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NSF GRFP Fellows at Stony Brook University 

The Graduate School serves as the administrative home for Stony Brook graduate students in the National Science Foundation (NSF) Graduate Research Fellowship Program (GRFP).

NSF fellows receive a three-year, annual stipend of $34,000. Funding is to be used within five years.  By May 1st, fellows must declare their staus (tenure or reserve) for the upcoming academic year in Fastlane. A Summer (June 1st) or Fall (September 1st) start date is also selected. 

In early May, after the Fastlane deadline has passed, the Graduate Finance team reaches out to tenured fellows and their graduate program coordinators to begin appointment paperwork.  The annual stipend is paid out bi-weekly on Fridays. Direct deposit enrollment is available through the RF self-service website. Fellows who do not enroll in direct deposit will be issued a Key Bank pay card.

In addition to the bi-weekly stipend, NSF fellows are entitled to a Cost of Education allowance and health insurance. Details can be found be found below.

  NSF GRFP 2015 Fellows

Cost of Education (COE) Allowance

An annual $4,000 COE allowance is granted to tenured NSF fellows. Typically, the first priority of these funds is to pay the cost of health insurance premiums. After that, remaining funds can be used for:

Campus Fees
If you would like to put your COE allowance toward fees, please email gradfinance@stonybrook.edu once you have registered for the semester.* A request will then be generated to the Office of Grants Management (OGM). After OGM reviews, the Office of the Bursar is notified to cut the check and apply it to the requested fees.

As a supported student, your fee payment deadline is extended to October 15th for the fall semester and to February 15th for the spring semester.


*As a NSF Fellow, you are not considered an employee; therefore, you will be liable for the transportation fee, which is waived for Research Assistants and Graduate/Teaching Assistants as negotiated by their unions.

Computer Equipment/ Laptop

Computer equipment over $500 must be purchased on the fellow's behalf by the Graduate Finance team. The Graduate Finance team will purchase via the SUNY procurement system (Wolfmart) in order to charge the NSF grant directly. This will eliminate the need for a fellow to submit a reimbursement and may also save on tax, which is a non-reimbursable expense.

Please email gradfinance@stonybrook.edu with information (screenshots/web links/etc.) on the computer model/type that you are interested in buying so that the purchase can be initiated.

Books, Memberships, Software, and Other Educational Supplies/Materials

If you wish to purchase supplies/materials for research, this can be done one of two ways:

  1. Email gradfinance@stonybrook.edu to check availability on the SUNY procurement system (Wolfmart). Be sure to include screenshots/web links/etc. of the items you wish to purchase. If available through Wolfmart, this allows for the NSF grant to be charged directly; thus, eliminating the need for a fellow to submit a reimbursement . Additionally, it may also save on tax, which is a non-reimbursable expense.

  2. In lieu of Wolfmart, purchases could be made out of pocket and then submitted for reimbursement through the NSF Expense Reimbursement Form. The Graduate School will review the submission. If nothing appears to be outstanding, the Graduate School then submits to the Office of Grants Management (OGM) on the fellow's behalf. After OGM, it is reviewed by Research Accounts Payable. Due to the various offices that are involved and in some cases, the request for additional documentation, the reimbursement process does take time. Please budget accordingly.

    Typically, expense reimbursements are sent as paper checks to the address on file. If you would like to set up direct deposit for reimbursements, please submit an ACH Payment Enrollment Form.* There are instructions for completion in the upper left-hand corner of the form.



    * The ACH Payment Enrollment Form is for reimbursements only. For direct deposit of the bi-weekly stipend payments, please visit RF Self-Service.

Travel (Domestic & International)

Complete travel instructions can be found on the Procurement Office's site . Please review the information carefully especially as it relates to per diem rates and meal breakdown allowances. Should questions arise, do not hesitate to reach out to  gradfinance@stonybrook.edu.

For international travel, you must submit an Electronic Foreign Travel Request (eFTR) PRIOR to your travel.

Upon return from travel (both domestic & international travel), submit the NSF Travel Reimbursement Form .  The Graduate School will review the submission. If nothing appears to be outstanding, the Graduate School then completes a travel voucher form and submits to the Office of Grants Management (OGM) on behalf of the fellow. After OGM, it is then reviewed by Research Accounts Payable. Due to the various offices that are involved and in some cases, the request for additional documentation, the reimbursement process does take time. Please budget accordingly.

Typically, travel reimbursements are sent as paper checks to the address on file. If you would like to set up direct deposit for reimbursements, please submit an ACH Payment Enrollment Form.* There are instructions for completion in the upper left-hand corner of the form.


* The ACH Payment Enrollment Form is for reimbursements only. For direct deposit of the bi-weekly stipend payments, please visit RF Self-Service.

  

Health Insurance

As a tenured NSF Fellow, you have two health insurance options available:

POMCO

You can enroll in the Research Foundation’s fellowship insurance plan, referred to as POMCO. Information including  premium types and costs can be found here.

If POMCO is chosen, fellows can elect to either use their COE allowance to cover the premium OR can have the premium deducted from their bi-weekly stipend. Academic Fellowship Form examples showing these two POMCO payment options are below:

  • Grant Pays:  In this example, a fellow has elected to use use the COE allowance (i.e. the grant) to cover the cost of POMCO for self only (i.e. individual premium). The bi-weekly paystub will reflect this payment under earnings, not deductions.
  • Fellow Pays:  In this example, a fellow has elected to deduct the cost  of  POMCO for self only (i.e. individual premium) from the bi-weekly stipend. The paystub will reflect this payment under deductions.

Further details regarding Academic Fellowship Forms and POMCO enrollment forms will be emailed to fellows prior to the start of their tenure.

Note: Fellows who elect POMCO (or who have coverage through their parents/spouse) must waive the mandatory Student Health Insurance Plan (SHIP) in SOLAR by September 15th. Please follow the Student Health Insurance Waiver Instructions  

SHIP

Fellows can opt for the Stony Brook University Student Health Insurance Plan (SHIP). This is the mandatory health insurance plan required by the university. Information including coverage details and rates can be found here

If SHIP is chosen, you can elect to use your COE allowance to pay the premium. Since SHIP charges show on your campus bill, please follow the instructions above for Campus Fees.

Note: Fellows who elect POMCO (or who have coverage through their parents/spouse) must waive the mandatory Student Health Insurance Plan (SHIP) in SOLAR by September 15th. Please follow the Student Health Insurance Waiver Instructions  

Note: Fellows who elect POMCO (or who have coverage through their parents/spouse) must waive the mandatory Student Health Insurance Plan (SHIP) in SOLAR by September 15th. Please follow the Student Health Insurance Waiver Instructions

 

Frequently Asked Questions (FAQs)

What are the NSF award numbers used for citations and IRB approvals?
The NSF award number 1315232 is used for citation purposes.

For any IRB submissions, 64150 would be utilized; this is part of a larger account number of 1109408-01-64150.

I've exhausted my COE allowance. Are there additional funding resources?
The annual  COE allowance granted to tenured NSF fellows is capped at $4,000. However, as a Stony Brook graduate student, you might consider some of the funding opportunities available through the Graduate Student Organization (GSO). For example, the Resource Access Project (RAP) provides travel grants (up to $500/fiscal year) to students attending conferences, and the Distinguished Travel Award offers monetary support to students who present their work at prestigious conferences, performances and professional meetings.

The GSO typically sends a blast email to all students when applications open. In the meantime,  more information can be found here on the GSO website.

 

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