University of North Texas 
Participant Support Costs Policy Guidelines
Participant Support Costs Policy Guidelines
- Cost Principles Policy Guidelines
- FFATA Policy Guidelines
- Expenditure Approval and Monitoring Policy Guidelines
- Participant Support Costs Policy Guidelines
- Record Retention Policy Guidelines
- Subawards Policy Guidelines
- Program Income Policy Guildelines
- Allocation of Cost Guidelines
Guidelines for Participant Support Costs
Purpose
The purpose of this procedure is to provide guidance to Principal Investigators applying for training and instructional awards as well as those individuals that are in the role of receiving instruction or training from a federal award.
Applicability
Principal Investigators (PIs), Financial Officers and Research/ Departmental Administrators, Grants and Contracts Accounting Analysts and/or any other administrators managing sponsored projects.
Background
Participant support costs are defined by Uniform Guidance 2 CFR 200.1 as direct costs for items such as stipends or subsistence allowances, travel allowances, and registration fees paid to or on behalf of participants or trainees (but not employees) in connection with conferences or training projects. Per Uniform Guidance, participant support costs are typically incurred for projects that include an education or outreach component and are allowable with prior sponsor approval.
Participant
A participant is defined as a person who is the recipient, not the provider, of training associated with a workshop, conference, seminar, symposium, or other short-term instructional or information sharing activity. Participants are not employees of the University of North Texas. A participant is not required to provide a deliverable to the University as a part of this experience.
To help defray the costs of participating in a conference or training activity, the following types of cost may be proposed on the NSF budget form section on line F which is specifically for participant support costs.
Stipend: A stipend is a set amount of money to be paid directly to the participant in connection with the timeline of the training activity, usually identified in the appointment period approved by the sponsor. Stipend recipients are not UNT employees.
Travel: Travel includes the costs of transportation and associated costs and must follow sponsor guidelines (e.g., US flag carrier or Open Skies Act) as well as UNT’s travel policies and guidelines. The purpose of the trip must be to participate in a conference or training activity. If a training activity involves field trips, the cost of transportation for participants may be allowable.
Subsistence Allowance: The cost of a participant’s housing and per diem expenses necessary for the individual to participate in the conference or training activity are allowable participant support costs.
Fees: The fees paid by or on behalf of a participant in connection with meetings, conferences, symposia, or training projects are generally allowable costs. In addition, fees such as laboratory fees, and passport or visa fees for foreign participants are also allowable.
Other: Other costs necessary to support the participant’s participation in the training activity or conference are normally allowable, such as laboratory supplies, services related to the training along with training materials that can be identified to specific participants.
Award Set Up: Due to the restrictive nature of this budget category, at UNT, participant costs are normally set up in a separate project ID in our financial system, PeopleSoft EIS.
Rebudgeting:
Per 2 CFR 308(c)(5), prior approval is required to transfer funds budgeted for participant the costs to a non-participant expense category. Sponsor-specific guidance relating to those prior approval requirements are available on the FDP Prior Approval Matrix.
Policy Guideline Created: August 8, 2024
Questions? Contact Grants and Contracts Administration or 940.565.3940
Read the full policy: UNT Policy Guidelines for Participant Support Costs