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IU Rates (Fringe, Facility & Admin)
Various rates may be needed as you prepare your proposal budget for submission to external agencies for funding.
What are Facilities & Administration (F & A) rates?
- Depreciation and use allowances (buildings, capital improvements to land and buildings, and equipment)
- Interest (interest on debt associated with certain buildings, equipment and capital improvements)
- Operation and maintenance expenses (janitorial and utility services, repairs, furniture and equipment, grounds, maintenance and operation of buildings, security, disaster preparedness, environmental safety, hazardous waste disposal, insurance, planning and management, central receiving)
These are general expenses incurred by administrative offices that serve the entire university system, including central offices of the institution such as:
- institution-wide financial management
- business services
- budget and planning
- personnel management
- safety and risk management
- the office of the General Counsel
- operations of the central administrative management information systems
Departmental administration expenses
- administrative and supporting services that benefit common or joint departmental activities or objectives in academic deans' offices
- academic departments and divisions
- organized research units, including institutes, study centers, and research centers
Sponsored projects administration expenses
Incurred by a separate organization established primarily to administer sponsored projects and may include:
- grant contract administration
- special security
- editing and publishing of research and other reports
Includes the cost of books and library materials purchased for the library, less any items of library income that qualify as applicable credits.
Student administration and services
Administration of student affairs and services to students may include expenses such as:
- activities as deans of students
- counseling and placement services
- student advisers
- student health and infirmary services
- commencements and convocations
Facilities and administrative cost rates FY 2020-2027
Facilities and administrative cost rates have been established for the period of July 1, 2019 through June 30, 2027. Please use these rates on proposals as appropriate based on the rate effective at the start of the proposal year.
Note: All rates effective July 1, 2019 through June 30, 2023 received an extension to June 30, 2027. Any agreements already in place prior to July 1, 2019 will utilize their current rates through the remainder of the project or the current competing segment.
|Rates Applicable To||7/1/2017 - 6/30/2019||7/1/2019 - 6/30/2027 or Until Amended|
|Organized Research - On Campus||57.5%||58.5%|
|Organized Research - Off Campus||26%||26%|
|Instruction - On Campus||47.5%||46.5%|
|Instruction - Off Campus||26%||26%|
|Other Sponsored Agreements (service) - On Campus||32%||32%|
|Other Sponsored Agreements (service) - Off Campus||26%||26%|
Rates for Retirement and Fringe Benefits
Effective July 1, 2023
Use these rates on all proposals. These are pooled benefits and all persons are charge based upon object codes and not on benefit entitlement.
|B||Summer session salary for 10 month appointees||2010||29.37%|
|C||Non-exempt staff||2500, 2504||40.43%|
|D||Hourly non-student appointees in positions requiring more than 900 annual hours of work (includes PERF retirement plan)||3050, 3100, 3200, 3205, 3210||17.61%|
|E||Hourly non-student appointees in positions with less than 900 annual hours of work||2300-2310, 2333-34, 2342-44, 2362-64, 2392-94, 3000, 3150, 3250||6.55%|
|F||Supplemental payments for those doing internal consulting||4580, 4588||6.55%|
|G||Qualified graduate student employees (Appointed at 37.5% or more for at least one full semester, and taking at least 6 credit hours); or qualified fellowship recipients||N/A||1, 2|
(See Additional Rates below)
|H||Student||2331-32, 2340-41, 2350-61, 2370-91||0%|
|Group||Retirement||FICA||Other Fringe Benefits||Total|
Jan 1 – Dec 31
Jan 1 – July 31
Aug 1- Dec 31
2Group G: Graduate Student Fee Remissions
Budget graduate student fee remissions in accordance with University Policy SPA-11-010, "Payments and Fee Remissions to Graduate Students on Sponsored Programs".
Indiana University Operating Budget - Employee Benefit Calculation Percentages
Additional rates are available from the University Budget Office 2023-24 Operating Budget Employee Benefit Calculation Percentages document.
Lab Animal Resources Per Diem Rates
Lodging and Per Diem Rates
Lodging is reimbursed at actual cost and Per Diem at the rates used by the federal government. Rates vary based on destination. When the city is unknown, it is suggested that you budget Per Diem at $64 for domestic travel to most large cities.
Calculating F & A costs for your proposal
Base is modified total direct costs (MTDC), consisting of all salaries and wages, fringe benefits, materials, supplies, services, travel, and sub-grants and subcontracts up to the first $25,000 of each sub-grant or subcontract (regardless of the period covered by the sub-grant or subcontract). Modified total direct costs shall exclude equipment, capital expenditures, charges for patient care, tuition remission, rental costs of off-site facilities, scholarships, fellowships, and participant support costs, as well as the portion of each sub-grant or subcontract in excess of $25,000.
The Central ICR Allocation Formula
(As of April 2023)
- In most cases, IU currently receives 58.5 cents in indirect cost recovery (ICR) on top of every $1 it receives in federal grants. That ICR is intended to be used to help pay for the cost of research infrastructure not otherwise covered by grants. Unlike most other universities, IU returns the vast majority of ICR directly to schools, retaining centrally only 5 cents of each 58.5 cents received in ICR (about 9% of ICR) to help cover a small portion of research infrastructure.
- Going forward, IU will retain centrally 30% of ICR from grants awarded or renewed on or after July 1, 2023 (“applicable grants”), whatever the amount of ICR received. For existing grants, IU will continue to retain centrally 5 cents of the ICR received on each dollar of grants to IU, as it does now.
- NOTE: All awards transferred from other institutions will be considered to be new awards as of the date of the Notice of Award (NOA) or fully executed agreement, whichever applies, for the purposes of this new Central ICR allocation formula.
- ICR retained centrally will be used to help cover research infrastructure. What specifically will be covered will depend on the amount of funds available and the urgency of specific needs. In FY24 ICR retained centrally should total about $23 million and by FY27 $34 million.
- IU Research plans to use these funds to address needs in the following areas:
- Mission critical research infrastructure and personnel including in pre- and post-awards, compliance, research development, and innovation and commercialization.
- Research and animal space renovations and improvements;
- Research infrastructure and equipment;
- University-wide labs, cores and core services, and centers/institutes;
- Start-up and retention packages for faculty;
- Big initiatives and opportunities aligned with the IU 2030 Strategic Plan;
- (Required) Cost-matching on external grants and contracts;
- At least two schools have a financial commitment to finance debt with ICR and until or unless that is shifted to another source of funding, IU will contribute proportionately from its pool of retained ICR from those schools to the cost of debt service.
- The determination of how retained ICR is used will be made by the Vice President for Research, in consultation with the Provost, Chancellor, and deans, subject to an overall allocation plan approved by the Executive Vice President for Finance and Administration.
- IU Research plans to use these funds to address needs in the following areas:
- Of the remaining 70% of ICR from applicable grants, IU will distribute:
- 10% of the ICR from their grants to the research accounts of the PI(s), subject to applicable policies on individual research account balances;
- 10% of the ICR from their grants to the department(s) of the PI(s); and
- 50% of the ICR, plus any ICR that exceeds the limits for PIs, to the originating schools/centers in accordance with any existing or new policies or MOUs between the center(s) and the school(s).
- Exceptions to the distribution of the remaining 70% from applicable grants will be granted with the approval of the dean (and center director if applicable), Provost or Chancellor (if applicable), and Vice President for Research.
- The Vice President for Research will report regularly to the President, Provost, Chancellor, and deans concerning the ICR collected and how it is disbursed under this new Central ICR allocation formula. Deans will also be expected to account annually for their use of ICR.
Contact Proposal & Award Services for help
- Email: email@example.com