Administrative Questions

Q: Where can I find a complete description of the research participation program?

A: Visit the Program Description page for complete program information.

Q: If the CDC has someone new for the research participation program, does the sponsor mail the application before the funding approval?

A: Ideally, the CDC sends the application and supporting materials and the selection form, which specifies the appointment start date, funding source, stipend to be paid, etc. Once DOE approves the funding, ORISE sends the formal offer letter to the potential participant. In some cases, when ORISE has received only the selection form,  the offer letter lists the missing information as “contingencies” to be completed before the person can start the appointment.

Q: How does a sponsor make changes to a funding document that has already been sent to DOE for approval?

A: A sponsor can deal with ORISE’s Work for Others Office to make pen-and-ink changes to correct any information on a FED/IAA.

Q: How does a participant become reimbursed for a training registration fee or tuition?

A: On the Web site Forms page, there is a Request For Payment Form. The CDC sponsor must approve, and then the form must be mailed to ORISE.

Q: Can research participants be part-time?

A: Research participants may participate any percentage of time that the CDC requests. Monthly stipends may be prorated to reflect the percent of participation.

Q: Is travel covered under the research participation program?

A: Yes, ORISE can make travel arrangements for the participant if the CDC so requests.

If the CDC sponsor plans for the research participant to travel during the program, for example to attend conferences or training, then the sponsor should allocate that amount plus overhead in the funding provided. 

Q: Who sets the participant’s schedule? 

A: Because the primary purpose of the program is educational, the participant is NOT an employee performing a job, but rather a research participant assigned to an educational project. If the participant is considered to be full-time, he/she should be on-site and avoid obligations that interrupt the appointment. CDC has flexibility to adjust the participant’s schedule to accommodate extenuating circumstances. For holidays, the participant follows the same schedule as the facility to which they are assigned.

Q: Besides the research activities, what else should a participant be doing?

A: The research participant should be encouraged to participate in seminars, professional meetings, staff meetings, and other functions that will provide insight into the ways that professionals interact within the CDC facility and with others.

Q: Do proposals to set up a program come from the center, division, or the branch?

A: ORISE currently has proposals at all levels.

Q: How is funding tracked for the research participation program?

A: Funding is tracked based on the needs of the CDC sponsor. There are several options—see the Budgets and Funding section of the Program Description.

Q: What can a sponsor expect in terms of reporting of costs and funding information?

A: Cost reports are provided monthly detailing the costs by participant. Other information is available upon request which shows actual and estimated costs as well as funding balances and estimated yearend balances.

Q: Are there brochures available for the ORISE research participation program at the CDC? 

A: Yes, a summary brochure is available that gives an overview of the ORISE research participation programs at the CDC. To request a brochure, contact Tom Richmond at richmont@orau.gov.

Q: What is the ORISE overhead rate?

A: The ORISE overhead, which is usually quoted at 20 percent, includes both the actual staff time charged to the CDC programs plus the DOE Federal Administrative Charge (FAC), which is an additional 3 percent. Since ORISE overhead is based on actuals, the rate is adjusted periodically during the year and the final rate is not fixed until yearend. Typically, the rate has run less than 20 percent.

Q: How do I send in new funding? 

A: New funding is submitted through an IAA—Interagency Agreement. This document must first be approved by CDC’s FMO and then sent to DOE with a courtesy copy to ORISE. The information on any attachments should be fairly general with specific participant information provided directly to ORISE through a Selection Form.

back to top

General Questions

Q: What is the Oak Ridge Institute for Science and Education?

A: The Oak Ridge Institute for Science and Education (ORISE) was established by the U.S. Department of Energy to undertake national and international programs in education, training, health, and the environment. ORISE and its programs are operated by Oak Ridge Associated Universities (ORAU) through a contract with the U.S. Department of Energy. Established in 1946, ORAU is a consortium of colleges and universities.

back to top

Insurance Questions

Q: Is health insurance a requirement of the program? 

A: Yes, the Terms of Appointment require that participants have coverage under a health insurance plan.

Q: Is health insurance available through ORISE?

A: Yes, participants are eligible for ORISE health insurance, or they may purchase their insurance elsewhere. Whether or not insurance is included as part of your stipend payment depends on your CDC research program.

A: As of July 1, 2008, the individual rate is $339.48 per month and the family rate is $868.86 per month. This includes health insurance and a prescription drug card.

Q: How soon does the ORISE health insurance become effective?

A: If a participant does not have coverage at the start of the appointment, the effective date will be the first day of the appointment. If this is a change from another insurance company, then the effective date will be the day after the other insurance ends unless a participant requests an earlier effective date.

Q: When are the health insurance cards mailed?

A: It takes about a month to get the insurance card in the mail. The insurance booklet sent to new participants contains a purple insert which gives the group number/ID number needed for both prescription drugs and doctor’s appointments.

Q: Why would two insurance premiums be deducted from a participant’s first stipend?

A: This depends on when in the month the coverage takes effect. If the coverage takes effect during the first 15 days of a month, the participant must pay for the current month and the next month since premiums are paid in advance. However, if the coverage begins after the 15^th, then the participant only pays the one premium for the next month.  

back to top

Participation Questions

Q: How are participants notified of their selection?

A: When ORISE receives a selection form from the CDC, an offer packet with details of the appointment is sent by Federal Express to the home or preferred address of the potential participant.

Q: What is the best/fastest way to get the signed appointment documents back to ORISE?

A: By fax to Debbie Alcorn or Mona Carrasco at  865-241-5219. Remember that the original documents must be mailed back too.

Q: Is there any flexibility in start and end dates for participants?

A: Yes, to a point. Start and end dates are subject to approval by the research mentor and must be confirmed in writing through an appointment letter to the participant from ORISE.

Q: What is the procedure for participants to request changes in the appointment?

A: The first step is to check with the research mentor or the CDC administrative contact. The CDC person can then contact ORISE by e-mail, fax, or phone.

Q: Are participants in the program considered employees of the CDC or ORISE?

A: No. They are research program participants and do not enter into an employer/employee relationship with either the CDC or ORISE.

Q: Does a participant get vacation or sick leave during the appointment period?

A: Since research participants are NOT employees of either the CDC or of ORISE, there are NO benefits such as vacation or sick leave. However, most mentors will help design a schedule that is mutually agreeable. The participant is not expected to be present on days that the CDC facility is closed for holidays. If a participant needs to be off for any extended period of time and cannot make up the time, then the CDC will notify ORISE, and the participant will be put on leave-without-pay status until he/she returns.

Q: How do participants get paid?

A: A stipend check is paid according to a prearranged schedule for participants. Direct deposit is highly encouraged and is available by completing an EFT Authorization Form. Pay dates are generally the last business day of each month. The first payment will be made after all required paperwork is returned to ORISE and after the CDC has returned the Certification of Start Form.

Q: What is a participant’s tax liability for stipends received during the appointment? 

A: All stipends paid to participants are reported to the Internal Revenue Service, and a 1099 Form is issued to the participant each year at the end of January. Taxes are NOT withheld from the stipend payments. Participants are responsible for paying their own taxes and should consider filing Form 1040-ES to pay estimated taxes. For foreign nationals, the rules are different.

Q: Can stipend checks and other ORISE payments be direct deposited?

A: Yes, ORISE uses electronic fund transfer (EFT) to make stipend, travel reimbursement, and other program-related payments. EFT is a safe, proven, and effective method of payment, and almost all financial institutions are able to accept EFT. Stipend payments are credited to the account on the pay day with funds available immediately on that day. Travel reimbursements can be credited to the account as soon as the travel expenses are audited by ORISE. Complete the EFT Authorization Form for this service.

Q: What are the benefits of EFT?

A: With postal delivery occasionally disrupted or delayed, ORISE cannot guarantee on-time mail delivery of checks. EFT ensures that payments are deposited promptly without worry of checks being delayed, lost, or misdirected. EFT saves time and effort because you do not have to go to the bank to deposit checks.    

Q: What is ERADS?

A: The Electronic Remittance Advice Delivery System (ERADS) is currently available for travel reimbursements. When the travel reimbursement is electronically deposited, the ERADS system sends an e-mail notification of the deposit. If ORISE auditors make a change to the reimbursement amount on the Travel Expense Statement, a copy of the revised TES will be e-mailed to the participant, and the EFT should occur within a few days. The ERADS notification confirms that the EFT has occurred.

Q: Is ERADS available for stipend payments?

A: Not yet. A paper check stub is mailed to the participant’s address after EFT of the stipend payment. The stub (statement of earnings) details the stipend and deductions for the pay period and the year to date.

Q: How does a participant sign up for EFT/ERADS?  

A: It’s easy! Just fill out the EFT/ERADS Authorization Form, and attach the required voided check or deposit slip. Participants must verify the account and transit routing numbers with their bank or financial institution. Return the form to: ORISE, CDC Programs, MS 36, P.O. Box 117, Oak Ridge, TN 37831-0117.

Q: Can overseas participants use EFT/ERADS? 

A: Possibly. ORISE can make electronic direct deposits only to U.S. financial institutions. Overseas participants must verify that their financial institution has a U.S. transit routing number.

back to top

Travel Questions

Q: Does participation in the program entitle participants to be reimbursed for travel to meetings and conferences?

A: That is possible. However, it depends on whether the CDC has allocated funding for those expenses for the participant. A participant should check with the research mentor or CDC administrator to see if the particular research program intends to allow/reimburse this type of travel.

Q: What travel services does ORISE provide?

A: ORISE has travel agents to handle reservations for airline, hotel, rental cars, etc. Debbie Alcorn is the travel specialist for ORISE who can put you in touch with the ORISE travel office. The forms required for travel are available through this Web site, under Forms. Approval by CDC is required before submission of most forms.

Q: DOMESTIC TRAVEL- If traveling within the United States, how far in advance should a participant contact ORISE?

A: Allow a minimum of 2 weeks. For cheaper airfares, paperwork should be submitted at least 25 days prior to the start of travel.

Q: FOREIGN TRAVEL- If traveling outside the United States, how far in advance should a participant contact ORISE?

A: Allow a minimum of 60 days prior to the beginning of travel.

Q: Are participants allowed a travel advance?

A: Yes, but only an amount equal to the per diem for the entire trip. However, Diners Club cards are available through ORISE to use for official, business-related travel expenses. If ORISE makes the airline arrangements, they pre-pay that cost.

Q: Are tips for taxis, shuttles, and limos reimbursable?

A: Yes. Tips (not to exceed 15%) for ground transportation will be reimbursed.

Q: Are tips/baggage handling charges reimbursable?

A: Baggage handling charges up to $1 per item are reimbursable for appointment-related equipment and/or materials only (not for personal baggage handling). Baggage handling charges are reimbursable ONLY for travelers who cannot carry their luggage due to physical limitations—must be noted in the comments section on the Travel Expense Statement (TES).

Q: Are insurance charges for rental vehicles reimbursable?

A: No. Reimbursement will NOT be made for the purchase of collision insurance (referred to as “CDW”), personal accident insurance (“PAI”), or any other insurance not covered in the rental car rate. Should an accident occur or claims arise during a traveler’s use of a rental vehicle while performing business-related activities on official travel, ORISE/the government will cover all damages and liability claims to the extent that they exceed the insurance coverage provided by the rental car agency or the corporate credit card program.

Q: What original receipts are required for reimbursement?

A: Airfare (traveler’s original passenger receipt or electronic ticket confirmation); local transportation costs exceeding $50; lodging; excess baggage charges (explanation required); rental car (including gasoline, parking, and toll charges); registration fees (not pre-paid by ORISE); and any other miscellaneous expense over $50.

Q: Why doesn’t a participant submit receipts for meals?           

A: Meals are covered by the allotted per diem, which is based on the GSA rate for the locality. Per diem is reimbursed as follows: ¾ day per diem for the first and last day of travel plus remaining days at one full day of per diem. The per diem is also intended to cover other nonreimbursable expenses.  

Q: Are personal phone calls reimbursable?

A: Reimbursement for personal calls is limited to $5 per day, with a maximum of $15 reimbursed for each seven-day period.

Q: If a participant wants to stay over Saturday night to reduce airfare costs, will ORISE cover the additional days?

A: That depends. ORISE permits and encourages travelers to prolong a trip to reduce the total cost. Reimbursement for up to two additional nights lodging and associated expenses will be paid IF overall cost savings in total expenses results from the Saturday-night stay.

back to top

Visa/Immigration Questions

Q: What is the difference between visa status and a visa?

A: A visa is a stamp in the passport that allows you to apply for admittance to the United States. A visa status (along with a valid I-94 card) allows you to remain in the United States for a specific period of time in that status. The expiration date on the visa may be different from the expiration date on the visa status.

Q: Can an F-1 student use that status to participate in the program? 

A: A student with F-1 status should check with the international student and scholar’s office at his/her school to see if eligible for curricular or optional practical training authorization. Curricular practical training can be authorized by the school and is for part-time participation unless during the summer or regular school breaks. Optional practical training must be recommended by the school, but must also be authorized by INS, which is a lengthy process.

Q: Can a person with J-1 status participate in the program?

A: Possibly. If a person is in the United States as a “research scholar” and has time remaining in J-1 status, he/she may be eligible for a transfer from the current sponsor’s Exchange Visitor (J-1) Program to ours. Contact ORISE as soon as possible to discuss the specific situation.

Q: Can J-1 status be extended without leaving the United States?

A: Yes. If the I-94 card has D/S (duration of status) on it, an extension is possible. This process does not take long, but should be done approximately two months prior to the expiration date. If your I-94 card has a specific ending date, an application must be submitted to INS for approval of the extension. This is a lengthy process.  If the approval is not received before the expiration date on the I-94 card, participation in our program must be interrupted and no stipend payment can be made.

Q: How long can a person stay in the United States with J-1 status?

A: That depends on what the original purpose was for coming to the United States as indicated by the J-1 category. For participation in our program, we assume the category of research scholar, which can be for up to three years. ORISE can prepare documentation to allow for authorization in one-year increments.

Q: What is the purpose of the 30-day grace period in the J-1 status?

A: J-1 guidelines include a 30-day grace period, which is intended to be used for domestic travel and/or to prepare for departure from the United States. It cannot be used for any other purpose, and a person cannot be at the facility or be paid during the grace period.

Q: What does the two-year home-country physical presence requirement mean?

A: It means a person is required to return home for two-years after the J-1 status ends. However, you can apply for a waiver. ORISE does not assist with that process, but information is available on the U.S. Department of State Web site at http://exchanges.state.gov/jvisa. If a person applies for a waiver of the two-year home-country requirement and receives a favorable recommendation from the U.S. Department of State, he/she will only be eligible to finish the currently authorized J-1 time without extensions or transfers to a different J-1 program.

Q: Can family come to the United States with a J-1 participant?

A: Probably. A J-1 exchange visitor’s spouse and unmarried children (under the age of 21 years) are eligible to apply for J-2 status.

Q: Is health insurance required for J-1 status in the United States?

A: Yes. It is required for the J-1 recipient and for all J-2 dependents. Requirements for insurance are shown on the Department of State Web site at http://exchanges.state.gov/jvisa. Failure to maintain the appropriate insurance would result in termination of J authorization for the participant and dependents.

Q: Can a spouse work with J-2 status?

A: Maybe. A spouse with J-2 status is eligible to apply for authorization to work (EAD). The application must be submitted to and approved by INS. The spouse must provide evidence that such employment will be used for his/her own support and not to support the principal alien.

Q: Can a person with J-2 status and authorization to work (EAD) participate in the CDC research participation program?

A: Yes, if all other eligibility requirements (degree, discipline, etc.) are met. If you have a valid EAD, you may be able to participate in our programs even though our participants do not become employees.

Q: Is travel outside the United States allowed in J-1 status?

A: Yes, with certain conditions.

(1) As your sponsor, ORISE must validate your standing as a research scholar—we must sign the back of your IAP-66 Form showing that you are currently in good standing in the Exchange Visitor (J-1) Program. We also prepare a letter that describes your association with our organization and includes a purpose for the travel and approximate dates of departure and return.

(2) If the travel is for official program business (related to the research project), you will need special approval for foreign travel, which is a lengthy process and must be approved before the travel.

Q: If a person in J-1 status travels outside the United States, is a new visa required before returning?

A: That depends on whether or not the J-1 visa in your passport has expired and if there are entries remaining on your visa. If you have multiple entries on the passport and your visa has not expired, you will NOT need a new visa before returning to the United States. If you have NO entries remaining OR the visa has expired, you will need to visit the U.S. Consulate Office to apply for a new visa. If you have had an extension of your J-1 status, but have never traveled outside the United States since obtaining the extension, you will also need a new visa.

Q: Can a person get a new visa in their passport without leaving the United States?

A: No. J-1 visas CANNOT be revalidated in the United States. Although some people have sent their passports directly to the U.S. Consulate Office in their home country to obtain a new visa, it is recommended that you first check with the Consulate in question because it may NOT be allowed.

Q: Can a spouse with J-2 status get a J-1?

A: Possibly. If the spouse has been in the United States for six months or longer, he/she is NOT eligible to obtain a J-1 status. If he/she has been in the United States for less than six months, he/she will probably have to leave the United States and apply for it at the U.S. Consulate Office.

Q: Can someone with a B visa be in the CDC research participation program?

A: No. B-1 status is for business travelers and is NOT appropriate for research programs, especially with a paid stipend. B-2 status is for visitors who come to the United States for pleasure trips such as vacations or short visits with relatives.

Q: Can ORISE help get a visa for parents to come to the United States?

A: No. If you are a research participant, we can write a letter that confirms your participation and association with our organization, but the parents must obtain their own visitor visas.

Q: Can a person change from J-1 status to H1B status?

A: If the two-year home physical presence is NOT required, you may apply for a change of status. ORISE does NOT sponsor H1B status for our participants since it is not an employee/employer relationship. The applicant would need an employment offer from an organization that would be willing to sponsor the H1B status.

Q: I already have an H1B visa status. Can I use that to participate in your program?

A: No. H1B status is employer- and site-specific.

Q: Will ORISE help a participant get a green card?

A: No. We do not sponsor green card applications, nor do we assist with the process.

Q: If someone has applied for legal permanent residence (green card), can they participate in the CDC program?

A: If you have reached a certain stage in the application process, an Employment Authorization Document (EAD) may be obtained from INS. Once the EAD has been issued, participation would be possible.

Q: Does a person with J-1 status have to pay U.S. taxes?

A: In some cases. However, some countries have treaties that result in temporary exemption from taxes. Your length of time in the United States (physical presence) could also result in temporary exemption from taxes. The ORISE offer letter to a potential foreign national participant includes a copy of the Internal Revenue Service Publication 519, U.S. Tax Guide for Aliens.

back to top