Participant Support Costs

 

What are Participant Support Costs?

Participant support costs are defined by Uniform Guidance 2 CFR 200.1 as direct costs for items to or on behalf of participants or trainees (but not employees) in connection with conferences or training projects. Prior approval from the Federal Agency is required in order to incur participant support costs under federally sponsored awards. The participant support costs must be incurred within the period of performance of the project and be specifically allowed by the sponsoring agency.

Who is a participant?

A participant is defined as a non-CCRI employee who is the recipient, not the provider, of a service or training associated with a workshop, conference, seminar, symposium or other short-term instructional or information sharing activity. Participants do not perform work or services for the project or program unless it is for their own benefit. Participants may include:

• students
• faculty/staff from other institutions
• representatives from the private sectors
• state or local government agency personnel

In general, participants are the recipients of service or training provided at a workshop, conference, seminar, symposia, or other short-term instructional or information sharing activity.  The participants are not required to provide any deliverable to the college or third party, nor would they be disciplined or terminated for their failure to perform.

Budgeting for Participant Support Costs

Participant Support Costs are listed as a separate category within the proposal budget are exempt from indirect cost in federally sponsored projects. The transfer of funds budgeted for participant support costs to other budget categories requires approval from the federal awarding agency. For all other non-Federal sponsors, the award specific guidelines should be consulted prior to budgeting or rebudgeting participant support costs.  

Examples of Allowable Participant Support Costs:

• Stipends - A stipend is a set amount paid to the participant to be used in connection with training.
• Subsistence Allowance - A subsistence allowance is a predetermined amount to be used to help offset housing or subsistence expenses during the period of the training.
  • The cost of a participant’s housing and per diem expenses must be necessary and reasonable for the individual to participate in the training. It should be noted that participants who live in the area local to the training are not entitled to subsistence payments. They can however, participate in the meals and snacks provided at the meeting or conference.
• Travel - Travel includes the actual costs of transportation, lodging, meals and associated expenses to and from the training location. The sole purpose of the trip must be to participate in the training.
• Fees - The fees paid by a participant or on behalf of a participant in connection with training. These fees could include event registration fees, laboratory fees related to participant training, etc
• Other - Other costs not listed above should be specifically allowable per the funding solicitation and identified in the approved sponsor budget. These costs are paid to or on behalf of the participant and should be required for their involvement in the training.

Examples of Unallowed Participant Support Costs

The following costs cannot be included as participant support costs:

• Costs for a consultants, trainers, or collaborators
• Costs for the project staff, such as salary, wages, fringe, or travel
• Conference/workshop support costs, such as facility usage fees, catering, supplies, etc.