Chancellor's NIH Institutional Training Grant GSR Cap Gap Program (TCGP)

The “cap gap” refers to the difference between the maximum rate paid by a sponsor, and the institutional rate paid to an individual per an employment contract. This term is commonly used in the context of a salary cap for PIs and other researchers on sponsored awards (most commonly, funded by the NIH).

For predoctoral trainees on awards eligible for this pilot program, the cap gap refers to two different limits:

1. The stipend cap gap is the difference between the allowable stipend amount on NIH training grants (click here for current level) and the institutional support level for the individual graduate student trainee. The payment to the student that covers this gap is called the supplement.

2. The tuition and fee cap gap is the difference between the tuition and institutional allowances on NIH training grants (click here for current level) and the charges assessed to the predoctoral trainee by UCSD.

Neither of these shortfalls may be paid on the training grant; rather, an alternate funding source must be used to pay the gap.

Predoctoral (graduate) trainees on National Institutes of Health (NIH) T15 and T32 Institutional Training Grants are eligible to participate in this program. No other agencies or award types are eligible for this program at this time.

This program will provide funding for the stipend supplement only, up through the equivalent of salary point 4 at 50% on the Graduate Student Researcher scale (see salary scales here).

Predoctoral trainees paid on T15 or T32 awards eligible for this program may or may not be employees paid via UC Path. For more information on determining if a student is in the BR bargaining unit, and how to set up payment in either case, please see https://ucsdcollab.atlassian.net/wiki/x/2oMGOg.

The supplement payment amount eligible for reimbursement is only the difference between the NIH stipend level and the equivalent level of support of the GSR, at a rate up to the equivalent of salary point 4, at up to 50%. If a student is supported at a higher salary point, regardless of the rate of effort, (e.g. salary point 5 or 6), the mentor/PI/department is responsible for funding the shortfall above and beyond the salary point 4.

The Chancellor's NIH Institutional Training Grant GSR Cap Gap Program (TCGP) will provide funding for the stipend supplement at a rate up to the equivalent of salary point 4 only - see the above section “Eligible (Reimbursable) Expenses” for details.

Ineligible expenditures include:

1. Any related fringe benefit costs for contract-covered employees (CBR, General Liability, NGN) will not be reimbursed. A resource journal from a discretionary project or chart, on fund 13991, must be processed by the award-owning organization to cover these benefit expenses. A cost-transfer is not the correct mechanism to cover these expenses.

2. Any contract-related benefits of employment will not be reimbursed (including, but not limited to, childcare reimbursements, dependent care reimbursements, etc.).

3. Tuition and fees will not be reimbursed. (See the above section “What is the “cap gap”?”)

4. Supplement payments at a rate that that exceed the salary point 4 equivalent will not be reimbursed.
   
   

Quarterly, the Financial Support Unit (FSU) will run an blended activity hub report to identify eligible expenditures on projects that have been correctly set up and classified (see below section on “Project Setup and COA Information”).

The report will combine research, financial, employee, and student data to verify reimbursable costs are affiliated with predoctoral trainees on T15 or T32 awards.

FSU will then process a resource journal crediting the designated cap gap project on each financial unit. FSU will not reimburse ineligible expenditures. Responsibility for any shortfall* resulting from ineligible expenditures will fall to the administrative organization managing the financial unit.

As the NIH stipend level and the salary point 4 rate are set annually, the program will reimburse the same dollar amount per eligible student paid on the cap gap project. (Note: amounts listed below are formatted as monthly / 12-month annual. They are based off the Oct. 2024 range adjustment; July-September 2024 amounts will be reimbursed based on the prior year rates).

*See FAQ below for more information on any shortfall.

Each department will need to set up a new, unique Project via the Project and Award Data Update Application (PADUA) for each award’s cap gap supplement. This will facilitate streamlined reporting and reimbursement.

This project will be used exclusively for stipend supplements (and related fringe costs) eligible under this program. No other expenditures (e.g. tuition) are to post to this project.

When setting up the new project in PADUA, the following chart-segments and naming conventions must be followed to in order for expenditures to be reimbursed:

• Project Name: “TCGP” followed by whichever naming convention is standard for the department

• Project Nickname: “TCGP” “Base Award Number” “PI’s List Name”

• Fund: 13991

• Project Owning Organization: This is the award-owning financial unit

• Project Class Category: Cost Tracking

• Project Class Code: Other

Generally, these awards do not require formal cost-share and this project should not be set up as a formal cost-share project.

The program guidelines for executing project-task setup and defining eligible expenditures are designed to facilitate both the reimbursement process and reporting. This reporting will be used to evaluate the impact of the program.

At this time, no narrative reporting is required from PIs, mentors or financial units. This may be subject to change in the future.

To see a process diagram, please click here.

1. Submit a proposal to NIH for a T15 or T32 training grant

2. Receive notice of award from NIH for a T15 or T32 training grant

3. Set up a designated project-task per the program guidelines (see above Project Setup and COA Information)

4. Identify predoctoral trainees; determine if individual predoctoral trainees are in the bargaining unit - see https://ucsdcollab.atlassian.net/l/cp/EJX42Dey

5. Process stipend and supplement entries:

   1. Set up payments in FSRT for trainees who are not in the bargaining unit

   2. Set up appointments in UCPath for trainees who are in the bargaining unit

6. Receive reimbursement processed by GEPA for supplement costs, up to the salary point 4 equivalent

7. Process a journal to cover fringe benefits (GL, NGN, CBR) on the cap gap project (if applicable)

8. Process a journal to cover supplement costs above the salary point 4 equivalent (if applicable)

Q: How often will reimbursements be processed?
A: Quarterly - please see the Reimbursement Process section above. Note that Summer and Fall 2024 reimbursements will be processed together.

Q: Will the program cover “out years” for current awards? What about new or renewals?
A: The 2024-25 pilot initiative will support in-flight T15 and T32 grants through the end of the current award period, as well as new awards or renewals (for the duration of the award) which are submitted in the September 2024, January 2025, and May 2025 cycles.

Q: How will the program budget be monitored?
A: The management of these funds will be a collaborative effort involving GEPA FSU, the Campus Budget Office, and the Academic Vice Chancellor teams, with regular assessments to gauge the program's effectiveness.

On a quarterly basis, FSU will run reports to generate reimbursement resource journals, forecast expenditures through the end of FY25, and project the available balance remaining of the $4.3 million program budget. If there is more need than the allocated budget, further analysis and discussion will take place.

Q: Will the projection include training grant proposals that have been submitted by PIs to the agency, but not yet been awarded by NIH?
A: Yes.

Q: What is the “cap gap”?
A: See the first section at the top of this page.

Q: Why are only T15 and T32 awards eligible?
A: At this time, the program only includes cohort-based training grants. These are a clearly-defined set of programs that warrant special attention.

Q: Why are only predoctoral (graduate) trainees eligible?
A: Only predoctoral (graduate) trainees are eligible per NIH policy on T15 and T32 awards. Pre-baccalaureate (undergraduate) trainees are not supported on these awards.

Q: Are postdoctoral trainees eligible?
A: No.

Q: Were other training or fellowship awards considered for this program?
A: Yes; however, the available resources are not sufficient to cover all shortfalls.

Q: My student has a NIH F31 fellowship. Are they eligible for the cap gap funding?
A: No, at this time the only eligible awards are NIH institutional training grants T15 and T32.

Q: My student has a traineeship/fellowship funded by NDSEG, NASA, DOE, or any other sponsor/award combination that is not specifically an NIH T15 or T32. Are they eligible for the cap gap funding?
A: No, at this time the only eligible awards are NIH institutional training grants T15 and T32.

Q: My student is paid as a GSR on an NIH Research Grant (R-series - e.g. R01) or Project/Center Grant (P-series, e.g. P01). There is a salary cap, and resulting funding gap, related to their appointment on the award. Are they eligible for this program?

A: No. This program is limited to pre-doctoral trainees on T15 or T32 awards.

Q: Are the Chancellor’s training cap gap funds fungible?
A: No, these funds are for the explicit purpose of providing support for the stipend supplement for predoctoral trainees. Only eligible expenditures (see above) will be reimbursed.

Q: Can the Chancellor’s training cap gap funds be used to pay the tuition and fees (including health insurance) that exceed the NIH tuition and institutional allowances?
A: No, these funds are for the explicit purpose of providing support for the stipend supplement for predoctoral trainees. Only eligible expenditures (see above) will be reimbursed.

Q: Why was this program announced in October, if it is effective retroactively to July?
A: The holistic budgeting cycle and bargaining-contract implementation are both complex processes. We appreciate your patience!

Q: I am submitting a new proposal or renewal for a NIH T15/T32…

• Q: Am I eligible for this program?
  A: If your proposal includes predoctoral students, it is eligible.

• Q: Do I need submit an internal application or request to participate in this program?
  A: No. Work with your research administrators and student funding coordinators to follow the instructions above to set up a project-task and post the allowable expenditures. GEPA will run a report and reimburse eligible expenditures on correctly set up projects.

• Q: If my award (or renewal) is funded, will this program cover the eligible supplement cost for the full award period?

  A: Yes. The 2024-25 TCGP program will support new awards or renewals (for the duration of the award) which are submitted in the September 2024, January 2025, and May 2025 cycles.

• Q: Do I need to include this program in my institutional letter of support?
  A: No - the institutional letter will not mention this specific program by name. The institutional support letter include language affirming UCSD’s commitment as follows:
  “UC San Diego offers Graduate Student Researcher (GSR) compensation scale that exceeds the NIH stipend levels. In recognition of the importance of training grants and to support our trainees, UC San Diego commits to funding the difference and supplementing the stipends for all years of the award period (up to five years).”
  For more details on the institutional letter of support, please see Training Grants at UC San Diego.
  Note: the information on the training grant website is also being updated, thanks in advance for your patience.

Q: Will the San Diego Match Fellowships continue to be offered?
A: No. Match fellowships have been replaced with this new cap gap program.

Q: I have a San Diego Match Fellowship commitment for an in-flight T15 or T32. Will those commitments continue to be met?
A: Yes, any existing commitments will continue to be honored. However, the cap gap funds will only be provided for those students paid on the grant as trainees, not for those students in matching slots.

Coming soon - please email gradfinance@ucsd.edu if you have a question or suggested FAQ.

Q: I hired my student trainee prior to the announcement of this program, and therefore did not set up their stipend in UCPath or FSRT on the cap gap project number. What should I do?
A: Please work with your fund manager to process a salary cost-transfer (in UCPath), or make the retroactive correction in the https://ucsdcollab.atlassian.net/wiki/x/UQs6Aw, for the supplement starting 7/1/2024. Additionally, update the funding source moving forward to ensure the supplement posts to the correct project.

Q: I am still not sure how this should be entered in UCPath. Can you provide an example of the funding set up?
A: Yes! Coming soon.