This chapter transmits the National Institutes of Health (NIH) policy on the use of the NIH Intramural Visiting Fellow Program (VFP).

This policy applies to all full- or part-time Visiting Fellows, i.e., non-immigrant foreign nationals who possess valid work authorization, training at NIH.

VFP Fellowships are established for the principal benefit of non-immigrant, foreign national participants and to provide opportunities for developmental training and practical research experience in a variety of disciplines related to biomedical research, medical library research and related fields. VFP Fellowships are designed to provide research training “for which fellowship support is not provided under Section 487 of the Public Health Service (PHS) Act [Title 42 United States Code, Chapter 6A], and which is not residency training of physicians or other health professionals.”

NOTE: All U.S. Citizens and Permanent Residents (“green card” holders) should have applied for an Intramural Research Training Award (IRTA) or, if with the National Cancer Institute (NCI), for a Cancer Research Training Award (CRTA).

All VFP Fellows are non-immigrant, foreign nationals who possess valid work authorization issued by the appropriate Federal agency. Non-immigrants are defined as those who are not Citizens or Permanent Residents of the United States.

Service is a by-product of the VFP Fellowship unlike Full-Time Equivalent (FTE) Research and Clinical Fellowships, where service is a dominant part of the training objective. VFP Fellows may not be assigned official supervisory responsibilities or sign documents, such as requisitions, on behalf of the U.S. Government.

1. Eligibility and Types of VFP Fellowships 
   
   VFP Fellowships are available only to foreign nationals on a valid United States non-immigrant, work-authorized status. If the VFP Fellow does not possess their own valid non-immigrant, work authorized status, NIH typically offers immigration sponsorship under the J-1 Exchange Visitor Program. Applicants currently in the U.S. sponsored as J-1 Exchange Visitors in the Research Scholar/Professor category may be eligible to transfer their J-1 status to NIH. Any such applicant, however, must be continuing within the parameters of their original research objective for coming to the U.S. and have at least one year remaining on their overall J-1 five-year program duration to allow adequate time to accomplish the research objectives. The Division of International Services (DIS), Office of Program and Employee Services (PES), Office of Research Services (ORS), may, on a case-by-case basis, make exceptions to this minimum of one year for J-1 transfers based on scientific need. All VFP Fellows sponsored by NIH must meet all relevant requirements mandated by the specific non-immigrant visa classification.
   
   To be eligible for a Postdoctoral Fellowship, the applicant must possess a Ph.D., M.D., D.D.S., D.M.D., D.V.M., or equivalent degree in a biomedical, behavioral or related science field. If the applicant does not possess the diploma reflecting completion of degree, they must have a certification by a university as meeting all the requirements leading to such a doctorate. In addition, the applicant must have five years or fewer of relevant Postdoctoral experience and typically up to two additional years of experience not oriented towards research (e.g., clinical training for physicians). If the doctoral degree was earned more than five years from the proposed start date, but the applicant has less than five years of relevant Postdoctoral experience, then the Fellowship must be approved by the Institute/Center/Offices (ICO) Scientific Director.
   
   To be eligible for a Pre-doctoral Fellowship, the applicant must be enrolled in a Ph.D., M.D., D.D.S., D.M.D., D.V.M., or equivalent degree program at a fully accredited U.S. or foreign university, which frequently involves dissertation research.
   
   *NOTE:  Pre-doctoral Visiting Fellows must be registered with the NIH Graduate Partnerships Program (GPP), Office of Intramural Training and Education (OITE), Office of Intramural Research (OIR), Office of the Director (OD). 
   
   Additionally, all VFP Fellows must be proficient in English and comply with the Office of Intramural Research’s (OIR) policy on the Use of English for Official Scientific Communication in NIH Laboratories and Branches, which states:

   • In order to ensure the safety and efficiency of NIH laboratories, and to optimize training of staff, all work-related conversations should be in English. If all those present in the laboratory are fluent in another language, that language may be used for work-related conversations. Further, all official written documents should be in English, for example, publications, laboratory notebooks, e-mail that will be retained in an official file, letters, and memoranda. Personal communications unrelated to the work of the laboratory may be made in any language.

     TYPES OF VFP FELLOWSHIPS
     Postdoctoral	To provide advanced practical research experience to physicians and other doctoral researchers who are at the beginning stages of their professional research careers. Fellowships are not appropriate for scientists who have already demonstrated significant research achievements or have proven records as independent researchers. Participation is contingent upon applicable immigration rules and regulations.
     Pre-doctoral	To provide practical research training and experience to students by supplementing academic course work and/or encouraging pursuit of professional careers in biomedical research to: 1) students enrolled in doctoral degree programs in biomedical sciences. The research experience, which frequently involves dissertation research, is undertaken as an integral part of the student’s academic preparation and will involve close cooperation and planning between NIH and the academic institution (foreign or domestic); 2) students who are enrolled in graduate, other doctoral or medical degree programs, and who have written permission from their school to interrupt their current schooling and to return within one year to their degree granting program. Participation is contingent upon applicable immigration rules and regulations.

2. Resources and Funding
   
   VFP Fellows are not Federal employees and are subject to the availability of space, funds, preceptors’ time, and limited by the number of training assignments available within participating ICs. All awards are contingent upon applicable immigration rules and regulations.
   
   VFP Fellows must be physically present at NIH research facilities. They may not conduct research or training off the NIH research facilities without authorization by the Office of Intramural Research (OIR) and the Division of International Services (DIS).

3. Duration of Award Components
   
   According to the Office of Intramural Research (OIR) 5 Year/8 Year Duration Rule, Postdoctoral Visiting Fellows typically may not be assigned at NIH for more than five years. Pre-doctoral Visiting Fellows typically may not be assigned at the NIH for more than three years. 
   
   The following chart illustrates the duration of each award component. The duration of each award component may be limited due to applicable immigration rules and regulations, which may not allow the desired full award component or renewal of the award. Some renewals, however, may require special immigration processing if the Fellow is sponsored by NIH as a J-1 Exchange Visitor in the G-7 program; see DIS website on the G-7 Program for details.
   
   Note: Time spent on a Postdoctoral VFP Fellowship within any award component (i.e., fully-funded Postdoctoral vs. Supplemental Postdoctoral) counts toward the maximum Fellowship time as allowed under the 5 Year/8 Year Duration Rule (refer to the following chart), regardless of the number of VFP Fellowships granted by different ICOs. Time spent on any Pre-doctoral award will not count towards the 5 Year/8 Year Duration Rule. However, time spent on a component of an award (i.e., fully-funded Pre-doctoral vs. Supplemental Pre-doctoral or awards granted by different ICOs) does count towards the total Pre-doctoral award duration.
   
   The duration of the award component and the original termination date may be extended due to periods (four to twelve months) of excused absence without stipend (AWOS), contingent upon applicable immigration rules and regulations. All Fellowship components – initial and renewal – must be in writing and include beginning and termination dates. If the initial or renewed fellowship award period is granted for longer than 1 year, the 2nd and/or 3rd year is still contingent on the Fellow’s satisfactory completion of their annual evaluation. Additionally, 2–3-year Fellowships must be processed in 1-year increments in the NIH Business System Fellowship Payment System (NBS FPS). 

   DURATION OF AWARD COMPONENTS
   Award Component	Postdoctoral	Pre-doctoral
   Initial Fellowship	1 to 3 years [2-3-year Fellowships must be processed in 1-year increments in the NIH Business System Fellowship Payment System (NBS FPS)]	1 month to 2 years (2- year Fellowships must be processed in 1-year increments in NBS FPS)
   Renewal of Fellowship	1 or 2-year increments	1-month to 1-year increments
   Maximum Fellowship	5 years	3 years (additional 1 or 2 years may be requested by exception from the DDIR after recommendation by the GPP)
   Terminal Extension	A terminal extension period not-to-exceed 3 months may be permitted
   Exceptional Postdoctoral Terminal Extension	1 year (follow the OIR guidance for full eligibility requirements)	Not applicable

4. Schedule Policy
   
   Postdoctoral Fellows are expected to devote 40 hours per week, typically Monday through Friday, to their training assignment. If previously arranged and approved by the ICO Scientific Director (SD) and DIS, part-time schedules may be arranged on a case-by-case basis. Part-time schedules may not exceed immigration limitations. 
   
   Pre-doctoral Fellows may have a 40 hour per week training schedule. Part-time schedules may be negotiated and pre-arranged; however, the SD and DIS must give written approval prior to the initiation of the part-time scheduling. Part-time schedules may not exceed immigration limitations.
   
   NOTE: Part-time schedules of less than 30 hours per week may affect a Postdoctoral or Pre-doctoral Fellow’s eligibility for health insurance offered by the Foundation for the Advanced Education in the Sciences (FAES) or other health plans. See Section H.2. for additional information regarding health insurance.

5. Patient Contact
   
   VFP Fellows may not independently engage in patient care activities. Any clinically related activity must be incidental to the research and must explicitly be under the direct supervision and control of an NIH employee. Such patient care activity is also dependent upon clearance by the DIS and OIR. Refer to the DIS webpage on Patient Contact for more information. Any direct contact with human subjects participating in research must also be under the direct supervision and control of an appropriately qualified NIH employee (FTE).

6. Upon Conclusion of Fellowship
   
   VFP Fellows do not incur a service payback obligation. Upon conclusion of their Fellowship, VFP Fellows may be considered for, but are not entitled to, employment or other training appointments at NIH, provided they meet eligibility requirements, NIH policy restrictions, such as the 5 Year/8 Year Duration Rule, and any applicable immigration rules and regulations.
   
   If an ICO desires to retain a Fellow beyond five years, up to a maximum of eight years, the ICO typically must find another appointment mechanism (e.g., an FTE appointment as a Research Fellow), and provide justification articulating the Fellow’s proposed career goal or an overriding programmatic need for the Fellow to stay beyond five years.
   
   For Postdoctoral Fellows, an exceptional 6th year of training within the postdoctoral mechanism is occasionally needed to complete training in-progress at NIH. The terminal 6th year extension requires a written justification from the Fellow’s Principal Investigator requesting additional time, followed by a rigorous review. See Exceptional Extensions of IRTA and Visiting Fellows to a 6th Year for more information.
   
   For Pre-doctoral Fellows wishing to stay beyond three years, renewal requires a written justification requesting additional time, followed by a rigorous review that includes the SD’s approval. The written justification memorandum must include (1) a summary of the student’s progress, (2) projected timeline for completion, and (3) specific dates of the fellowship renewal request. The memorandum must be signed by the Principal Investigator (PI) and Scientific Director (SD) indicating their support for the extension and submitted for approval to the Director of Policy and Analysis, Office of Intramural Research (OIR) and the Director of the Graduate Partnerships Program (GPP). A current copy of the student’s CV must also be included. Submissions must be made at least 3 months in advance of the renewal date, and the student must be interviewed by the Director of the GPP or designee as a part of the approval process. Extensions are generally requested in one-year increments, though less time may be requested depending on the circumstance. No more than one year may be requested for each submission. Occasionally, extensions beyond four years are requested, but obtaining approval requires further justification and repeating this entire exceptional extension request process.

   
   Fellows sponsored as J-1 Exchange Visitors may be eligible to transfer their J-1 status from NIH to an outside sponsor (for example, a non-NIH laboratory). To facilitate a transfer, the Fellow must obtain DIS approval at least two weeks prior to the effective transfer date. A J-1 transfer may be authorized only if the Fellow will continue within the parameters of their original research objective for coming to the U.S. and must have at least one year remaining on their overall J-1 five-year program duration to allow adequate time to accomplish their research objectives. On a case-by-case basis, DIS may consider a transfer with less than one year of J-1 time remaining, based on scientific need. Once the fifth year is completed, no transfers will be authorized.

    

    

Direction and management of the VFP are the joint responsibility of the Office of Intramural Research (OIR), Office of the Director (OD), and the Division of International Services (DIS), Office of Program and Employee Services (PES), Office of Research Services (ORS) and Office of Management (OM), OD. The OIR and Board of Scientific Directors establish policy; DIS administers the program and provides immigration services according to U.S. immigration law.

1. DIS’ roles and responsibilities for each VFP Fellow include:
   1. Sharing direction and management of the VFP with the OIR;
   2. Managing all immigration matters at NIH, including assurance of NIH’s compliance with applicable immigration laws when sponsoring or hosting foreign national scientists;
   3. Issuing appropriate immigration documents, or requesting such documents if the Fellow is not NIH-sponsored, per established DIS processing times;
   4. Providing official award letter and pre-arrival instructions, including information about health insurance, housing, stipend payment and limited tax information;
   5. Reviewing and approving original immigration documentation to verify immigration status and valid work authorization after Fellow’s arrival to NIH and providing “Post Arrival Information”;
   6. Reviewing and approving Fellow’s continued stay at NIH and other requests, such as incidental patient contact, extended absences, taking classes and other outside activities, etc.; and
   7. Authorizing stipend payments in NIH Business System (NBS) Fellowship Payment System (FPS) to (1) enter the necessary immigration (i.e., work authorization) information to activate and/or continue a Fellowship, and (2) entering tax treaty information if the DIS determines that a Fellow is exempt from Federal tax under provisions of a tax treaty.
2. Institute/Center/Offices’ (ICOs) roles and responsibilities for each VFP Fellow include:
   1. Determining VFP Fellowship applicant eligibility and issue Pre-Award Notification Letter (Appendix 4);
   2. Submitting case requests to DIS for processing per relevant DIS checklists
   3. managing all financial actions, including:
      1. certifying that Fellows are active;
      2. entering obligations and payments, including health insurance, in the NBS FPS;
      3. reviewing and approving Fellow’s excused absence; providing documentation associated with excused absence without stipend (AWOS) to FAES health insurance plan and other offices.
      4. notifying DIS of any extended absences in the U.S. or abroad and Absence Without Stipend (AWOS); and
      5. reviewing and approving outside travel reimbursement for Fellow and assisting with documentation regarding external travel funding sources.
   4. Monitor and document the Fellow’s status, including:
      1. updating changes of local home address in NBS FPS and forwarding the new address to DIS;
      2. Issue the VFP Provisions (Appendix 1) and Agreement (Appendix 2) to the incoming Fellow (the Fellowship Agreement must be signed and retained by the ICO when the Fellowship is activated);
      3. monitoring the Fellow’s not-to-exceed date and the timely submission of requests for Fellowship renewal to DIS (such renewals are contingent upon re-verification of valid non-immigrant, work-authorized status by DIS);
      4. arranging Fellow’s transfer to another NIH laboratory if or when appropriate, which includes updating NBS FPS and the timely submittal of transfer request to the DIS;
      5. processing Fellow’s termination upon conclusion of Fellowship, which includes updating NBS FPS and timely submitting termination notice to the DIS;
      6. assuring the Fellow receives appropriate mentoring by the Principal Investigator Sponsor; and
      7. developing Individualized Training Plans/Career Development Plans, with the assistance from the ICO Laboratory/Branch Chief and Scientific Director, as necessary, along with other instruction and safety training courses and issuing them to Fellows.
   5. alerting DIS and OITE immediately of any incidents involving program violations by Fellows; and
   6. ICO Scientific Director is responsible for approving Postdoctoral Fellowship eligibility when the degree was earned more than five years from the proposed start date, but applicant has less than five years of relevant Postdoctoral experience. The Scientific Director is also responsible to process a Fellow’s request for outside travel reimbursement, extended absence, and advanced stipend payment.
3. Office of Intramural Training and Education’s (OITE) roles and responsibilities include:
   1. providing career counseling, wellness, resilience and other assistance to traineeships
   2. providing, upon request, examples of Individualized Training Plans/Career Development Plans to ICOs;
   3. approving Pre-doctoral Fellowship duration beyond the typical duration;
   4. conducting periodic evaluation of the VFP for representation and reporting results to OIR, NIH and the NIH Board of Scientific Directors for consideration; and
   5. alerting DIS immediately of any program violations by Fellows.
4. Office of Intramural Research’s (OIR) roles and responsibilities include:
   1. sharing direction and management of the VFP with DIS;
   2. periodically reviewing stipend ranges and/or fixed stipend levels with the NIH Board of Scientific Directors;
   3. reviewing VFP assessment conducted by OITE with the NIH Board of Scientific Reviewers; and
   4. reviewing and approving exceptions to VFP provisions.
5. Office of Financial Management’s (OFM) roles and responsibilities include:
   1. issuing Fellow’s monthly stipend payments;
   2. collecting stipend and travel advance overpayment;
   3. preparing and sending income information to IRS and Fellows annually; and
   4. withholding Federal income tax, per DIS determination; and
   5. preparing and sending annual income information to the IRS and Fellows.

NOTE: See Appendix 3 for detailed program administrative responsibilities for each office.

Approval by the Deputy Director for Intramural Research (DDIR) in the Office of Intramural Research (OIR) is required for all exceptions to award provisions. Requests for exceptions must be fully justified, in writing, describing the nature and basis for the exception, and include the Curriculum Vitae (CV) of the Fellow. Exception requests are typically coordinated by the designated ICO Program Administrative Officials (such as ICO Key Contacts), routed through the ICO’s Scientific Director and then submitted to the DDIR. Exceptions granted by the DDIR are contingent upon applicable immigration rules and regulations.

The following Section provides an overview of policies on application and selection, stipend calculation and distribution, as well as transfer, termination, and evaluation of Fellows.

1. Application and Selection Process
   
   Applicants may apply directly to a specific intramural Principal Investigator (PI), who will select and serve as the Fellow’s Sponsor. Applicants may also access NIH Office of Intramural Training and Education (OITE), OIR for Fellowship opportunities. Designated ICO Program Administrative Officials receiving application documents, noted in the chart at the end of this Section, will determine an applicant’s VFP Fellowship eligibility.
   
   Fellowship preceptors and Laboratory/Branch Chiefs will review applications, evaluate and recommend applicants, and develop Individual Development Plans (IDP)/Career Development Plans (CDP) for approval by the ICO Scientific Director or delegated approving official. Applicants may not be excluded from consideration or evaluation based on race, color, religion, gender, disability, age, national origin, political affiliation or any other non-merit factor.
   
   The Fellowship Award request package must be routed through the designated ICO Program Administrative Officials, such as ICO Key Contacts, to the DIS for review and approval. Refer to the appropriate DIS checklist for the request package documentation. The ICOs must electronically submit the complete request package to the DIS and retain copies of all request package documentation in their files. Refer to the DIS processing times for information on processing timelines.
   
   Fellowships are contingent upon submission of original, documented evidence of valid non-immigrant status and valid work authorization, either incident to status or issued by a Department of Homeland Security (DHS) authorized entity, which must be provided to DIS upon the applicant’s arrival at NIH, and, if applicable, completion of a medical evaluation.

   Application Documentation
   Postdoctoral	Curriculum Vitae (CV), bibliography (if applicable), three letters of reference, applicant’s statement of research goals. In addition, applicant must provide an official copy of doctoral degree diploma (with official translation, if not in English) and, if applicable, a summary of doctoral dissertation. In cases where it is difficult to determine degree equivalency, the DIS may be consulted. Note: If the doctoral degree has not been awarded, applicant must include a letter from the Dean or University Registrar on university letterhead indicating all requirements for the degree, including passing the thesis defense, have been completed and specifying the date the degree will be awarded.
   Pre-doctoral	CV, bibliography (if applicable), three letters of reference emphasizing research potential, applicant’s statement of research goals, official copy of undergraduate, graduate, and/or medical school diploma. Verification from the university’s Dean or Registrar must include the following: (1) applicant is in good academic standing; (2) applicant is enrolled in a doctoral degree program; and (3) the university is agreeable to the applicant’s participation. Such verification must also be furnished for any renewal of the Fellowship.

2. Stipend

   1. Stipend Calculation

      Stipends are based on relevant research experience or completed education level; however, when a Fellow receives supplemental funding, the stipend will be fixed at such a rate that the combined level of support will match the stipend rate for a similarly qualified Fellow in the relevant fully funded component. Guidance on determining stipend levels and annual increases is noted in the chart below. Eligibility for tax treaty status or tax liability, either in the US or a foreign country, will not be considered to lower the stipend.

      The stipend ranges and schedules for VFP Fellows are identical to those for the Intramural Research Training Award (IRTA) Program; see NIH Manual Chapter 2300-320-7, “Intramural Research Training Award (IRTA) Program-Automated Fellowship Payment System,” for additional information regarding stipend levels. NCI has a separate stipend schedule, which can be found in the Cancer Research Training Award (CRTA) manual.

      INITIAL STIPENDS
      Postdoctoral	Stipends are established based on five years or fewer of relevant Postdoctoral research experience and typically up to two additional years of experience not oriented towards research (e.g., clinical training for physicians). Note: Stipend level must be prorated based on training schedule.
      Pre-doctoral	Stipends are established based on the number of years of Post-baccalaureate education completed upon activation of Fellowship. Note: Stipend level must be prorated based on training schedule.

      ANNUAL INCREASE
      Postdoctoral	A stipend increase of up to $2,000 per annum may be granted based on growth, development and accomplishments; however, where warranted, increments may be greater, provided they do not exceed the maximum amount within the appropriate stipend range. ICOs may approve a one-time exceptional stipend increase of one stipend step level at the time of renewal for ten percent of its Fellows (e.g., a Fellow with one year of Postdoctoral experience may be paid a stipend within range for the two-year experience level).
      Pre-doctoral	A stipend increase to the next higher level on the stipend schedule may be granted per annum based on progress in academic studies and/or the training assignment for each year the Fellow remains in the program.

      SPECIALTY ALLOWANCE

      Postdoctoral

      An additional allowance of up to $10,000 may be added to the initial stipend level of Postdoctoral Fellows or equivalent experience in one of the following specialty categories: Engineer (electrical, chemical, mechanical, biomedical) Computer Scientist Computational Biologist (informatics, information technology) Physicist Chemist (analytical, physical, organic, and inorganic) Biostatistician Epidemiologist Mathematician ICO Competitive Fellowship, e.g., Kety Fellowship with the National Institute of Mental Health (NIMH) Fellow entering the fifth year for whom the ICO wishes to provide a merit-based stipend higher than the top of the range for the fifth year

      
       

   2. Stipend Payment Method 
      
      Stipends are paid in arrears on a 30-day monthly basis. Advance payment is available to Fellows; however, advance payments will reduce the annual stipend payment. The remainder of the stipend balance will be paid in twelve equal monthly amounts. 
      
      An automatic $2,000 advance will be provided to each Postdoctoral Fellow after activation. For each Pre-doctoral Fellow, an amount less than $2,000 may be provided after activation, based on hardship as determined and approved by the ICO Scientific Director, prior to the award start date entered into the NIH Business System (NBS) Fellowship Payment System (FPS).
      
      Fellows in all components are encouraged to immediately establish, or correct, an electronic file transfer in the NBS via the Automated Clearing House (ACH) Vendor Miscellaneous Payment Enrollment Form in the NBS. For Fellows with ACH, payments are directly deposited, usually within the first five business days of each month. Fellows who choose not to use ACH will receive stipend payments by check on or about the 10th business day of each month.
      
      Stipend payments will be certified monthly and authorized in the NBS FPS by the designated ICO Program Administrative Officials between the 20th and the 25th of each month in order for the OFM to authorize payments each month. If the ICO does not certify and authorize payment for a Fellow, no stipend payment will be issued for that month until certification is received. All stipend payments must first be approved by DIS for the award period. DIS will enter the work authorization dates and tax treaty, if eligible, in the NBS FPS.

   3. Supplemental Funding
      
      Supplemental funding shall be granted to Fellows who wish to come to the NIH for a period of research training under the auspices of Fellowships or grants awarded by outside (non-extramural NIH) organizations or institutions, when the outside funding provided is insufficient to support the Fellow during research training in the NIH laboratories/branches. Such Fellows will be designated as “Supplemental Postdoctoral Visiting Fellows” or “Supplemental Pre-doctoral Visiting Fellows” and must provide documentation of the outside funding.
      
      Supplemental funding shall be granted ONLY to Fellows who:

      • have already been approved for, or currently receive, outside (non-extramural NIH) support; and
      • have no employment relationship with the outside (non-extramural NIH) sponsor.

      Other issues, e.g., potential conflict of interest, intellectual property, etc., must be addressed by the ICO.
      
      An ICO will not provide supplemental funding solely to provide health insurance coverage; a minimal stipend must also be authorized according to the appropriate stipend level.
      
      The amount of the NIH VFP supplement will be determined on a case-by-case basis and will vary depending on the level of support provided by the outside (non-extramural NIH) sponsor. The supplement will be fixed at such a rate that, the combined level of support will match the stipend rate for a similarly qualified Fellow. Supplemental funding resulting in a combined amount from NIH and the outside (non-extramural NIH) sponsor that is either less than, or more than, the authorized stipend rate for the relevant trainee level and award component will not be approved. Supplemental funding must terminate when outside (non-extramural NIH) support ceases.
      
      Eligibility for tax treaty status or tax liability, either in the U.S. or a foreign country, will not be considered to lower the NIH supplement.
      
      SPECIAL NOTE: The DDIR has provided a blanket exception for all recipients of the NIH-Japan Society for the Promotion of Science (JSPS) Fellowship to be designated as Supplemental Postdoctoral Visiting Fellows. This Exception, however, is not for other JSPS recipients selected through other JSPS programs. Refer to the OIR Sourcebook for additional information about this program (scroll down to “Recruitment Process / Appointment Mechanisms” within this sourcebook page) for additional information about this program

   4. Stipend Overpayment
      
      Fellows must reimburse the OFM in full for all stipend overpayments upon the termination of their Fellowship. The Fellow’s termination documents will not be approved without confirmation the departing Fellow has satisfied any outstanding overpayments. Any unrecovered overpayment(s) will be treated as a debt owed to the U.S. Government and interest and penalties will be charged, and accrued, if reimbursement is not paid in a timely manner. A personal check reimbursing any stipend overpayment must be submitted to the OFM Fellowship Payment Office, along with a copy of the NBS FPS-generated “Fellowship Termination Notification” form.

   5. Schedules
      
      The NBS FPS is programmed for full-time schedules. For full-time schedules less than one year in duration, the system will calculate the correct amount of prorated funds to obligate. However, for part-time schedules, ICs must compute the percent of time and enter the annual prorated stipend in the NBS FPS. See section D.4, for the schedule policy for Fellows.

3. Fellowship Renewals
   
   A renewal request must be sent to DIS per the appropriate DIS renewal checklist before the Fellow’s not-to-exceed date is reached (see Section G.5 below, regarding the “not-to-exceed” date). Refer to the DIS processing times for information on processing timelines.
   
   NIH policy is to limit the postdoctoral training period to 5 years so as not to unnecessarily extend training and delay employment. Appointments are typically renewed in one-year increments. The Research Fellow mechanism is available to extend the total time in training to 8 years.
   
   An exceptional 6th year of training within the postdoctoral mechanism is occasionally needed to complete training. Refer to the NIH Sourcebook page on Exceptional Extensions of IRTA and Visiting Fellowships to a 6th Year for more information. An individual who takes any part of an exceptional 6th year at NIH as a Visiting Fellow may not remain or return to NIH within 2 years of their departure date. The Office of Intramural Research (OIR) may grant exception to this restriction for certain long-term NIH staff positions.

4. Transfer of Fellowship 
   
   When a Fellow transfers within NIH, the ICOs involved in the transfer must obtain pre-approval from DIS. The gaining ICO must submit a transfer request package per the appropriate DIS checklist; such package must include a Inter/Intra Transfer Request form for Fellows sponsored by NIH as J-1 Exchange Visitors. This form is necessary to confirm both ICOs concur with the transfer and ensure the research at the gaining ICO is consistent and/or a continuation of the Fellow’s original training goals with the losing ICO (per the Career Development Plan).
   
   Once approved, the losing IC must indicate the transfer in the NBS FPS and notify the gaining IC. The gaining IC must accept and retrieve the Fellow’s NBS FPS record. The effective date of the transfer must be the first day after the original award has ended or the first day of the subsequent month.

5. Termination of Fellowship
   
   Each Fellowship will have a specified expiration or “not-to-exceed” date and most Fellowships will not terminate (or be terminated) before that specified date; however, a Fellow may elect to resign early and discuss a different termination date with the ICO preceptor and/or mentor.
   
   A Fellowship may, however, be terminated before the specified expiration or “not-to-exceed” date for cause, as detailed below. Note: Fiscal considerations will not be the basis for early termination from the NIH VFP. All Fellowship terminations must be processed immediately using the NBS FPS.
   
   A Fellowship may be terminated prior to the specified “not-to-exceed” date for scientific or other forms of misconduct; misrepresentation of educational credentials and/or experience; failure to comply with terms of the Fellowship; or failure to carry out or satisfy the purpose for which the Fellowship was awarded. Violations of immigration regulations and/or VFP program requirements may be grounds for immediate program termination as determined by DIS and will not require adherence to the OIR Early Termination policy.
   
   All termination proposals for cause must be in writing and the Fellow must be provided an opportunity to respond to the cause(s) before a decision is rendered. In the case of personal incompatibility or unforeseen programmatic circumstances, and absent any issues of misconduct, the ICO will attempt to arrange to transfer the Fellow to another laboratory/branch. Review the OIR Early Termination policy for full details. The ICO should put the Fellow in contact with OITE immediately upon giving notice of early termination. The ICO should also consult OITE in advance of early termination whenever possible.
   
   The Fellow’s termination documents will not be approved until documentation confirming the Fellow has satisfied any outstanding overpayments has been received by OFM; see Section G.2-d. To avoid overpayment of health insurance premiums, FAES must be notified as soon as possible that a Fellow’s Fellowship is terminating. The terminating Fellow must provide the NBS FPS-generated “FellowshipTermination Notification” form to the FAES, which provides advice and answers questions regarding Consolidated Omnibus Budget Reconciliation Act (COBRA) benefits [Public Law 99-272]. The ICOs must also send a copy of the “Fellowship Termination Notification” form to DIS. Upon notification of a Fellow’s resignation, or termination, DIS is required to comply with applicable immigration reporting requirements.
   
   See Section H.2 below for important information regarding health insurance coverage following the termination of a fellowship.

6. Fellow Evaluation
   
   The ICO preceptor and/or mentor must generate scientific performance evaluations for Fellows. An Individual Development Plan (IDP)/Career Development Plan (CDP), approved by the ICO Scientific Director, is required annually for each Fellow and must be in place by the end of the Fellow’s fourth year, as detailed in Section G.1. The Office of Intramural Training and Education (OITE) has examples of these plans. Many ICOs have their own requirements and forms to use when creating these plans.

The following is a brief description of benefits available during a VFP Fellowship, provided the Fellow maintains compliance with VFP provisions and immigration rules and regulations:

1. Medical Treatment
   
   All Fellows may use the Occupational Medical Service (OMS), Division of Occupational Health and Safety (DOHS), Office of Scientific Resources (SR), ORS, OD, for injuries sustained and emergency care on the training assignment. Workers’ compensation and benefits under the Federal Employees Compensation Act, 5 U.S.C. 8101(1)(B), may be available in the event of a work-related injury.

2. Health Insurance
   
   Fellows must have adequate health insurance coverage to receive training in NIH facilities. This requirement may be satisfied by a policy held either in the Fellow’s name or in another’s name with the Fellow identified as a “family member.” Verification of health insurance enrollment is required.
   
   An approved plan of health insurance is available through the Foundation for Advanced Education in the Sciences; enrollment must be completed upon the Fellow’s arrival for service at NIH. Insurance coverage requires Fellows be on a training schedule of at least 30 hours per week for a minimum duration of 60 days.
   
   Should a Fellow elect FAES health insurance, they are responsible for enrolling in FAES health insurance before the start date of their award or the day of arrival (after the Fellow checks in and is activated by the DIS). Health insurance enrollment will be effective on the start date of the Fellowship award. When onboarding, the Fellow must meet with FAES to complete, sign and submit all required health insurance forms. Fellows must maintain an existing policy or purchase a personal policy until they have met with FAES and elected health insurance.
   
   If a Fellow separates from NIH, health insurance will continue for 30 days after the award end date (if extension is elected in FPS by the Fellow’s Administrative Officer). No changes to health insurance coverage (e.g., individual to family) are permitted during this final 30 days of coverage. Current coverage ends on the award end date unless a 30-day extension is selected in the system and the request is provided to FAES no later than fifteen (15) days after the award end date.
   
   Funds for individual or family FAES’ fee-for-service health insurance are provided by the sponsoring ICO at the direction of the Fellow. For a non-FAES policy, NIH will pay or reimburse for a policy issued in the Fellow’s name in an amount not-to-exceed that of the FAES’ fee-for-service health insurance, individual or family coverage, as appropriate. Alternatively, NIH will reimburse the Fellow for the additional health insurance cost, if incurred, as a result of being covered under a spouse’s plan and identified as a “family member”, in an amount equal to the cost of the FAES’ fee-for-service health insurance. The Fellow must provide documentation verifying the Fellow’s non-FAES health insurance policy coverage and documentation of the health insurance costs.
   
   A change in health insurance coverage due to a qualifying life event (e.g., marriage, divorce, birth/adoption of a child, death, loss of other health insurance coverage, etc.) must be reported within 30 days of the event to their ICO Administrative Officer and FAES. The change in insurance coverage will be effective as of the date of the qualifying life event. If a change is not requested within 30 days of the qualifying life event, the trainee will need to wait to make any changes to coverage until either the following open enrollment period for the FAES health insurance plan or until another qualifying life event occurs, whichever occurs first. Evidence of the qualifying life event must be presented to FAES. Those enrolled in a non-FAES plan will need to report the change to their provider and not FAES.
   
   Health insurance coverage for Fellows sponsored by NIH as J-1 Exchange Visitors must also comply with Department of State (DOS) regulations, including coverage for medical evacuation and repatriation of remains. While in J-1 status, Fellows are required to have continuous health insurance coverage. Fellows in J-1 status must also ensure their J-2 dependents have continuous health insurance coverage, which meets or exceeds DOS regulations. If a Fellow discontinues their FAES insurance, they must obtain alternate health insurance which meets, or exceeds, DOS regulations. Fellows planning to enroll in the FAES plan are advised to obtain health insurance to ensure health insurance coverage until their FAES enrollment takes effect, to ensure compliance with DOS mandated health insurance. Full J-1 health insurance requirements may be found on the “J-1 Exchange Visiting Program Certification Health Insurance Coverage” on NIH Form 829-6”.
   
   For Supplemental Visiting Fellows: When an outside (non-extramural NIH) sponsor provides insufficient funding for the purchase of health insurance coverage, the ICO may provide supplemental funding to permit the purchase of a policy equivalent in cost to the FAES’ fee-for-service health insurance, individual or family, as appropriate. A supplement specifically to cover a Fellow’s health insurance costs will not be made; only the minimum stipend will be authorized.

3. Career Counseling
   The NIH Office of Intramural Training and Education (OITE) is available for career counseling. 

4. Training and Tuition
   Fellows in all components may receive training or tuition assistance at the discretion of the ICO, to the extent such training or tuition assistance is directly related to the NIH research experience. Prior to the Fellow registering for training or a course, DIS review and approval is required. 
   
   In addition, Fellows must complete all NIH mandatory training. When a Fellow’s award includes working with animals, exposure to hazardous situations or contact with patients, the ICOs must ensure the Fellow receives appropriate instruction, including but not limited to safety; use of equipment; proper handling of hazardous materials; patient privacy; human subject protections; supervisory requirements when interacting with patients or human subjects, and proper animal care and treatment.
   
   Generally only one rotation of 3 months or less in a science-related office (science policy, communications, grants, center for scientific review, technology transfer, etc.) is permitted when such activity can be justified as an integral part of the NIH training experience.
   
   All training, regardless of duration or type, must be documented in the IDP/CDP and other appropriate administrative training databases and must be offered to all similarly situated Fellows, regardless of whether they receive supplemental or sole NIH funding. Refer to Section G.6 for additional information regarding IDPs/CDPs.
   
   The Foundation for Advanced Education in the Sciences (FAES) has educational programming available year-round and provides dozens of needs-based scholarships every year. Application information can be found at education.faes.org.

5. Excused Absences
   To avoid violation of immigration rules and regulations, DIS must be notified of and concur with extended absences of over five weeks (with or without stipend). The ICO must submit a completed “Request for Extended Absence” form to DIS for review and approval.

   1. Absence With Stipend
      Fellows, because they are not employees, do not earn annual or sick leave. However, they should be excused for Federal holidays and any other time the government is closed. Fellows should be given 20 days per year for illness, personal emergencies, and vacations when awards are for more than 90 days. The number of days should be prorated for Fellowships less than one year. These excused absences do not accrue year-to-year and reset every year on the date of renewal. Preceptors should also provide flexibility for travel for interviews, and these absences should not be counted towards the 20 days of leave. Preceptors may exercise discretion in granting additional short absences (less than a week per year) as they deem appropriate. More extended absences must be approved by the ICO Scientific Director.
      
      Twelve weeks of excused absence will be granted for the birth, adoption, or foster care placement of a child or other family health care. In addition, ICOs must excuse absences to accommodate a trainee’s military obligations, i.e., active duty, active duty training, and inactive duty training Not to Exceed (NTE) six weeks per year.

   2. Absence Without Stipend (AWOS)
      Absence without stipend may be approved by the preceptor with concurrence from the respective ICO Scientific Director, DDIR and DIS. To temporarily suspend stipend payments, the ICO must enter the effective date to temporarily stop stipend payment in NBS FPS and must reactivate the award in the NBS FPS to resume payment.
      
      For absences of four to twelve months, the appointment clock may be extended to reflect the period of the absence without stipend, if allowed by immigration rules and regulations. To avoid violation of immigration rules and regulations, DIS must be notified of and concur with any extended absences. Further, certain immigration rules and regulations require continued health insurance at all times during the Fellowship, even when a Fellow travels outside the United States.
      
      If a Fellow with the FAES health insurance plans to be AWOS for less than 60 days, NIH requires the Fellow provide any necessary payment(s) for the continuation of their health insurance coverage as the ICO will not pay health insurance premiums during this time. Specifically, Fellows planning to be AWOS for less than 60 days must, prior to taking leave, complete a continuation of coverage application through FAES and pay their health insurance coverage premiums on the first day of the month following the start date of the AWOS. Further, the Fellow must continue to make such payments on the first day of the month, every month, while the Fellow is AWOS.
      
      For example, if the Fellow is AWOS during the period of June 15th through August 15th, the Fellow must pay their health insurance premiums beginning July 1st, the first day of the month following the start date of the unpaid absence, and pay their health insurance premium on August 1st, and continue to make their health insurance premiums on the first day of each month the Fellow is in unpaid status
      
      Should a Fellow with the FAES health insurance plan to be absent without stipend for more than 60 days, the Fellow may choose to stop coverage and not pay the premium; however, a Fellow in J-1 status must ensure they maintain continuous health insurance coverage for themselves and their dependents in J-2 status. If a Fellow drops FAES insurance, they must obtain alternative insurance which meets or exceeds DOS regulations. Information regarding full J-1 health insurance requirements may be accessed at “J-1 Exchange Visiting Program Certification Health Insurance Coverage” on NIH Form 829-6. The Fellow is advised to consult with FAES before beginning AWOS status. The Fellow may elect to use COBRA to continue their health insurance during this period of absence; for this option, the Fellow must complete a COBRA application through the FAES. Generally, COBRA health insurance coverage is limited to 18 months. Upon return to NIH, the Fellow may reenroll as a new subscriber in the FAES health insurance plan.
      
      Regardless of the total time spent in unpaid absence, respective ICOs must provide written notification, generated from NBS FPS to FAES and DIS, to advise the start and end dates of the unpaid absence. Upon the Fellow’s return to NIH, ICOs will provide written notification, generated from NBS FPS to the FAES, OFM, and DIS to advise of their return to paid stipend status.
      
      Fellows must understand they cannot participate in the Federal retirement plan, will not have Social Security/Medicare deductions, and in the instances that the Fellow would need to pay for insurance premiums directly (extended leave and rehire within 60 days), they must do so on an after-tax basis since they are not eligible for pre-tax deductions.

6. Travel
   Please refer to the NIH Manual Chapter 1500 – Travel Policies and Procedures – for comprehensive NIH travel information and how it affects travel for Fellows. The policy manual contains travel information for both Full Time Equivalent (FTE) and non-FTE designations. Fellows fall under the non-FTE sections. Notable is Chapter 10, “Temporary Duty (TDY) Travel and Relocation of Non-FTE Persons.”
   
   Payment of travel cost for relocation to NIH for a postdoctoral fellow (including dependents, movement of household goods, and temporary storage of household goods) not to exceed (NTE) $3,000 is permitted at the discretion of the IC; no allowance for return travel is authorized. Such relocation costs may not be authorized for predoctoral fellows. A personal check covering a travel advance overpayment must be submitted to the Cashier’s Office attached to a copy of the travel voucher. Any un-recovered overpayment will be treated as a debt owed to the U.S. Government.
   
   Payment of travel to scientific meetings or training at a remote site for predoctoral or postdoctoral fellows is at the discretion of the IC and is subject to availability of funds.
   
   Predoctoral and Postdoctoral Fellows may accept payment only on an “In Kind” basis to cover travel and per diem expenses from an outside entity while attending an “official duty” type event for the purpose of teaching, speaking, or writing (such as presenting a paper at a scientific meeting), provided there is no conflict of interest in the source of the funds. No honorarium, or compensation for services rendered, may be accepted. Reimbursement must be from non-Federal funds. Fellows must request, and receive, advance approval, in writing, from the IC Scientific Director to accept outside travel reimbursement. The HHS Form 348 is not to be used since Visiting Fellows are not Government employees. However, IC administrative staff, on behalf of a Visiting Fellow, must complete an Acceptance Letter and a Certification Checklist indicating that the funding source is non-Federal. For additional information, see NIH Manual Chapter 1500-10 – Temporary Duty Travel and Relocation of Non-FTE Persons. Also see Guidelines for Non-FTEs (Trainees) for NIH-related Activities, Outside Activities, and Awards and DIS Outside Activity information.

   When a separate travel allowance is available through an outside sponsor, at its discretion, an IC may supplement that allowance only to the extent that outside funding is insufficient to pay authorized travel costs.
   
   Fellows must reimburse the OFM, NIH, for all travel advance overpayments no later than when a Fellow terminates his/her Fellowship (even if the Fellowship is terminated for cause). The Fellow’s termination documents should not be approved until verification has been given that there are no outstanding overpayments due from the Fellow. A personal check, covering the travel advance overpayment, must be submitted to the OFM Fellowship Payment Office with a copy of the corresponding travel voucher(s). Any unrecovered overpayment will be treated as a debt owed to the U.S. Government and accrue interest and penalties if reimbursement is not paid in a timely manner.

7. Retirement Benefits
   Fellows are not U.S. Government employees and, therefore, are not eligible for Federal retirement benefits.

1. Income Taxes
   Stipend are subject to Federal, state, and local income taxes. The Office of Financial Management (OFM) prepares and sends appropriate income information to the Internal Revenue Service (IRS) and to Fellows on an annual basis. The OFM will withhold Federal taxes for all Fellows, unless the DIS determines the Fellow is exempt under a tax treaty between the Fellow’s country of tax residence and the United States. ICOs must notify OFM if a Fellow becomes a U.S. lawful permanent resident mid-award so that Federal taxes are no longer withheld from their stipends. If a Fellow’s status so changes, the Fellow must file estimated Federal taxes on a quarterly basis.
   
   Fellows are also responsible for paying state and local taxes on a quarterly basis, unless exempt under a tax treaty and living in a state recognizing such a treaty. Although most states recognize tax treaties between the U.S. and some foreign countries, the State of Maryland, for example, does not recognize tax treaties. General tax information may be found on the DIS “Taxes" website.
   
   Since interpretation and implementation of the tax laws are the responsibility of the IRS and courts, Fellows are encouraged to consult their local IRS office and/or tax advisor with questions regarding the applicability of the current tax code to the taxability of Fellowships, the proper steps to be taken regarding tax obligations and concerns specific to their situation.

2. Social Security/Medicare
   Since fellowships are considered awards for training and not wages for services, neither Social Security nor Medicare is deducted from stipends. Although definitive determinations regarding Social Security obligations and coverage must be made by the IRS and the courts, Fellows are not considered to be self-employed but in training for purposes of coverage under the Social Security Act and, therefore, are ineligible to make Social Security or Medicare payments on their own behalf. For further information, Fellows are encouraged to consult their local IRS office and/or tax advisor.

3. Tort Claims
   Visiting Fellows will likely be covered under the Federal Tort Claims Act (28 U.S.C. 2671 et seq.) and under section 224 of the PHS Act (42 U.S.C. 233(a)), from personal liability for damages or injuries that arise from actions occurring within the scope of their Federal assignment so long as the Visiting Fellow is under the direct control and supervision of a Federal employee. However, the ultimate decision on issues of coverage is made on a case-by-case basis by HHS Office of General Counsel, DOJ, and, ultimately, the courts, and depends on the circumstances (e.g., including the activities of the Visiting Fellow and the proximity of the supervision).

4. Outside Employment
   Fellows must be physically present at NIH facilities; they cannot be assigned elsewhere. When not prohibited by immigration rules and regulations, outside employment for Fellows must be approved in accordance with NIH Intramural Research Program “Guidelines for Non-FTEs (Trainees) for NIH-Related Activities, Personal Capacity (Outside) Activities and Awards”. OIR and DIS approval is required prior to the beginning of outside employment.

5. Occasional Lectures, Short-Term Consultations, and Other Activities
   Fellows may engage in occasional lectures, short-term consultations and other activities that are directly related to their Fellowship program and are either NIH-related (uncompensated) or personal capacity (outside) activities. Follow the “Guidelines for Non-FTEs (Trainees) for NIH-related activities, Personal Capacity (Outside) Activities and Awards”.
   
   In addition to obtaining the appropriate approval based on the Guidelines, Fellows, particularly those sponsored by NIH as J-1 Exchange Visitors, must obtain permission, in writing, from the DIS prior to the event by submitting a “Request for Outside Activity”.
   
   When a new outside activity is disclosed that involves a foreign academic or research institution or government, it is essential to discern the true scope of that activity and whether it can be considered an official duty activity. Please review the Avoiding Undue Foreign Influence on IRP Research.

6. Publications and Inventions
   Fellows, like employees and others working at NIH, are bound by all provisions and regulations regarding publications and inventions. Refer to NIH Manual Chapter 1183, “NIH Publications and Audiovisuals: Preparation, Review, Approval, and Distribution” for guidance regarding publications and presentation of scientific research.
   
   Refer to Executive Order 10096, as amended, 45 CFR Part 7, and any orders, rules, regulations or policies issued thereunder for inventions conceived or first actually reduced to practice while at NIH, as well as by the appropriate NIH policy issued by the Office of Technology Transfer (OTT), OIR, OD. Fellows will promptly disclose to the appropriate NIH Officials all inventions they conceive or first actually reduce to practice during their award at NIH, and will sign and execute all papers necessary for conveying to the U.S. Government the rights to which it is entitled by virtue of Executive Order 10096, as amended.

7. Privacy Act
   Records must be maintained in accordance with Privacy Act System Notice: 09-25-0140, International Activities: International Scientific Researchers in Intramural Laboratories at the National Institutes of Health, HHS/NIH/FIC/ORS/DIRS (note: now HHS/NIH/OD/OM/ORS/DIS).
   Information submitted for award under this chapter may be shared with other U.S. Government agencies at the discretion of the NIH or as requested under U.S. Federal law. 

8. Retention and Disposal of Records
   All records that pertain to this chapter must be retained and disposed of under the authority of NIH Manual 1743, “Managing Federal Records”. These records must be maintained in full compliance with current NIH Records Management guidelines. If necessary, backup file capability should be created for this purpose.
   
   Records to include NIH e-mail and Text messages, including attachments that are created and/or received on Government furnished accounts / equipment, NIH computer systems or transmitted over NIH networks that are evidence of the activities of the agency or have informational value are considered Federal records. These records must be maintained in accordance with current NIH Records Management guidelines.

   E-mail and Mobile Text messages used to conduct official government business are considered Government property, and, if requested for a legitimate Government purpose, must be provided to the requester: NIH staff conducting official reviews or investigations, and the Office of Inspector General who may request access to or copies of the e-mail and/or text messages. E-mail and/or Text messages must also be provided to Congressional oversight committees if requested and are subject to Freedom of Information Act requests. Back-up files are subject to the same information requests as original messages and documents.

   Contact the appropriate Records Liaison within the NIH Institute, Center, or Office (ICO) for additional information.

Visiting Fellowships are authorized by Section 307 of the Public Health Service Act [42 U.S.C. 242(l)], and PHS Regulations at 42 CFR, Part 61, Subpart A. In addition, the following authorities provide training opportunities at NIH:

1. The Director, NIH, may conduct and support research training for which Fellowship support is not provided under Section 487 of the PHS Act and which is not residency training of physicians or other health professionals [42 U.S.C. 282(b)(11)(B)];

2. The Directors of the national research Institutes may conduct and support research training for which Fellowship support is not provided under Section 487, and which is not residency training of physicians or other health professionals [42 U.S.C. 284(b)(1)(C)];

3. The National Center for Complementary and Integrative Health (formerly the National Center for Complementary and Alternative Medicine), NIH, may conduct research training as described in 42 U.S.C. 287c-21(a).

4. 42 CFR Part 63, Public Health Service Regulations re: Traineeships