Re: A note of gratitude Jackie Givens 30 Jun 2004 14:33 EST

I am SO thrilled to see Kim and others take the time to acknowledge the
contributions of Chuck to the field of research administration.   I
consider him a mentor, and  truly appreciate his willingness to share
his incredible expertise.  I believe I did hear something about his
retiring . . . and if this is correct . . .would hope that he would
consider (please Chuck) continuing to be a part of this listserv.  We
can't afford to lose him!!!  Jackie

>>> xxxxxx@IUP.EDU 6/30/04 2:19:43 PM >>>
Chuck, you are definitely THE MAN!!  Thank you!

Stephan

On Wed, 30 Jun 2004 10:48:59 -0700
 "Moreland, Kim" <xxxxxx@FHCRC.ORG> wrote:
>Chuck,
>
>I may have told you this before, but it's worth saying again.  The
>profession of research administration owes you its genuine
>appreciation and
>gratitude.  You have quietly and continually served us all by the
>thoughtful
>and coherent answers you provide on the listserv.
>
>I don't read all the exchanges on the listserv, but I always read
>your
>responses.  The delete button is not for a Chermside email, because I
>know I
>will learn something, or confirm what I think I know, by looking at
>your
>message.  You take the time, which must be considerable, to write a
>response
>that is cogent, applicable to the question, and that takes into
>account the
>need for a context in understanding an answer.
>
>I don't know that we have a way to appropriately honor the extent of
>your
>teaching prowess through the use of this volunteer medium, but I
>wanted you
>to know that your efforts are sincerely appreciated -- even by those
>of us
>who should know as much as you do.
>
>The rumor through the grapevine is that you are contemplating
>retirement.  I
>hope that's only a rumor.  Your expertise and nuturance would be
>sorely
>missed.
>
>Kim
>
>Kim Moreland, Director
>Grant and Contract Administration
>Fred Hutchinson Cancer Research Center
>1100 Fairview Avenue, N
>M/S J6-500
>Seattle, Washington  98109
>xxxxxx@fhcrc.org
>206/667-4868 (voice)
>206/667-6221 (fax)
>
>
>
>-----Original Message-----
>From: Herbert B. Chermside [mailto:xxxxxx@VCU.EDU]
>Sent: Wednesday, June 30, 2004 6:26 AM
>To: xxxxxx@HRINET.ORG
>Subject: Re: [RESADM-L] Can stipends be charged to R01 grants??
>
>
>You have the correct principles in your procedure.  Your internal
>mechanism
>has to be tailored to the needs of your other HR and payroll systems.
> Note
>that payment of a traineeship or fellowship should result in a 1099
>(without withholding unless the payee requests it) for tax purposes,
>while
>an employee receives a W-2 (the difference between "income" and "wage
>income" under tax regulations).
>
>A confusion is the careless way individuals speak of "fellow",
>"post-doc",
>etc.  Be sure that your internal documentation and business practices
>explicitly differentiate.  For federal funds, the program
>announcement and
>the award make the differentiation clear.  Explicitly, NIH research
>grants
>(R-xx) do not support fellowships/traineeships), while other grants
>(e.g.,
>K-XX and T-xx)  support fellowships/traineeships.  For other external
>funds, you may have to probe a little to determine the difference.
> For
>internal funds, you must be sure that the differentiation is quite
>explicit.  Note that fewer and fewer institutions have internal funds
>for
>fellowships/traineeships.
>
>Yes, there is also confusion from the fact that fellows/trainees and
>employees (at the same levels)  appear to perform very similar
>activities.  That is because, at these levels, acquisition of
>knowledge and
>skills for fellows/trainees is gained by performing the activities
>(generally research) that an employee does.  One differentiation can
>be how
>"success" is evaluated: did the fellow/trainee "learn" through
>performance;
>did the employee succeed in performance?  Another is the standard for
>tenure in the position: was the fellow/trainee successfully meet the
>the
>training goal (like a scholarship requires continued meeting of a
>grade
>point average, for example); does the employee do the required work
>in a
>satisfactory manner?  What they did day-to-day may be similar, and
>success
>may look the same, but the underlying question was different.
>
>Making these differences clear in your documentation of procedures
>may help
>your legal staff understand.  And making transition from one category
>to
>another, and back, simple to accomplish will help; leaving any
>administrative process difficult encourages ignoring correct process,
>which
>can lead to major non-compliances.  There are related concerns for
>these
>two categories in the benefits area.  Health benefits -- level and
>who/how
>pays -- is most important to these individuals, which is why most
>fellowship/traineeship awards allow health insurance as a specific
>direct
>cost while for employees it is buried in the benefits package.  The
>institution is responsible for FICA/medicare withholding and employer
>payment for employees, but not for fellow/trainees.  DO make the
>transition
>easy because often individuals move from one category to another, and
>can
>be in either or both during a tax period.  And if possible, for
>perceived
>equity, make the total compensation (income and health benefits) as
>similar
>as possible between individuals who are at equal levels but in
>different
>categories.
>
>Chuck
>
>
>At 07:10 PM 6/29/2004, you wrote:
>
>>All,
>>
>>At the past week's NIH regional conference, I heard NIH tell us that
>>any
>>trainee (postdoc or grad student) who receives a stipend instead of
a
>>salary should NOT be charged to NIH R01 grants.  Before we
>>discontinue
>>this practice at our institute, I thought I'd check with each of you
>>to
>>see what is actually done in practice.
>>
>>We do what I suspect many of you do:  treat postdocs on a fellowship
>>as
>>"non-employees receiving stipends" while treating postdocs paid from
>>institutional funds as "employees receiving a salary."  This ensures
>>that
>>the former can be paid from fellowship awards (most of which
prohibit
>>an
>>employee-employer relationship) while the latter can be paid from
R01
>>awards (which REQUIRE an employer/employee relationship, according
to
>>my
>>interpretation of A-122 Paragraph 7a and 53, each of which use the
>>word
>>"employee").  Even though this drives our legal staff crazy, knowing
>>that
>>two groups of people who are doing the exact same thing (training)
>>are
>>treated differently from an employment perspective, we've persevered
>>anyhow, under the assumption that is how many other
>>universities/institutes do this.
>>
>>Do any of you have a different take?  Or treat your trainees
>>differently
>>from us?
>>
>>As always, thanks in advance for your responses.
>>
>>Pat Kaufman
>>Director of Finance
>>Stowers Institute for Medical Research
>>Kansas City, MO
>>816-926-4027    xxxxxx@stowers-institute.org
>>
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>
>Herbert B. Chermside, CRA
>Special Asst. to VP-Research
>Virginia Commonwealth University
>PO BOX 980568
>Richmond, VA  23298-0568
>Voice:  804-827-6036
>Fax     804-828-2051
>e-mail xxxxxx@vcu.edu
>
>
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Stephan Schaffrath
Grant Specialist
IUP Research Institute
Indiana University of Pennsylvania
107D Stright Hall
Indiana, PA 15705
(724)357-2167
xxxxxx@iup.edu

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Jacqueline Givens
Director, Office of Sponsored Programs
Kennesaw State University
1000 Chastain Road, #0111
Kennesaw, Georgia 30144-5591
PHONE:  (770) 423-6036
FAX:  (770) 499-3620
WEBSITE:  http://www.kennesaw.edu/osp

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