Overheads Policy

1. Purpose

SEA DREAM funds the direct costs of research. Depending on the location and type of the organisation, we may also fund overheads. This policy is intended to provide applicants and grantees with clear information on what overheads costs they can request from SEA DREAM and the rate they are supposed to apply.

More information: SEA DREAM’s Cost Eligibility Guide

 

2. Our policy

Organisations can ask for overheads if they are a:

• University outside the United Kingdom (UK)
• Research organisation that does not receive core funding from Wellcome for overheads
• Charitable or not-for-profit organisation
• Small or medium-sized commercial organisation

Organisations can also ask for overheads on any part of the grant that is sub-contracted to any of the organisations meeting the above criteria.  However, a UK university cannot ask for overheads either as a consortium member or as a sub-contracted organization. 

Eligible costs under Overheads can include:

• Estates, for example building and premises.
• Utilities such as electricity, gas and water costs, and landline phone charges, based on an estimate proportionate to activities funded under the grant.
• Standard IT charges, based on an estimate proportionate to activities funded under the grant.
• Technical, administrative and institutional support services to the research activities, such as grant management costs, personnel, IT, procurement, finance, library, and room hire, not covered within staff costs.

These costs must directly support the activity funded by the grant. The total cost for overheads should not be more than 20% of the total direct project costs, where the latter means

1. Staff costs 
2. Travel and Subsistence 
3. Materials and Consumables 
4. Equipment 
5. Training and Development 
6. Direct Research 
7. Outreach and Dissemination 
8. Other Costs 

 Costs covered within your requested overheads cannot be charged as direct costs.

3. How to apply for these costs

Organisations which have an externally validated overhead rate may request their contribution based on this rate. If an organisation cannot provide an externally validated rate, then they will be required to provide a breakdown of the costs requested.

If you are requesting funds for overheads, you will need to provide a letter from your Finance Director providing information on how you have calculated these costs in your application.  

If your organisation has an externally audited or otherwise verified methodology for calculating overhead rates, then the letter must include: 

• Confirmation of the validated rate
• How the rate was arrived at/who provided the rate
• When the rate was last reviewed
• Where details of the rate can be found

If your organisation does not have an externally audited or otherwise verified methodology for calculating overhead rates, then the letter must include: 

• A breakdown of the costs requested.
• Confirmation that the request is a true representation of the costs incurred.