NIH NRSA Childcare Cost Allowance Guidance

Process Overview for Fellows

• Proposal application request (new, supplemental, or RPPR) is submitted with childcare costs requested for the fellow.
• If funded, NIH Notice of Award is issued with childcare costs included
• The Project ID will be set up with a budget account category for childcare costs (568720 account for graduate students and 517150 for postdocs)
• Childcare costs are incurred by the fellow – note that childcare services must be provided by a licensed provider.
• Annually, fellows can request reimbursement of awarded childcare costs, up to $2,500 by using the NRSA Childcare Costs Payment Request Form (a copy of the request is sent to the fellow and the provided department administrator(s) to process). While multiple form requests may be submitted, the preference is to submit reimbursement requests for the full amount allowable in one payment form submission.
• Fellow should ensure their request for payment:
• is within the current budget period
• is submitted at least 30 days before the budget/project end date.
• includes confirmation/documentation of costs
• includes childcare provider licensure documentation
• Department administrator reviews the payment request for all necessary requirements and submits graduate student payments via GradStar and postdoc payments via Payroll.
• Department administrator should review that payment request:
• does not exceed the budgeted and/or available amount
• is incurred within the appropriate period
• includes required documentation, and
• retain emailed submission with included back-up documentation
• Payments for graduate students will disperse from the Cashier’s Office and for postdocs via Payroll Services, like how stipend payments are received via direct deposit.
• Fellow should maintain all documentation of payment, confirmation of costs, and childcare provider licensure.

Process Overview for Trainees

• Institutional training grant application (new, renewal, or continuation) is submitted identifying the number of trainee slots requested.
• If funded, the NIH Notice of Award is issued with an amount of $2,500 per each full-time predoctoral and postdoctoral trainee slot approved.
• The Project ID will be set up with a budget account category for childcare costs (568720 account for graduate students and 517150 for postdocs)
• Childcare costs are incurred by the trainee – note that childcare services must be provided by a licensed provider.
• Within each appointment period, trainees can request reimbursement of awarded childcare costs, up to $2,500 by using the NRSA Childcare Costs Payment Request Form (copy of request is sent to the trainee and provided department administrator(s) to process). While multiple form requests may be submitted, the preference is to submit reimbursement requests for the full amount allowable in one payment form submission.
• Trainee should ensure their request for payment:
• is within the current appointment period
• is submitted at least 30 days before the appointment end date.
• includes confirmation/documentation of costs
• includes childcare provider licensure documentation
• Department administrator reviews the payment request for all necessary requirements and submits graduate student payments via GradStar and postdoc payments via Payroll.
• Department administrator should review that payment request:
• does not exceed the budgeted and/or available amount
• is incurred within the appropriate period
• includes required documentation, and
• retain emailed submission with included back-up documentation
• Payments for graduate students will disperse from the Cashier’s Office and for postdocs via Payroll Services, like how stipend payments are received via direct deposit.
• Trainee should maintain all documentation of payment, confirmation of costs, and childcare provider licensure.

When submitting a request for reimbursement of childcare costs, two items of documentation are required to be attached: confirmation of costs and proof of childcare provider licensure.

Confirmation of Costs

Documentation formats to support the cost of childcare may vary by provider. Acceptable forms of documentation may include an invoice, payment receipt, or an agreement/letter from the provider. Be sure to upload any combination of documentation as needed so that all the criteria listed below are included:

• Full name(s) of eligible children listed on the invoice, receipt, and/or agreement
• Name of the childcare provider
• Dates of service
• Amount/cost of childcare

Proof of Childcare Provider Licensure

Childcare must be provided by a licensed childcare provider. Recipients must maintain all supporting documentation (e.g., proof provider is licensed) and make it available to NIH officials upon request. NIH does not require recipients to submit this supporting documentation with each request. However, the University requires this documentation to be submitted with each of the recipient’s request for payments. The childcare provider licensure details must be or have been current during the period of care that the cost was incurred.

• NCDHHS Childcare Facility Search Form – Download or print to PDF, the report of the childcare provider licensure information obtained from the web search. NOTE: if the report identifies current administrative actions taken against the facility, the cost is not allowable and an alternate provider would be needed in order to qualify for the stipend

• Agreement between childcare provider and recipient providing the state licensure number
• Copy of the licensure certification provided to the childcare provider
• For out of state childcare providers – search for licensure info on https://childcare.gov/home

NIH National Research Service Award (NRSA) Trainee and Individual Fellow Childcare Allowance
Who is eligible to receive these funds? Two recipient types of NRSA-supported awards are eligible to use these funds: Fellow: Pre-doctoral and Post-doctoral Fellows supported by active NRSA Fellowships , such as: F30, F31, F32, or F33 awards. Trainee: Full time Pre-doctoral and Post-doctoral trainees appointed to active NIH Ruth L. Kirschstein National Research Service Award (NRSA) Institutional Research Training award applicable to T32, TL1, TU2, and T90 awards (short-term trainees are not eligible).
How much is available to each recipient for this childcare allowance? Each Fellow or Trainee is eligible to receive up to $2,500 per annual budget/appointment period. This amount does not change given the number of children. If both parents hold NRSA awards, both are eligible for this additional support.
How does the NIH define a "child"? Childcare costs are permitted for dependent children living in the eligible fellow's home from birth under the age of 13, or children who are disabled and under age 18. This is inclusive of foster/adoption and part-time custody situations where the child is of appropriate age.
Can childcare costs be rebudgeted? What happens to any unexpended funds? The funds provided by the NIH for this purpose are restricted and cannot be rebudgeted without prior written approval from the NIH. Unused funds remain unobligated until the end of the award period and will be accounted for appropriately as part of the closeout process. This is also the process when a child "ages out" of the eligibility requirements.
What childcare provider types are permitted by the NIH? Childcare at a day camp, nursery school, or by a private sitter Before- or after-school care, pre-schools Licensed day care centers Summer or holiday day camps
Are the childcare costs paid directly to the fellow or trainee recipient? No, childcare costs are issued to the sponsoring institution for disbursement to the fellow. Each institution may determine the appropriate method for disbursing the funds to fellows. The institutional policies must be consistently applied.
Will childcare costs incurred in previous budget periods be eligible for retroactive reimbursement? No. Childcare cost will only be applied to full-time predoctoral and postdoctoral NRSA institutional research training awards awarded on or after the implementation date in FY2022.
How are these funds requested for Individual Fellows? New Applications Applicants are strongly encouraged to request childcare costs for all applicable years that the project will be funded based on the dependent(s)' age eligibility factor. PHS Fellowship Supplemental Form: For the first year requested, all fellowship applicants are required to specify the requested childcare costs in field 28b (Supplementation from Other Sources: Amount, Number of Months, Type, and Source) on the PHS Fellowship Supplemental Form. Enter $2,500 for the Amount Enter 12 for the Number of Months Enter "Childcare Costs" (without quotation marks) as the Type Enter NIH as the Source. R&R Other Project Information Form: For any additional years requested, applicants must provide the request as an "Other Attachment' on the R&R Other Project Information form. The attachment must be named "Childcare_Cost_Request.pdf" (without quotation marks). The attachment must specify the requested childcare costs amount, and number of years requested. The Recipients are not required to submit supporting documentation with each request. Recipients must maintain all supporting documentation (e.g., proof provider is licensed). NIH reserves the right to request proof at any time. Continuation Applications Current fellows may request childcare costs for future years via the Research Performance Progress Report (RPPR). In Section G.1 of the RPPR, recipients must upload a PDF named "Childcare_Cost_Request.pdf" (without quotation marks). The attachment must specify the requested childcare costs amount and number of years requested. Applicants are strongly encouraged to request childcare costs for all remaining years that the project will be funded based on the dependent(s)' age eligibility factor. Administrative Supplements Current fellows may request an administrative supplement to provide childcare costs on an existing award. Applications must be submitted using Notice of Special Interest NOT-OD-21-070 . Applicants are strongly encouraged to request childcare costs for all remaining years that the project will be funded based on the dependent(s)' age eligibility factor. Applicants must use the forms package with the Competition ID containing "ADMINSUPP-FELLOWSHIP". PHS Fellowship Supplemental Form: For the first year requested, all fellowship applicants are required to specify the requested childcare costs in field 28b (Supplementation from Other Sources: Amount, Number of Months, Type, and Source) on the PHS Fellowship Supplemental Form. Enter $2,500 for the Amount Enter 12 for the Number of Months Enter "Childcare Costs" (without quotation marks) as the Type Enter NIH as the Source. R&R Other Project Information Form: For any additional years requested, applicants must provide the request as an "Other Attachment" on the R&R Other Project Information form. The attachment must be named "Childcare_Cost_Request.pdf" (without quotation marks). The attachment must specify the requested childcare costs amount, and number of years requested. The Recipients are not required to submit supporting documentation with each request. Recipients must maintain all supporting documentation (e.g., proof provider is licensed). NIH reserves the right to request proof at any time.
How are these funds requested for Trainees? Per NIH guidelines: "Childcare costs will generally be provided based on the number of trainee slots awarded. No additional action is need on the part of the applicant at the time of application to request these funds."
For training awards, what are the reporting requirements for RPPRs and FFRs? RPPRs: In Section G.1 of the RPPR, recipients must upload a PDF named "Childcare_Costs.pdf" (without quotation marks). The attachment must specify the number of trainees who received funds for childcare costs in the (prior) reporting period. System enhancements are forthcoming that will incorporate reporting via train. FFRs (in the case of unliquidated obligations): Similar to how NIH advises recipients to report on stipends and tuition for NRSA institutional training awards, recipients are advised to report childcare costs that cross over budget periods as unliquidated obligations. Unliquidated obligations are commitments of the recipient and are considered to be obligations and, therefore, should not be reported as unobligated balances. As a reminder, if the FFR report covers the final budget period of the project period, it must have no unliquidated obligations and must indicate the exact balance of unobligated funds.
How can a Fellow or Trainee request reimbursement for childcare costs? Fellow or Trainee submits the NRSA Childcare Costs Form with all required information and documentation. The form will route to the department administrator supporting the trainee or fellow’s award management to process the payment. Payments for graduate students are processed in GradStar and dispersed by the Cashier’s Office. Payments for postdocs are processed via Payroll and dispersed by Payroll Services. See the Process Overview for more details.
What if payment has already been made to the fellow or trainee? Retroactively submit the NRSA Childcare Costs Form with all required information and answer the first question that payment has already been received so when the form submits to the department administrator, they know they are just reviewing for requirements and retaining the form for documentation.

• For assistance with proposing or obtaining sponsor prior approval for a NRSA childcare supplement, please contact your OSP Sponsored Programs Specialist .
• For technical assistance submitting the online Payment Request Form, please contact SponsoredPrograms@unc.edu.
• For payment processing status, please contact the Department Administrators listed in your payment submission form.