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As of February 2012 only NIH allows direct cost as part of recruiting costs on federal grants.

Please see the National Institutes of Health Grants Policy Statement:
http://grants.nih.gov/grants/policy/nihgps_2010/nihgps_ch7.htm#cost_principles

"Allowable direct cost as part of recruiting costs on an NIH grant, as long as the institution has an employee/employer relationship with the individual. It is the responsibility of the institution to monitor the status of the individual's visa and ensure they have sufficient time to fulfill the obligations of the research they are being paid for on the grant. However, if the person is already an employee and the cost in question is a visa renewal then this isn't a recruiting cost so the cost would not be an allowable charge to a grant. Expedited processing fees are generally unallowable unless and until they become part of standard processing fees. Fraud fees are allowable if they are required fees. Department of Homeland Security SEVIS Form I-901 is a required fee and is allowable. See also Recruitment Costs in this exhibit."

Please provide documentation to support that the Visa is a recruiting expense, i.e., is an initial rather than a renewal application.

For other federal agencies, the determination of allowability is still pending. In the meantime, please charge a non-sponsored chartstring.

 

H-1B Categories

New Recruitment

1. New/Initial: This involves a new recruitment of a researcher directly from a foreigncountry where the H-1B beneficiary would apply for a visa and enter the US toperform his/her duties under the specialty occupation.
2. Change of Status within the US from onenonimmigrant category to H-1B: This is also considered new recruitment,provided the H-1B beneficiary is not an active employee of Northwestern in anF-1 OPT, J-1, O-1, TN or E-3 category.
3. Change of Employer:  This particular H-1B applies to foreignnationals who transfer from one academic institution or a company toNorthwestern and can be considered as new recruitment for the purpose ofcharging fees to NIH/NSF grants.
4. Amended Petition: If the H-1B is recruited by anew department within NU.

The following H categories cannot be considered as newrecruitment:

1. An extension/renewal of a current H-1B.
2. An amended petition, where the H-1B has eitherchanged positions within the existing department or is a beneficiary of apromotion within the same department/center/institute.
3. Change of status: where the beneficiary holds acurrent position at NU in another nonimmigrant category and wishes to changestatus to H-1B.

J-1Category

New Recruitment

1. New/Initial: This involves a researcher orvisiting faculty with an appointment is coming directly from his/her country ofresidence outside the US.
2. Change of Status: This is considered new recruitment, providedthe individual is not a current employee of NU in another nonimmigrant category(such as H, O, TN, E, and F-1OPT).
3. Transfer: If the J foreign national transfersfrom another institution, it may be considered as a new recruitment.

The following categories cannot be considered as new recruitment:

1. An extension of a current J-1.
2. An amended petition as a result of change inprogram objectives.
3. Change of Status: where the individual holds acurrent position at NU under another nonimmigrant category and wishes to changeto a J-1 status.

The same guidelines apply to O-1, E-3 (visa set-aside forAustralian nationals) and TN (NAFTA Trade Agreement with Canada and Mexico).