Policy Library

Participant Support Costs Guidance

Revision Date: January 30, 2023
Responsible Office: URA Quality Management
PDF Version

This document provides guidance on defining, identifying, and properly allocating participant
support costs on sponsored awards.

Definition of Participant Support Costs

Participant support costs (PSC) are defined by the Uniform Guidance §200.475: 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.
A participant is the recipient, not the provider, of a service or training opportunity as part of a workshop, conference, seminar, symposium or other short-term instructional or information sharing activity funded by a sponsored award. Participants may be, but are not limited to, students, scholars, scientists from other institutions, or teachers. Participant support is funding provided to help defray the costs to participants or trainees (but not employees) of participating in a conference or training activity.

Types of Sponsored Projects That Include Participant Support Costs

Participant support costs are typically incurred for projects that include an education or outreach component. Participant support costs are allowable with prior sponsor approval, per the Uniform Guidance. These types of costs are most commonly included in National Science Foundation (NSF) grants, such as the following programs:

  • Research Experiences for Undergraduates (REU)
  • Research Experiences for Teachers (RET)
  • National Research Traineeship (NRT)
  • Research Training Groups (RTG) in Mathematical Sciences
  • Integrative Graduate Education and Research Traineeship Program (IGERT)

While NSF has historically allowed participant support costs, NIH only allows participant support costs if they are explicitly identified in the Funding Opportunity Announcement. Other Federal sponsors that may allow participant support include EPA, USDA NIFA or NRCS, NOAA, and others. Non-Federal sponsors may allow participant support costs under some circumstances. Review the funding solicitation for specific instructions

Allowable and Unallowable Participant Support Costs

Participant support costs for a project may include registration fees for the event, transportation
to/from and lodging during the event, as well as a per diem allowance to cover meals and
incidental expenses.

  • Stipend: A stipend is a set amount of money to be paid directly to the participant.
  • Travel: Travel includes the costs of transportation and associated travel-related expenses and must follow sponsor guidelines as well as UChicago policies and guidelines. The sole purpose of the trip must be to participate in the project activity.
  • Restrictions regarding class of accommodations and use of U.S.-Flag air carriers are applicable.
  • Subsistence Allowance: The cost of a participant’s housing and per diem expenses (reduced accordingly if meals are provided at the meeting/conference) necessary for the individual to participate in the project are generally allowed, provided these costs are reasonable and limited to the days of attendance. Participants who live in the local area are not entitled to subsistence payments, although they may participate in meals and breaks provided at the meeting or conference. Subsistence allowances can be either a lump sum direct payment to the participant or reimbursement of actual expenses.
    • Provided business meals (excluding catering): The meals paid on behalf of a participant in connection with meetings, conferences, symposia, or training projects are generally allowable costs.
  • Other: Certain other costs in support of the participant’s involvement may be allowable,
    including training materials or laboratory supplies that can be tied to specific participants.
    (This differs from conference supplies, which should be charged to the non-PSC
    project.) See Fees example below. Check the funding solicitation for guidance.
    • Fees: The fees paid by or on behalf of a participant in connection with meetings,
      conferences, symposia, or training projects are generally allowable costs.
      Additionally, these fees may include laboratory fees, passport or visa fees for
      foreign participants, and registration fees.
    • Any additional categories of participant support costs other than those described
      in 2 CFR § 200.75 (such as incentives, gifts, souvenirs, t-shirts and memorabilia),
      must be justified in the budget justification, and such costs will be closely
      scrutinized by NSF. (See Chapter II.E.7).

Participant support costs do NOT include the following types of expenses:

  • Costs for PI or project staff*, such as salary and wages, fringe, or travel
  • Costs for a consultant or trainer providing services to the University project or program, such as fees or travel
  • Costs for a guest speaker or lecturer, such as honoraria or travel
  • Conference/workshop support costs such as facility rental, catering, supplies, or media equipment rental
  • Costs for collaborators, such as travel
  • Human subject payments for participating in a research project
  • Childcare

*Project staff include those individuals who are listed in the Senior/Key Person or Other Personnel sections of the project budget. These individuals generally have an employment relationship with the University and are engaged in accomplishing the project’s scope of work or deliverables.