Proposal Submission Guide


Facility and Administrative Costs (Formerly Known as Indirect Costs)

The latest policy and rates can be found at here or call 632-9949

What are Facility and Administrative Cost, also known as IDC Cost?

F&A or IDC Costs are real costs incurred by the University/Center and Institution in support of research/sponsored activities but cannot be identified with a specific award.  The cost result from shared services such as libraries, utility costs, general departmental, unit/school and sponsored program’s administrative expenses and depreciation for buildings and equipment.

Who sets the IDC/F&A rate?

SUNY Stony Brook in conjunction with The Research Foundation of State University of New York applies each year for rate renewal and approval through its cognizant agency.  Currently SUNY Stony Brook’s cognizant agency is The Department of Health and Human Services  

How can I find a listing of SUNY Stony Brook’s current approved rates?

An up to date listing on the SUNY Stony Brook approved IDC/F&A rates are listed on this web site or you can contact your Sponsored Program representative.

What types of rates are there?

There are many different types of rates the most common are: Total Direct Cost (TDC), Modified Total Direct Cost (MTDC), Sponsor Set, Administrative, Evaluative and Testing and Other Sponsored Programs.  The most common is MTDC.

What does MTDC mean?

Modified Total Direct Cost is calculated by excluding alterations and renovations having a cost of $15,000 or more, in/out patient care, rental maintenance of off-site activities, student tuition, participant support cost (student aid, stipends, travel, etc.), amounts over the first $25,000 of each subcontract and equipment over $5,000. Most federal programs use this rate.

What is the difference between MTDC and TDC?

Total direct cost include all cost associated with a sponsored project including those items excluded in Modified Total Direct Cost  

Are these rates prorated if I am not doing all of my work on campus?

Yes, There is also a rate for work totally done off campus.  To determine the off and on campus rate, only the Stony Brook personnel effort is considered (effort on any subcontract is excluded).  After determining the amount of all effort, ascertain the effort that is only for off campus.  The effort for off campus is divided by the total effort.  The closest increment to 25%, 50%, 75% or 100% is considered as the off-campus percentage.

What is an Administrative rate used for?

Administrative rates applies to funds received in support of research or training activities where the sponsor provides the funds in advance and without further obligation on the part of the institution: no constraints on how the funds may be used, no financial or technical reporting requirements, no claims to copyright nor other claims to the ownership or licensing of intellectual properties.

This rate should also be used for:

  • Income from external sources deposited to Service and Facility Accounts and Copyright and/or licenses not flowing through the Campus Royalty distribution policy and other authorized income accounts.
  • Fellowship awards from sponsors who do not have their own policy.
  • Awards made specifically and solely for support of a conference, seminar, or workshop to be held at the Stony Brook campus.

What is an Evaluative Testing rate used for?

The Evaluative Testing rate is used for agreements with companies providing a specific company-issued protocol to be used in testing and evaluating a new or investigational device, drug, or compound that they own.  Such testing must be required to obtain or maintain federal government approval.

What is a Sponsor Set rate?

Some sponsors may have their own policy on these types of costs all.  If you run across a situation like this make sure to include documentation on the rate allowed in COEUS. 

Unless there is a written Facility and Administrative (F&A) sponsor policy, full F&A recovery must be included in your budget.  Institutional support for Facility & Administrative cost is   orchestrated in advance by the Office of the Vice President for Research, however, is fully funded by departments, chairs or deans and not by the Office of the Vice President for Research.  Efforts to waive a sponsor’s share of F&A costs to enhance competitiveness remain the fiscal responsibility of the unit(s) benefiting by the waiver.  (See Section VII, University Support)

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