 9 months
Trainee total appointment time exceeding the maximum support period (described below under Stipends)
Appointment of additional trainee(s) beyond the slot numbers specified in the Notice of Award

Please see the NIH Grants Policy Statement sections 11.3 Institutional Research Training Grants and 8.1 Changes in Project and Budget for more information.

Contact your grants management specialist and program officer for assistance if you are considering making changes which require prior approval.

Stipends for FY 2023

Starting in FY23 (grant budget periods beginning 7/1/2023), NLM will provide a maximum of 4 years predoctoral support and a maximum of 2 years postdoctoral support per trainee.  For NLM trainees who have received previous training support from another NIH training grant, the NIH ceiling on training support (maximum of 5 years predoc, 3 years postdoc) from all NIH sources applies. Waivers to exceed these support limits will be considered only with exceptional justification.

Predoc stipends - Applies to new and renewal appointments within the FY 2023 budget period and is consistent with the award that will be issued for July 1, 2023. NLM will provide up to 4 years of support for a predoctoral trainee. All new and continuing NLM predocs receive the same level of reimbursement. 

Postdoc stipends - Applies to new and renewal appointments within the FY 2023 budget period and is consistent with the award that will be issued for July 1, 2023. The first year of support for the '0' level is for post-docs with less than one year's experience. Subsequent years of support are advanced to the next level based upon completing the prior year's training. No additional cost of living increases are allowable. Up to 2 years of NLM support is allowable for a postdoc. NLM trainees are exempt from a payback requirement. MDs having time accrued in an internship/residency may count this as years of qualifying experience.

Stipends

Predoc Stipends:

All new Predocs or TBN predocs within the FY2023 budget period receive the FY2023 NRSA level:  $27,144.

Postdoc Stipends:

Postdoc stipends are funded based on a trainee’s prior years of postdoc experience. For example, if a Postdoc trainee is newly appointed without any prior postdoctoral experience, their initial year of Postdoc support would start at Level 0 [$56,484]. The second year of experience would be Level 1 [$56,880]; the third year would be at Level 2, etc. TBN Postdocs should be estimated at Level 3.  Refer to the FY2023 Postdoc Stipend table:

Years of Postdoc Experience	0	1	2	3	4	5	6	7(+)
Postdoc	$56,484	$56,880	$57,300	$59,592	$61,572	$63,852	$66,228	$68,604

Tuition

Predocs:  NLM will provide 60% of the full institutional tuition amount per trainee, up to a $16,000 cap.  For dual degree enrollment, the NLM will provide 60% of the full institution tuition amount per trainee up to a $21,000 cap.
Postdocs: enrolled in an MS or PhD program: the NLM will provide 60% of the full institutional tuition amount per trainee, up to a $16,000 cap.
Postdocs: not seeking a degree:  the NLM will provide 60% of the full institutional tuition amount per trainee, up to a $4,500 cap.
IMPORTANT: Please provide the full/actual institutional tuition amount, per trainee, in your budget justification when filling-out the annual RPPR progress report.  The NLM will need to explicitly see the full tuition amount and any calculations applied.  NLM will then apply the NIH formula for reimbursement as described above. Annual increases for tuition may or may not be provided based on availability of funds.

Training-Related Expenses

NLM will provide the following amounts:

Predocs: $8,500 per FTTP 
Postdocs: $12,200 per FTTP
TRE can be used to defray the costs of "other" research training costs, faculty and staff training salaries, consultant costs, equipment, research supplies, faculty travel and trainee health insurance, whether single or family coverage. NLM does not directly reimburse for health insurance coverage.
Under exceptional circumstances, which can include providing accommodations for a trainee with disabilities, it is possible to request additional training-related expenses. Consultation with NLM program staff in advance of such requests is required. Unless an applicant receives advance permission to do so, no exceptional expenses should be included in a submitted budget.

Trainee Travel

Predocs & Postdocs:  Up to $2,000 per trainee may be requested and will be provided based on availability of funds.  All FTTP trainees are required to attend the annual NLM Informatics Training Conference.

REMINDER: Public Access Mandate

The NIH will delay the non-competing award if publications arising from that award are not in compliance with the NIH Public Access Policy. 

For details, see Guide Notice NOT-OD-15-091, instructions and Public Access website.

All final peer-reviewed manuscripts arising from NIH funds must be submitted to PubMed Central upon acceptance for publication, including trainee publications resulting from this NLM training grant. 
It will be necessary for the Program Director to add trainee publications on the RPPR via his/her MyBib.  They may be placed in the section entitled ‘Other Citations’ [RPPR section C.1 Publications]

NIH progress reports, applications, and proposals must include the PubMed Central reference number (PMCID) when citing a paper that falls under the policy and arose from an NIH award
Some journals automatically submit published articles to PMC: //publicaccess.nih.gov/submit_process_journals.htm
Otherwise, PI must submit via NIH Manuscript Submission system: //www.nihms.nih.gov

Unobligated Grant Balances

NLM does not typically approve carryover of unobligated/unexpended parent grant funding balances from prior budget periods. 
Unobligated balances are generally used to offset the next active budget period of the grant.
Grantees should regularly check their Payment Management System authorization and ensure that their annual Federal Financial Reports (SF-425) are submitted timely and accurately.

For All Grantees: Conflict of Interest

Each grantee institution must:
Enforce a written policy on conflict of interest that complies with the NIH regulations
Inform investigators of the institution's policy and NIH regulation
Inform investigators of their reporting responsibilities
Provide adequate guidelines for enforcement mechanisms and sanctions where appropriate
Investigator reporting responsibilities differ by institution
At a minimum, must report "significant financial interests" (including those of spouse and dependent children) that would affect or appear to affect the research
Conflict of interest website: //grants.nih.gov/grants/policy/coi

Contact Us

For questions about budget, policy, xTRAIN or other award issues, contact your grants specialist:

Amy Keener:  Stanford, Utah, Vanderbilt, Colorado, Rice, South Carolina (akeener@mail.nih.gov)
Ebony Hughes: Yale, Columbia, Johns Hopkins, Washington, Indiana, UC San Diego (ebony.hughes@nih.gov)
Samantha Tempchin: Pittsburgh, Wisconsin, U Buffalo, UNC Chapel Hill, Harvard, OHSU, UC Los Angeles (samantha.tempchin@nih.gov)

Last Reviewed: October 5, 2023