Participant Support

Participant support costs are typically allowable only when approved in advance by the funding agency. These costs may include stipends or subsistence, travel, and registration fees paid to or on behalf of participants or trainees but may not be charged for employees.

All participant support costs should be explicitly included in the budget or receive sponsor approval after the award has been issued.

A participant is an individual who is the recipient-not the provider-of training associated with a workshop, conference, seminar, symposium, or other short-tem instructional or information-sharing activity. Participants are not expencted to produce deliverables or provide services to the University.

Participant Support Costs (PSC) include expenditure on items such as the following:

  • Stipends: A stipend is a fixed amount paid directly to a participant in connection with a training or educational activity.
  • Travel: Allowable travel costs include transportation and related expenses. All travel must comply with federal sponsored travel regulations as well as UNT Health travel policies and guidelines.
  • Subsistence Allowance: Reasonable costs for a participant’s lodging and per diem expenses may be charged when necessary for participation in a conference or training activity and must be limited to the days of attendance. Registration fees are allowable when required for conference participation.
  • Fees: Fees paid by or on behalf of participants for meetings, conferences, symposia, or training activities are generally allowable PSC expenditures.
  • Other Costs: Additional expenses that directly support a participant’s involvement may be allowable, such as training materials or laboratory supplies that can be specifically associated with individual participants.

Common unallowable expenses under the Participant/Trainee Support Budget include (note: some of these costs may be allowable on the main award):

  • Incentives, prizes, memorabilia, or gifts, unless expressly identified, justified in the budget justification, and approved by the sponsor
  • Honoraria or fees paid to guest speakers or lecturers
  • Conference or workshop support costs, including facility rental, catering, supplies, or audiovisual/media equipment rental
  • Payments to human subjects for participation in research activities
  • Expenses incurred by the PI or project staff
  • Costs for collaborators to travel to a single location to discuss project progress or direction
  • Expenses for collaborators to attend project meetings, conferences, or seminars