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eGrants Indirect Cost Rate (IDCR) User Instructions 

eGrants contains a feature that allows users to input Indirect Cost Rate information into their eGrants account. 

Recipients that will be claiming or budgeting for indirect costs on AmeriCorps awards are required to enter the 

following indirect cost rates in eGrants: federally negotiated rates, state negotiated rates, and the use of de 

minimis rate of 10% of modified total direct costs (MTDC). Recipients of AmeriCorps State and National 

awards may only charge 5% of their negotiated rate to the federal share of the award, with the remaining 

balance being charged to match (See 45 CFR §§ 2521.95 and 2540.110). 

Once a rate is entered and saved in eGrants, it cannot be edited. If users inadvertently enter incorrect 

information, a new entry must be submitted with the correct information. 

Entry for the IDCR screen can be accessed using the following steps: 

1) From the eGrants Home screen, in the lower panel under Managing My Account, click on MyAccount

2) From the My Account screen, under Edit My Organization Info, click on Add and View Indirect Cost

Rate 
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3) From the Add and View Indirect Cost Rate screen, select add a new to add a rate or cancel to back out

of the screen.

Field by field instructions can be found by clicking the “?” located next to Indirect Cost Rate 

or Indirect Cost Rate Record. 

If add a new is selected, the screen below will pop up. 
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Do you have an Indirect Cost Rate to record? Respond Yes or No. If N is selected, users cannot go

any further and nothing will be recorded. If Yes is selected, users can continue.

If your organization will be claiming or budgeting with a current, approved indirect cost rate on any

AmeriCorps awards, it must be reported on this page. The rate information you record will be used in

all award negotiation and reviews until it is superseded by a new approved rate, or until it expires.

Applicants will have an opportunity to identify, in applications, if they will be using a lesser

percentage of an approved rate, if you so choose.

Rate Type If your rate type is not one of the following options, contact your Portfolio Manager or

Competition contact person from the applicable Notice for guidance:

Federally Negotiated – elect if your rate has been negotiated by your cognizant federal agency.

Cognizance is determined by the agency which provides the highest amount of direct federal funding

(see Uniform Guidance Appendices III, IV, V, and VII);

State Negotiated – elect if your rate has been negotiated by a state agency or other pass through

entity; or

10% of MTDC – select if your organization qualifies for and elects to use the 10% de minimis rate of

Modified Total Direct Costs (MTDC). Organizations qualify for this rate if they do not have a current

federally negotiated rate (including a provisional rate). State entities must also not receive more

than $35 million in direct federal funding to be eligible for this rate.

Rates must be used consistently across ALL federal awards. 

Issuing Agency. Respond by selecting the federal agency approved your rate, or if the federal

agency who issued your rate is not listed, select Other, or if your rate is issued by a state agency select

Other.

Identify federal agencies using the drop-down list. If your rate is approved by a federal agency other

than the ones listed, notify your Portfolio Manager or Competition contact person from the applicable

Notice. Other federal agencies may be added as needed.

Acceptance Date. Enter a valid date.

The acceptance date is usually identified whe the rate was signed by the issuing state or federal

agency.

Rate Status. Select one of the following options: Final, Provisional, Predetermined, Fixed, Other, or

Other – 10%. Rates issued by federal agencies will almost always be final or provisional. However, if your

organization has formally notified a federal or state agency of your eligibility and intent to use the 10-

percent of MTDC rate, select Other – 10%. If your organization has a predetermined or fixed rate, select those options accordingly. If a state rate indicates a term that is not listed here, select Other

and notify your Portfolio Manager or Competition contact person from the applicable Notice.

Additional rate status options may be added as needed.

Effective From. Enter a valid date.
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The effective from date is found on your indirect cost rate document. If using the 10-percent of MTDC 

rate, enter today’s date or the date your organization formally started charging costs under the 10-

percent of MTDC rate. 

Effective To. Enter a valid date.

The effective to date is found on your indirect cost rate document. If your organization has received

approval to extend your rate, enter the end date of the extension.

No Expiration. Check or leave unchecked.

If your rate does not have an expiration date, as is the case with the use of the 10-percent of MTDC

rate, check this box. Otherwise, leave this box unchecked.

Extended? Respond Yes or No.

If the rate “effective to” date has been extended with approval of the federal cognizant agency under

authority of the Uniform Guidance, respond Yes. If it is not an extended rate effective to date,

respond No. Rate Base. Enter up to 500 characters including spaces.

Enter the text as found on your indirect cost rate approval document. For rates issued by state

agencies, enter either the rate base used to determine the indirect cost pool as stated on your indirect

cost rate approval document or “State Rate N/A.” If you need more than 500 characters, indicate

“Summary”, and record the most important content.

Treatment of Fringe Benefits. Enter up to 500 characters including spaces.

Enter the text as found on your indirect cost rate approval document. For rates issued by state

agencies, enter either how fringe benefits were treated in determining the indirect cost rate as stated

on your indirect cost rate approval document or “State Rate N/A.” If you need more than 500

characters, indicate “Summary”, and record the most important content.

Treatment of Paid Absences. Enter up to 500 characters including spaces.

Enter the text as found on your indirect cost rate approval document. For rates issued by state

agencies, enter either how paid absences were treated in determining the indirect cost rate as stated

on your indirect cost rate approval document or “State Rate N/A.” If you need more than 500

characters, indicate “Summary”, and record the most important content.

When you have completed all of the above entries, click the “save & close” button at the bottom of the

page.

If you would like to cancel your entry, click the “cancel” button and the entry will be cancelled. All

entry information will be lost, and no entry will be shown.

Once a rate is saved it cannot be modified.

If users inadvertently enter incorrect information, a new entry must be submitted with the correct

information.
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17) Order of Rates - Once an entry is saved, users will be able to see the rates they have entered. Rates

will display in the order of entry. Entry of rates will provide users and AmeriCorps with a historical

record which can be used to clarify indirect cost rate inquiries for monitoring, consistent record

maintenance, and audits.

If you have any questions or concerns, please contact your Portfolio Manager or Competition contact 

person from the applicable Notice.