LAS Policy and Process for F&A Waiver Requests

Purpose

To establish a clear and consistent process for LAS faculty to request reductions or waivers of Facilities & Administrative (F&A) costs, in alignment with university policy and sponsor requirements.

 

Policy Overview

F&A (indirect cost) rates are established through the University’s federally negotiated agreement and are expected to be applied to all sponsored projects unless an exception is justified and approved.

  • Standard expectation: The full applicable F&A rate will be applied.
  • Waivers are limited: Requests for reduced or waived F&A will be considered only under specific and well-documented circumstances.
  • Final approval: All F&A waivers require college-level review and SPA approval prior to proposal submission.

 

Eligibility for F&A Waivers

F&A waivers may be considered when:

  • The sponsor has a published policy that limits or prohibits F&A recovery
  • The sponsor is a non-profit or foundation with a stated or customary rate below the University’s negotiated rate
  • The sponsor provides clear guidance encouraging or requiring institutional approval for reduced rates
  • Other exceptional circumstances exist and are supported by a strong justification

Requests outside these conditions are rare and require compelling rationale.

LAS Process for Requesting an F&A Waiver

Step 1: Submit a Request

Faculty PIs and unit grant personnel must submit all requests through the LAS form:

Submit F&A Waiver Request

Requests should include:

  • PI name, unit, sponsor, and proposal details
  • Applicable and requested F&A rates
  • Rationale for the waiver
  • Supporting documentation (e.g., sponsor guidelines)
  • Confirmation of Unit Executive Officer (EO) approval

Step 2: LAS Office of Research Review

The LAS Office of Research will:

  • Confirm completeness of the request
  • Review documentation and rationale
  • Prepare materials for college-level review

All submissions are centrally tracked through the LAS Office of Research system. 

Step 3: College-Level Review and Approval

Requests are reviewed through the following process:

  • Associate Dean for Research and/or area Associate Dean(s) — review and recommendation
  • Dean of LAS — final college-level approval (as applicable)

Approvals are documented and shared with the submitting unit.

Step 4: SPA Review and Final Approval

All approved LAS waiver requests must be submitted with the proposal to Sponsored Programs Administration (SPA) for final review and approval prior to submission. 

Submission Timeline

To allow sufficient time for review and approval:

  • Submit F&A waiver requests to LAS at least 7 business days prior to the proposal deadline
  • This timing supports compliance with SPA review requirements prior to submission

Late requests may not be feasible to process.

 

Review Considerations

Requests are evaluated based on:

  • Sponsor policy and precedent
  • Clarity and strength of justification
  • Alignment with institutional and college priorities
  • Financial impact on the project and LAS resources

 

Important Notes

  • Approval of an F&A waiver is not guaranteed.
  • Requests must be fully documented and justified.
  • Approved waivers must be included in proposal materials submitted to SPA.
  • Units are encouraged to consult with grant support staff early in proposal development to determine whether a waiver is necessary.

 

Contact

For questions, please contact the LAS Office of Research:
las-research@illinois.edu