Participant Support Costs
2CFR 200.75, 200.456
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 and are not subject to Princeton Human Resources policies. A participant may not be a Princeton employee, and no deliverables can be required from participant. A participant is a "recipient" , not a "provider".
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 (excluding training grants)
Participant support costs are direct costs and may include the following expenses:
- Event registration fees
- Stipend (predetermined amount regardless of actual costs) for housing and subsistence allowance - not applicable if they live in the area.
- Travel costs when the sole purpose of the trip is to participate in the project activity - not applicable if they live in the area and are following sponsor and Princeton University guidelines.
- 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
- Indirect costs cannot be charged
All costs that are reimbursed or paid on behalf of the participant must be incurred within the project period, be program justified and be specifically allowed by the sponsoring agency in the budget approved by the sponsor. 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.
NIH will only allow Participant Support Costs to be charged if they were approved in the original Funding Opportunity Announcement (FOA).