INDIRECT COST RATE EXCEPTION REQUEST Form

What is the Indirect Cost Rate Exception Request

The Indirect Cost Rate Exception Request is a formal document used by organizations to seek approval for an exception to the standard indirect cost rate. This request is typically necessary for entities that receive federal funding and need to justify a higher or different rate than what is typically allowed. Understanding the purpose of this request is crucial for compliance with federal regulations and for ensuring that organizations can recover appropriate costs associated with their projects.

Steps to Complete the Indirect Cost Rate Exception Request

Completing the Indirect Cost Rate Exception Request involves several key steps:

1. Gather necessary documentation that supports your request, including financial statements and cost allocation plans.
2. Clearly identify the reason for the exception, detailing the unique circumstances that justify the need for a different rate.
3. Fill out the request form accurately, ensuring that all required fields are completed and that the information is consistent with your supporting documents.
4. Review the completed form for accuracy and completeness before submission.
5. Submit the request to the appropriate federal agency or funding source, adhering to any specific submission guidelines they may have.

Required Documents

When submitting the Indirect Cost Rate Exception Request, specific documents are typically required to support your case. These may include:

• Current financial statements, including balance sheets and income statements.
• A detailed cost allocation plan that outlines how indirect costs are distributed.
• Justification letters or memos explaining the need for the exception.
• Previous indirect cost rate agreements, if applicable.

Eligibility Criteria

To be eligible for an Indirect Cost Rate Exception, organizations generally must meet certain criteria. These may include:

• Being a recipient of federal funds or grants.
• Demonstrating that the standard indirect cost rate does not adequately cover the organization's expenses.
• Providing a clear rationale for the requested exception, supported by financial data.

Filing Deadlines / Important Dates

It is essential to be aware of any filing deadlines associated with the Indirect Cost Rate Exception Request. These deadlines can vary depending on the federal agency or funding source involved. Typically, organizations should submit their requests well in advance of the funding period to ensure timely processing. Keeping track of these dates helps avoid delays in funding and project implementation.

Form Submission Methods

The Indirect Cost Rate Exception Request can usually be submitted through various methods, depending on the guidelines provided by the funding agency. Common submission methods include:

• Online submission through the agency's designated portal.
• Mailing a hard copy of the request to the appropriate office.
• In-person submission, if applicable, during designated office hours.