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Administrative
Administrative Questions 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:
What are the initial steps for setting up a research participation program
with ORISE? A:
Visit our Web site section on How
to Start a Program. 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:
Would it be possible for someone from ORISE to come talk to our group
about setting up a research participation program? A:
Yes, ORISE program staff are available to come and meet with your
group in person. We routinely
make trips to CDC to meet with sponsors regarding funding and budget
structures for the upcoming fiscal year. 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. General QuestionsQ: 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.
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. Q: How much is ORISE health insurance, and what does it include? 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. Participation QuestionsQ:
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? 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:
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 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. Travel QuestionsQ:
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.
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? |
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