Baylor Facilities and Administrative (Indirect) Costs

The following facilities and administrative cost rates apply to grants, contracts, and other agreements funded by federal government agencies. The rates listed below should be used for applications to all federal government agencies when requesting support for research or instruction projects unless there is a statutory limit at a rate lower than the negotiated rate. Based on the grant’s start dates you will need to use the rate planned for that period of time. This can mean that the rate changes over the course of a multi-year grant and will even change in the middle of a grant year.

Research Rates
Baylor On-Campus - 60%
Baylor Off-Campus - 26%
Date of DHHS Agreement - May 5, 2022

Instruction Rates
Baylor On-Campus, 35%
Baylor Off-Campus, 26%
Date of DHHS Agreement - May 5, 2022

Other Sponsored Activities
Baylor On-Campus, 33%
Baylor Off-Campus, 26%
Date of DHHS Agreement - May 5, 2022

Please note that the VAMC is considered on-campus.

Provisional from July 1, 2026 until amended use the same rates and conditions as those cited for fiscal year ending June 30, 2026.

Baylor College of Medicine receives awards for work performed by Baylor faculty in affiliated, collaborating and partner hospitals including Baylor St. Luke's Medical Center, Texas Children's Hospital, CHRISTUS Children’s, the Michael E. DeBakey Veteran's Affairs Medical Center, Harris Health, Memorial Hermann - The Institute for Rehabilitation and Research, and Houston Methodist. Some of these institutions have negotiated "affiliate rates" with the U.S. Department of Health and Human Services (in which an academic partner is a part of the negotiation) and others are working in collaboration or partnership with Baylor for research which is conducted there without a negotiated affiliation rate. Budgets should include the accommodation of these working relationships.

The following hospitals have a DHHS negotiated affiliate rate which should be added to the Baylor off-campus rate for those awards to Baylor College of Medicine that are performed at the affiliated hospital. These affiliated rates are listed below:

March 1, 2022 to Feb. 28, 2026
Off-Campus: 26%
Affiliate Rate: 31%
Total Combined Rate: 57%
Affiliate DHHS Date: Aug. 11, 2022

Oct. 1, 2026 to Sept. 30, 2029 
Off-Campus: 26%
Affiliate Rate: 31%
Total Combined Rate: 57%
Affiliate DHHS Date: Aug. 11, 2022

Oct. 1, 2021 to Sept. 30, 2025
Off-Campus: 26%
Affiliate Rate: 34.5%
Total Combined Rate: 60.5%
Affiliate DHHS Date: March 9, 2022

Oct. 1, 2021 to Sept. 30, 2025
Off-Campus: 26%
Affiliate Rate: 15%
Total Combined Rate: 41%
Affiliate DHHS Date: March 9, 2022

Provisional from Oct. 1, 2025 until amended use the same rates and conditions as those cited for fiscal year ending Sept 30, 2025.

The following institutions do not currently have DHHS-negotiated affiliate rates. BCM has agreed to include grants at these institution in the BCM On Campus base thus the BCM on-campus rate would apply. Due to the unique arrangements with these institutions, the distribution of indirect cost payments vary.

Any other institutions should be included as Subawards and a letter of intent should be included in any application that includes their planned budget. Federal awards may include an additional line for indirects up to the first $25,000 of each subaward (regardless of the period of performance of the subawards under the award). The BCM on-campus research rate should be used to calculate the additional indirects for subaward administration.

Non-Profit Sponsors:

Baylor College of Medicine accepts awards and gifts from non-government, non-profit sponsors. Awards received from non-government, non-profit sponsors and donors are accepted at the rate established by respective sponsor or donor.

For-Profit Sponsors:

Basic Research

Effective July 1, 2019, a rate of 60 percent is applicable to all gifts, grants, contracts, and other agreements for research received from for-profit sponsors and donors. This 60 percent rate is applied regardless of location of the work. The for-profit rate of 60.0 percent is applied against a Modified Total Direct Cost (MTDC) Base.

Clinical Trials

Clinical trials sponsored by for-profit entities are charged a 35 percent college overhead rate. The rate is applied to all budgeted items ( e.g., patient care costs, personnel and any invoiceable items, excluding IRB fees). Departments, affiliates and collaborative institutions may also charge an additional overhead rate to cover expenses. In addition, Baylor and affiliates and collaborative institutions apply general overhead rates proportional to the federal rates noted above.

Summary

BCM's facilities and administrative cost rates are established in accordance with the cost principles outlined in OMB PART 200—UNIFORM ADMINISTRATIVE REQUIREMENTS, COST PRINCIPLES, AND AUDIT REQUIREMENTS FOR FEDERAL AWARDS and agreed upon in negotiation with the federal government. All proposals must request the rates shown unless the Senior Vice President and Dean of Research has approved a reduced rate.