Grants & Awards: DHP: FAQs:

Documentary Heritage Program FAQs

Application Content - Budget and Cost Sharing

  1. What if an existing employee works on the grant project

    The answer to this question depends on whether the employee is paid with grant funds or by your institution.
    • Grant funds may be used to cover additional work hours of existing staff provided that they do grant project-related work during those hours (e.g., Luca’s work schedule at the historical society is 15 hours per week. Ten hours are added to his work week to do grant project-related work. He is paid for those extra ten hours with grant funds.).
    • However, grant funds may not be used to cover the regular salary of an existing employee to work on the grant project during her regular working hours. Unless, that is, the applicant organization can demonstrate that the employee’s regular work assignment during those 15 hours will be covered by a replacement and that the replacement will be paid with non-grant funds. (e.g., Nayla is a full-time employee at the historical society. Fifteen hours out of her regular 35 hour workweek will be spent working on the grant project. She will be paid for those 15 hours with grant funds. The historical society will hire Stella, a temporary worker, for 15 hours per week to do the normal work Nayla would have been doing had she not been working on the grant project. Stella will be paid for those 15 hours with non-grant funds.)
    • Regular staff salary and benefits, paid by the applicant organization, can count towards Cost Sharing for the portion of work that relates directly to the grant project, (e.g., Emma is an employee of the historical society. Some of the work she does is grant project-related (taking calls, responding to email, scheduling meetings, and doing word processing and data entry). A portion of her salary and benefits - paid by the society - counts towards their cost sharing.

  2. Is a consultant's travel an additional expense, or is it included in the consultant’s daily rate?

    The consultant's travel is an additional expense and should be listed and justified on the Travel Form (Code 46).

  3. Can my project advisory committee's time be allocated to our Cost Sharing?

    Yes, as long they volunteer their time and it is directly related to the project. Advisory committee members' mileage to attend meetings, if paid by the members, may also be used as part of the cost share.

  4. Is donation to our institution that was not designated for a specific function or project, but subsequently allocated s to the proposed project, be considered part of our Cost Sharing?


  5. Can funds from another grant be allocated as part of our DHP Grant Cost Sharing?


  6. If my organization's trustees work on the project, can their time be allocated as part of our Cost Sharing?

    Yes. The time that anyone donates to the project can be considered part of the Cost Sharing requirement.

  7. Can we apply the time we spend writing our DHP grant application to Cost Sharing?


  8. Is the percentage of Cost Sharing required in a project calculated using the entire cost of the project or using only the requested grant amount?

    The percentage of Cost Sharing (whether 20% for Documentation projects or 50% for Arrangement & Description projects) is calculated using the total cost of the project For example, if you are doing an Arrangement & Description project and your total project costs are $15,000 (grant request plus Cost Sharing contribution), your cost sharing contribution would be $7,500.

  9. Can we use our Indirect Cost (calculated at 2.5%) as part of our cost sharing contribution?

    Yes, contributing the indirect cost of your total project expenditure as part of your cost share is acceptable.

  10. What is the Indirect Costs (Code 90) rate this year?  The guidelines say 2.6%, but the FS-10 says 2.5%.

    The Indirect Costs rate this year is 2.5%.