Facilities and administrative costs, also known as indirect costs or F&A, are institutional research infrastructure costs that cannot be easily attributed to an individual project or monitored on an individual basis. These include building and equipment use, operations, maintenance, utilities, general departmental administration, telecommunications, library resources, and capital improvements. F&A costs are actual expenses incurred by the university in support of its institutional functions (e.g., sponsored research or education/training).
Baylor University negotiates its F&A rate agreement with the Department of Health and Human Services (our “cognizant agency”) and currently has two predetermined rates. One rate applies to on-campus projects, the other to off-campus projects.
The on-campus rate applies to all proposals including those submitted to non-profit, for-profit, state and federal entities. The negotiated approved rate is 38.5% of modified total direct costs (MTDC).
Application for the off-campus indirect cost rate must be approved by the Office of the Vice Provost for Research for each proposal. The current off-campus federally negotiated indirect cost rate applies to all proposals submitted to non-profit, for-profit, state and Federal entities. Rates on an individual project can not be split between on- and off-campus rates.
Modified total direct costs consist of all salaries and wages, fringe benefits, materials, supplies, services and travel for each award. Additionally, the first $25,000 of each subgrant and/or subcontract, regardless of the period covered by the subgrant and/or subcontract, is also included in the calculation of MTDC. Modified total direct costs excludes equipment, capital expenditures, charges for patient care, tuition remission, rental costs of off-site facilities, scholarships, and fellowships as well as the portion of each subgrant and/or subcontract in excess of $25,000.
The university honors a sponsor's written policy on allowable F&A rates. For example, many training grants limit F&A costs to 8% ofMTDC and many foundations limit F&A costs to 10% of total direct costs. In such documented cases, the OSP will apply the allowed F&A rate instead of the university's federally negotiated rate. For application guidelines that are silent on F&A, the OSP will apply the appropriate federally negotiated rate.
Contact your OSP coordinator with questions about F&A rates.