NHFP Budget Deadline
Annual Reports Reminder
Congratulations on being selected for the NASA Hubble Fellowship Program (NHFP). The Space Telescope Science Institute (STScI) administers the NHFP on behalf of NASA, in collaboration with the NASA Exoplanet Science Institute (NExScI) at the California Institute of Technology and the Chandra X-ray Center at the Smithsonian Astrophysical Observatory.
Grants Administration is responsible for the administration and management of the NHFP grants in accordance with NASA, STScI, the Association of Universities for Research in Astronomy, Inc. (AURA), and federal requirements, policies, procedures, and standard practices. Fellows, faculty contacts, and administrative personnel are encouraged to familiarize themselves with the NHFP Policy and Budget Guidelines, which detail policies, procedures, and allowable costs for new and continuing fellows. These policies are meant to be used in conjunction with the STScI General Grant Provisions, December 2018. Prior versions of the GGP, June 2016 and August 2006, are available to download.
The content on this page is intended to provide guidance to current fellows. If you are not a fellow and would like information on the application process, please visit the NASA Hubble Fellowship Program site.
Resources and Forms
Frequently Asked Questions
Yes, a no cost extension may be requested to allow payment of page charges for papers that were submitted to a journal prior to the end of the Fellowship.
Provide a letter stating that you have completed all of the requirements for your degree and the estimated date your degree will be conferred. The letter must be submitted by an authorized individual from your graduating institution and on institutional letterhead
STScI does not have a specific requirement for the type of visa obtained by the Fellow. The visa process is the responsibility of the Fellow and their Host Institution. As a result, STScI cannot support any costs related to obtaining or renewing a visa. Please work with your institution to arrive at the most advantageous visa situation for you.
NHFP Fellows generally do not have privileges to access their HF grant in STGMS. The budget proposal is submitted by, and a grant is awarded to, the institution under the direction of the Admin PI (e.g. mentor/advisor). The Fellow (Science PI) can only view the grant. Please work with your faculty contact to submit the budget, report, or request.
Yes, under special circumstances a transfer may be granted. You must send an email, including a justification, to your NHFP Program Lead to receive approval.
Once you have received approval, please work with your faculty contact to submit a Transfer Request via STGMS. To ensure all your active grants are transferred, indicate any awarded GO/AR grants. After the Transfer Request has been submitted, please update your affiliation via MyST.
NHFP pre-award costs are limited to equipment and computing devices; travel that will occur during the grant period of performance; and relocation costs.
No. Travel must occur after the effective start date of the grant.
The cost of a standing desk or ergonomic chair is an unallowable charge under your Fellowship. If it is essential to improving your work environment due to health reason, the cost may be a covered by your Host Institution. Please contact the appropriate personnel at your Host Institution to inquire about the purchase.
No, you may not accept remuneration in the form of cash or in-kind in addition to your annual stipend amount.
NHFP Fellows are eligible to propose for GO/AR grants (exclusive of salary). Determining PI-ship is at the discretion of the grantee institution and should follow their standard practices and procedures. If your institution allows a postdoc to be Admin PI of a grant (other than HF), it is allowable by STScI.
Hiring Status and Benefits
The NHFP does not require a specific title or type of employment. This matter is at the discretion of the Host Institution. You may choose the hiring status that best fits your needs. Should you decide that the initial option is not the best fit, you may choose a different option at the start of a new year.
STScI allows the Fellow and the Host Institution to budget for health insurance in one of three ways. If the Fellow is treated as an employee, apply the approved fringe rate to the stipend; the budget requested amount may exceed the allowable maximum. If the Fellow is not treated as an employee, the budget may contain health insurance costs up to the maximum amount allowed. STScI will consider a request for exceeding the allowable amount if the Fellow is a contractual employee and must purchase health insurance independently.
Current & Pending Support
Since you are logged in under your account STGMS will default to your Current & Pending Support. An administrator at the Host Institution should log in under their account and upload the Fellow’s C&P on behalf of the faculty contact.
All leaves of absence must be in accordance with the standard practices and policies of the Host Institution. If paid leave (medical) is a benefit provided to you and paid for by your Host Institution, Grants Administration does not need to provide approval. For all other situations contact the Grant Administration office for approval.
Fellows are not required to request prior approval when transferring funding from one cost category (i.e. supplies to travel) to another. Funds in the following locked categories - stipend, Hubble Symposium, relocation, and fringe benefits may not transfer. Should you need to transfer other direct costs (i.e Supplies to Travel), that is allowable.
Prior written approval must be obtained from STScI Grants Administration for all foreign travel that is not specified in the approved budget.
The Open Skies Agreement is not a provision that flows down to STScI. NASA requires that grantees are in strict adherence with travel on U.S. flag carriers. This includes flights where a U.S. flag carrier and a non-U.S. flag carrier share a flight number (i.e. a code-shared flight). Booking a U.S carrier operated by foreign carrier, would be considered a U.S. flag carrier.
Allowable: AA 1234 operated by QF 4321
Unallowable: QF 4321 operated by AA 1234
(AA = American Airlines, QF = Qantas Airways)
If use of a U.S. flag carrier extends travel time by 6 hours or more, a non U.S. flag carrier may be used. To request approval, send Grants Administration a comparison of the flight details to justify the necessity.
All travel cost must be in accordance with the written travel policies of the Host Institution. If your institution’s travel policy allows for reimbursement of dependent travel cost, they may be charged to the grant.
The Fellow must pay for airfare costs in excess of the customary standard commercial airfare (coach or equivalent).
Yes. All Fellows must present their research at their respective annual Symposium. Location and date information will be detailed in the Announcements section once determined.
Funds up to the maximum published amount may be requested to support travel to the Symposium.
Any unused funding must be deducted from the next year’s budget request.
Pursuant to IRS regulations, expenses associated with relocation must be treated as taxable income. Your institution is required to make tax withholdings on relocation payments whether they are made directly to you or to a third party on your behalf. Contact your Host Institution’s Human Resources department for information and guidance related to moving expenses and tax withholdings.
Relocation costs must be in accordance with the standard policies and practices of the Host Institution. It is generally allowable to use part of your relocation budget for the purpose of finding housing including:
- The costs of transportation of the employee, members of his or her immediate family and his or her household, and personal effects to the new location.
- The costs of finding a new home, such as advance trips by employees and spouses to locate living quarters and temporary lodging during the transition period, up to a maximum period of 30 calendar days.
- Necessary and reasonable expenses normally incident to relocation, such as the costs of canceling an unexpired lease, transportation of personal property, and purchasing insurance against loss of or damage to personal property. The cost of canceling an unexpired lease is limited to three times the monthly rental amount.
No, you may not be reimbursed for relocation expenses if you relocate to a new institution that is less than 50 miles from your old institution.
If the move is greater than 50 miles, relocation cost must be in accordance with the Host Institution’s policy.
Yes, you are entitled to one relocation allowance.