The Foundation acknowledges it is not possible to have a comprehensive and definitive list of Direct Research Costs (DRCs). The Foundation therefore operates using some core principles outlined below to determine whether particular expenses are acceptable DRCs; these principles recognise that the aims and objectives of the Research Activity funded by the Foundation can impact on what is acceptable as a DRC. In addition, these guidelines also set out a small number of expenses that are not DRCs and on which funds must not be spent. If clarification is required please contact your Administering Institution’s Research Administration Officer (RAO) in the first instance. If required, they may then contact grants@cooperfoundation.org.au.
DRC Principles
The Research Support Package (RSP) provided by The Rebecca L Cooper Medical Research Foundation (“The Foundation”) may be spent on costs incurred for research activities that satisfy all of the following requirements:
- The cost must be integral to achieving the objectives and outcomes of the Research Activity as set out in the Application approved for Funding.
- The cost must not be for facility, administrative or other indirect costs that would be provided by an institution in the normal course of undertaking and supporting health and medical research (e.g. those costs often incurred for common or joint objectives, utilities and services, regulatory and research compliance and administration of research services).
- The cost must not be incurred because of contracting research to be completed by any overseas organisation.
GUIDANCE ON DRCs
Fellowship Salary Support
Salary Support may only be expended on salary and salary on-costs. Funds provided to conduct a Research Activity (RSPs) cannot be used to supplement the Fellows’ salary.
Research Support Package
The RSP component of the award can be used for DRCs. Specifically:
Employment of Research Support Staff
The RSP may be used for salary costs to employ research staff.
On costs
RSP funds can be used for on costs such as annual leave and long service leave entitlements that accrue in respect of research personnel during their employment on that Research Activity. Severance and termination payments and extended leave payments are not DRCs and must not be paid for with Foundation funds.
Biospecimens and associated data
Biospecimen and associated data costs must be a direct requirement of the Research Activity and they must be based upon published cost recovery schedules of biobanks or similar accredited bodies (e.g. pathology services).
Any proposal for prospective funding of a new biobank must specify why the samples cannot be sourced from an existing biobank. Any proposal to establish a new biospecimen collection should seek to use infrastructure or services provided by biobanks or similar accredited bodies.
Comprehensive justification for not using one of these must be provided.
Conferences
The costs of conference attendance are not considered DRCs.
Entertainment, Meals, Hospitality
Restaurant meals, alcohol and other hospitality are not considered DRCs.
Equipment
Funding cannot be applied for or used for equipment costing more than $10,000. The equipment must be unique to the project and essential for the project. A written quotation must be received and held with the RAO of the Administering Institution to be available to The Rebecca L. Cooper Medical Research Foundation on request. The Administering Institution must meet all service and repair costs for the equipment funded.
Computers: Only specialised computing requirements that are essential to meet the specific research needs of a Research Activity would be considered DRCs, including where these are an integral component of a piece of laboratory equipment or are of a nature essential for work in the research field, for example, a computer which is dedicated to data collection from a mass spectrometer, or used for the manipulation of extensively large datasets (i.e. require special hardware).
DRCs do not include personal computers, related peripherals or software needed for communicating, writing and undertaking simple analyses.
Publications and Open Access Costs
The costs of publications, whether by closed or open access, are considered DRCs but such costs should be kept to a minimum and the Foundation must be clearly acknowledged in such publications.
Supplies, Postage, Telephones
For supplies, postage and telephone expenses to be considered DRCs this expenditure must be critical to completing the funded research and must not include supporting administrative or clerical efforts. Examples include a Research Activity that requires significant data collection through an extensive mail survey or a Research Activity that requires the provision of paper notebooks to a large number of workshop participants.
Travel
Travel costs are only DRCs if directly related to the approved research objectives of the Research Activity, such as field work, research collaborations to conduct the Research Activity or for use of facilities in other countries. Airline membership, health insurance and travel insurance are generally not considered to be DRCs.
All travel, accommodation, meals and incidentals must be in accordance with the relevant travel policies and procedures of the Administering Institution and be detailed in a travel diary.
Overseas travel must be formally approved and documented by the relevant Faculty Research Committee (or equivalent) prior to the travel being undertaken.
INQUIRIES and CLARIFICATIONS
All inquiries are to be directed to the Administering Institution RAO in the first instance, who may then contact The Rebecca L. Cooper Medical Research Foundation on grants@cooperfoundation.org.au for further clarification.