Budget - Student Compensation - B05.19
Purpose
This procedure includes general guidelines regarding the costs of all compensation that will be paid to OHIO students from sponsored projects. Always check the funding agency’s guidelines for requirements about appropriate charges. Compensation paid to students as, or in lieu of, salaries and wages charged to federal grants is regulated under the OMB Uniform Guide 2 CFR §200.466(b) Scholarships and student aid costs.
Scope
This procedure applies to all sponsored projects subject to OU Policy 19.045 Administering External Grants and Contracts set up as separate accounts in the OHIO Financial Management System (FMS).
Procedure
When considering whether to request external funds to support a student, you should first consult your department guidelines on student compensation.
Sponsor requirements for student compensation vary widely. Most federal sponsors require tracking effort for students. Students must comply with conflict-of-interest disclosures of financial interest and conflict of interest training. Principal Investigators are discouraged from listing students as key personnel that do not meet the definition, since named “Key Persons” incur additional burden and audit risk.
Graduate Appointment Resources for Faculty and Staff
Escalation Due to Planned Pay Increases
Depending on the planned start-date and duration of your project, you may need to include pay increases to ensure that your budget will have enough funds to cover personnel costs. If project activities will take place after the current fiscal or academic year ends, calculate a 3-5% raise per person for each year of the project. If you know the amount of next year’s increase at the time you are developing a budget, include the known increase for next year then budget a 3-5% pay increase for any subsequent years of the project. While increases have been lower than 3-5% in recent years, budgeting for that level of increase is prudent so the institution is able to cover any unexpected costs.
Tuition on Grant Applications
Pursuant to the Provost’s memorandum, Tuition on Grant Applications, dated December 6, 2024, external sponsored programs budgets with Graduate Assistant workers shall include the cost of tuition as allowable per sponsor guidelines on the following schedule:
- 15+ work hours per week, per semester: full tuition remission costs
- 10-14 work hours per week, per semester: half time tuition remission costs
- 9 work hours or less per week: student shall be paid hourly with no tuition benefit required
Below is the formula and tuition remission amount for GA, TA and RA graduate appointees for FY 24-26:
Instructional Fee
- Charged to both resident and non-resident students
- AY24 - $4,094/Semester
- A 2% increase will be applied annually
| AY | Full Time 15-20 Work Hours | Half Time 10 Work Hours |
|---|---|---|
| 2024 | $4,094.00 | $2,047.00 |
| 2025 | $4,175.88 | $2,087.94 |
General Fee Buydown
- Incurred by all semesters (Fall, Spring, and Summer)
- AY 2024 - $215/Semester
- A 2% increase will be applied annually
| AY | Full Time 15-20 Work Hours | Half Time 10 Work Hours |
|---|---|---|
| 2024 | $215.00 | $215.00 |
| 2025 | $219.30 | $219.30 |
Insurance Subsidy
- Applied only to Fall and Spring semesters
- Students in Summer would be covered by Spring Insurance
- A 2% increase will be applied annually
| AY | Fall (FT/HT) | Spring (FT/HT) | Summer (FT/HT) |
|---|---|---|---|
| 2024 | $868.00 | $868.00 | $0 |
| 2025 | $885.36 | $885.36 | $0 |
Final Estimates
| FY | Fall FT | Fall HT | Spring FT | Spring HT | Summer FT | Summer HT |
|---|---|---|---|---|---|---|
| 2024 | $5,177.00 | $3,130.00 | $4,309.00 | $2,262.00 | ||
| 2025 | $5,280.54 | $3,192.60 | $5,280.54 | $3,192.60 | $4,395.18 | $2,307.24 |
| 2026 | $5,386.15 | $3,256.45 | $5,386.15 | $3,256.45 | $4,483.08 | $2,353.38 |
| FY 2026 Subject to revision |
Funding recovered from student tuition is to return to the generating unit.
View Frequently Asked Questions
Training
Training is available through ORSP upon request. Submit request for training to ORSP@ohio.edu
Forms/Templates
Contact your Sponsored Programs Manager for the appropriate budget template
Roles and Responsibilities
OWNER: PI/PD
CONTRIBUTOR: CFAO/BUM, ORSP
APPROVER: Chair, Dean