WHO IS A PARTICIPANT?
A participant is an individual who is receiving a service or training opportunity from a workshop, conference, seminar, symposium or other short-term instructional or information sharing activity funded by a sponsored award. A participant may be a Princeton student/scholar, a student/scholar from another institution, a private sector company representative, a K-12 teacher, or state or local government agency personnel. A participant may not be a Princeton employee.
A participant is not:
• An employee of Princeton
• A student or project staff member receiving compensation directly or indirectly from the grant
• A research subject receiving incentive payments
• A recipient of any compensation from any other federal government source while participating in the project (applies only to federal grants)
PARTICIPANT SUPPORT COSTS
Participant support costs may include the following expenses:
• Event registration fees
• Stipend (predetermined amount regardless of actual costs) for housing and subsistence allowance
• Travel costs when the sole purpose of the trip is to participate in the project activity
• Event support costs for lodging and meal expenses paid directly to the event facility, only if the payment is made on behalf of, or reimbursed directly to, the participant
• Meals and incidentals when on travel status
• Training materials
• Lab supplies
All costs that are reimbursed or paid on behalf of the participant must be incurred within the project period and be specifically allowed by the sponsoring agency. The following expenses, except when specifically allowed by the award, should not be processed as participant support costs:
• Travel for project PI or staff
• Multi-purpose travel (i.e., to perform research in addition to attending a project related meeting)
• Travel for a consultant who is providing service to the university
• Event support cost (e.g, facility rentals, media equipment rentals, food/refreshments) not made on behalf of or paid to participants
• Entertainment/food for non-participants
• Honoraria paid to a guest speaker or lecturer
• Incentive payment to encourage an individual to participate as a research subject
• Subaward to a provider for multiple training events (i.e., an ongoing contract with specific terms and conditions)
• Payments to a participant’s employer for reimburse for the costs related to sending the employee to the project event
• Expenses related to meetings of an administrative nature
Funds provided for participant support costs that are not spent cannot be rebudgeted for use in other categories except with the prior written approval of the sponsor. In most cases, unspent participant costs must be returned to the sponsor.
The award agreement should be used to determine if F&A costs are allowable on participant support costs.