The Consultants budget category is used for individuals or firms that provide advice or specific, defined services that support a sponsored project but do not perform substantive project work or directly carry out the project’s scientific aims.
Consulting services may be used to support technical, scientific, or professional aspects of a project when the work is limited in scope and duration and does not involve project design or execution.
Note: UMB faculty cannot be listed as consultants.
When to Use the Consultants Budget Category
Use the Consultants category when an individual or firm:
- Provides advisory services or specialized expertise
- Performs discrete, defined activities
- Does not have responsibility for project design, data interpretation, or decision-making
- Does not carry out a significant portion of the project’s scope of work
Consulting firms may also be included under this category when they provide services that meet the criteria above.
On NIH applications, unpaid consultants may be listed as Other Significant Contributors.
Proposal Requirements
When proposing consultant services, the routed proposal must include:
- A letter of commitment from each consultant confirming their intent to participate
- A description of services or activities to be performed
- An estimate of the time required
- The rate of payment, typically per hour or per day
Consultant compensation must be reasonable and consistent with the consultant’s customary fees for comparable services, particularly for non-government contracts and grants. Always review sponsor-specific proposal instructions, as some sponsors impose limits on consultant compensation.
Budget Justification
The budget justification must include:
- Consultant name and institutional affiliation
- Description of the consultant’s area of expertise
- Explanation of how the consulting fee was calculated
(e.g., $X/day × number of days, hourly rate, or milestone-based payment)
Agreement Requirements
All consulting agreements are issued by Procurement Services.
- A signed consulting agreement must be in place before work begins
- The agreement must clearly describe:
- Services or activities to be performed
- Reports or deliverables
- Timeframe and payment terms
Submit the requisition to Procurement Services in advance to ensure timely execution.
Reference
Procurement Guidelines for Consulting Services
Collaborator vs. Consultant (and Other Project Roles)
The roles of Collaborator, Other Significant Contributor, and Consultant are distinct and have important implications for budgeting, compliance, and contracting.