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Healthy Aging and Longevity Research Institute > Resources and Policies

Resources and Policies

Stipend

Funding is contingent on renewal funding or NIH approval of a no-cost extension.

UW postdoctoral bargaining contract has a minimal annual salary amount that exceed NIH stipends.  Mentors and their departments are responsible for the difference.

Stipends are set by the NIH and does not change mid-year. In the event of early termination, the stipend will be prorated according to the amount of time spent in training.

Postdoctoral-Fellows Only: As a postdoctoral-fellow supported by a training grant or individual fellowship award, monthly payments will be in the form of a stipend as a cost-of-living allowance and is not considered payment for services expected of an employee. Note: No Federal Withholding tax will be deducted from stipend payments, although stipends may be taxable to the recipient. Please see the UW Tax Office’s resources on Scholarship and Fellowships at https://finance.uw.edu/tax/students/scholarships-and-fellowships.

Time Off and Leave

Please see the UAW Postdoctoral Scholar contract, Article 24, for information related to time off and leave, at https://hr.uw.edu/labor/academic-and-student-unions/uaw-postdocs/uaw-postdoc-contract.

Your time off and sick leave may also be subject to guidelines of the funding agency for the training grant or individual fellowship. Discuss any time off or leave with your supervisor to ensure compliance with funding sources for your stipend.

The NRSA change in FTE and leave of absence policies for T32 training grants are:

Part-Time Training

Trainees and fellows are typically required to engage in training on a full-time basis, normally considered to be 40 hours per week or as specified by the policies of the recipient institution. Under certain circumstances trainees and fellows may request part-time training to accommodate medical conditions, disability, personal or family situations including child or elder care. Part-time training must be at 50 percent effort or more and will not be approved to accommodate other sources of funding, job opportunities, clinical practice, clinical training, or non-training related responsibilities associated with the trainee’s or fellow’s position at the recipient institution. All such requests must be signed by the trainee or fellow, the Authorized Organizational Representative (AOR) and the training grant Program Director/Principal Investigator (PD/PI) or the fellowship sponsor. The request for part-time training must provide a justification of the need for a reduced level of effort and the expected duration of the period of part-time training. (GPS References: Trainees, Fellows)

Per NIH regulations, trainees may spend on average an additional 25% of their time (10 hours per week) in part-time employment in research, teaching, or clinical activities, so long as those activities do not interfere with, or lengthen, the duration of their training. 

Unpaid Leave of Absence

NRSA trainees and fellows requiring extended periods of time away from their research training experience must seek approval from the NIH awarding IC for an unpaid leave of absence. A request letter must be submitted by the AOR, signed by the trainee or fellow as well as the training grant PD/PI or fellowship sponsor. The request must state the reason for the leave of absence and must advise the NIH awarding IC of the anticipated dates of the leave of absence. NRSA Trainees and Fellows and institutions are precluded from spending award funds during the leave of absence; although continued coverage of health insurance would be allowable if in accordance with policy of the sponsoring institution. During a leave of absence, documentation to suspend the award and/or the accrual of service for calculating the payback obligation must be completed and retained by the recipient institution. When the fellowship or research training grant is eventually terminated, the leave of absence must be clearly documented on the Termination Notice. (GPS References: Trainees, Fellows)

Extension of an Award or Appointment for Interruptions in Training

Requests for an additional period of graduate or postdoctoral NRSA support will be considered if an event unavoidably alters the planned course of the research training, or if the interruption has significantly detracted from the nature or quality of the planned research training, and if an extension of support would permit completion of the training as planned. Such events include sudden loss of the preceptor’s services or an accident, illness, or other personal situation including birth or adoption of a child, which may prevent a trainee or fellow from effectively pursuing research training for a significant period of time. Requests for additional time will be considered only if accompanied by a strong justification. All such requests must be signed by the trainee or fellow, the AOR and the PD/PI of the training grant or the fellowship sponsor.

More information can be found here: 11.3.16 Other Terms and Conditions (nih.gov)

Travel Funds

You will have $750 in travel funds available to you for travel completed prior to the conclusion of each fiscal year. These funds are intended to support attendance at aging-related meetings, such as the American Aging Association Annual Meeting or the Gerontological Society of America Annual Meeting. Trainees will be expected to submit an abstract for poster or platform presentation. Prior approval from the Director and the department is required. Please contact the program administration before booking travel for the appropriate forms and travel guidelines.

Tuition

Pre-Doctoral Trainee support may include a portion (up to 60%) of UW tuition (up to 10- credits-per-Quarter during Autumn, Winter, and Spring Quarters and up to 2 credits during Summer Quarter) depending on the availability of funds.

Childcare

NIH will provide the annual childcare costs (currently $3,000) for full-time predoctoral or postdoctoral NRSA Trainees. An allowable childcare expense is defined as proof of payment from a WA state licensed childcare provider for childcare costs incurred within the award’s budget year. Receipts from the childcare vendor are required from the fellow/trainee for the fellow/trainee to receive the allowance. Eligible child(ren): Reside with the fellow/trainee; and are 12 years of age or under, or 17 years or under if disabled. Per IRS requirements, the allowance is taxable. Please contact the program administration to request use of these funds.

Housing

For information on home loan programs and other affordable rental and temporary housing information, refer to: https://hr.uw.edu/worklife/housing/.

Applicable Benefits

Postdoctoral-Fellows Only: As a postdoctoral scholar-fellow, you will be eligible for certain University benefits. If your position start date is the first of the month or the first business day of the month, your benefits eligibility starts the first day of your position. If your position start date is on any other date of the month, your benefit eligibility will be effective the first day of the following month. Please note stipend earnings are ineligible for participation in UW’s retirement plans. A comprehensive description of UW benefits including deadlines for enrollment is available for Postdoctoral Scholar-Fellows, at
https://hr.uw.edu/benefits/benefits-orientation/post-doctoral-scholars-and-fellows/, and
https://hr.uw.edu/benefits/benefits-orientation/benefit-summary-pdfs/. Additional information is available at: http://hr.uw.edu/benefits/.

Application of Union Contract and UW Policies

This position is subject to University rules and policies and to the UAW-UW collective bargaining agreement. University policy and CBA provisions may change during your appointment. Such changes in the terms of your appointment will supersede any contradictory information contained in this letter. You will be informed of any changes to the terms of this letter prior to your appointment start date and provided an addendum for review and signature.

The University is committed to fostering an environment in which all members of its community can participate fully in University programs and activities free from discrimination, harassment, sexual misconduct, and retaliation. Please familiarize yourself with Executive Order 81 Prohibiting Discrimination, Harassment, and Sexual Misconduct which establishes the University’s standards for preventing and responding to such conduct, including compliance with applicable federal and state laws.

Additional Resources for Postdoctoral-Fellows

The University offers various resources to assist you during your appointment at the University of Washington. The following resources are available to you during your appointment at the UW.