The primary source for identifying costs which may be charged to grants, contracts, and other agreements is the Uniform Guidance (link is external) prepared by the Office of Management and Budget (OMB). The document identifies costs that may be charged to these agreements and further clarifies which of those costs may be charged as direct costs and which may be charged as indirect costs. While not all of the projects sponsored at Duke are federally funded, and while not all sponsors allow the inclusion of indirect costs in a project budget, the distinction between direct and indirect costs must be maintained throughout the University.
Not every cost associated with a project may be included in the budget. For example, entertainment costs are not allowable either as direct or F&A costs.
A sponsor's program announcement may identify costs which cannot be included in the budget, although they would qualify as direct costs according to Uniform Guidance.
Sponsors may also limit the dollar amount in certain budget categories. For example, salary caps may be set in place as part of appropriation legislation or agency policy. Many federal agencies also limit payment to individual consultants.
For either Indirect (F&A) costs or direct costs, the federal government identifies specific activities or transactions that are not allowed to be charged to sponsored research, either as a direct cost or an F&A cost. The following costs have been specifically identified by the government as unallowable on government grants and contracts.
The list below is not all-inclusive. Individual agency and program requirements may list other "unallowable" costs. When in doubt, adhere to the federal government's Uniform Guidance (link is external).
- Advertising for general promotion of the University, including printed materials, promotional items, memorabilia, gifts, and souvenirs
- Advertising for recruitment purposes that includes color or is excessive in size
- Alcoholic beverages
- Alumni or fundraising activities
- Bad debt write-offs
- Charitable Contributions
- Commencement expenses
- Decorative objects for private offices
- Fine/original art
- Fines and penalties
- First-class/business-class air travel differentials
- Gifts, prizes, and awards
- Goods or services for personal use
- Memberships in airline travel clubs
- Memberships in civic, social, community organizations or country clubs
- Faculty and exempt staff salary in excess of base rates paid by the institution.
- Selling or marketing products or services of the University.
- Social events