U.S. Department of Justice

Office of Community Oriented Policing Services

www.cops.usdoj.gov Fact Sheet

Consultant/Contractor 

Rate Information 

Recipient Guidelines on Consultant Rate 

Approval Requests 

"Compensation for individual consultant 

services procured under a COPS Office 

award must be reasonable, allocable, 

and consistent with that paid for 

similar services in the marketplace. 

The recipient must provide justification 

for any consultant rate in excess 

of $650 per day and receive COPS Office 

approval of that rate before 

drawing down award funds."

Compensation for individual consultant services procured under a COPS Office 

award must be reasonable and allocable in accordance with 2 C.F.R. Part 200, 

Subpart E - Cost Principles, and consistent with that paid for similar services in 

the marketplace.

Unless otherwise approved by the COPS Office, approved consultant rates will 

be based on the salary a consultant receives from his or her primary employer, 

as applicable, up to $650 per day. If individuals receive fringe benefits from 

their primary employer, such fringe benefit costs should not be included in 

the calculation of consultant rates. For consultant or contractor rates which 

exceed $650 per day, the COPS Office requires written justification if the 

consultants or contractors are hired through a noncompetitive bidding process. 

The recipient must provide justification for any consultant rate in excess 

of $650 per day and receive COPS Office approval of that rate before 

drawing down award funds. Any jurisdiction that does not provide sufficient 

written justification will be limited to $650 per day for each consultant or 

contractor. Please note that this does not mean that the rate can or should be 

$650 for all consultants. 

Note: Consultant and contractor daily rates do not include travel

or subsistence, but may include preparation, evaluation, and travel time.

Guidance for requesting a consultant rate based on employment

a. Consultants Associated with Educational Institutions (including 

state-run educational institutions). If representing the academic 

institution, the maximum rate of compensation that will be allowed is the 

consultant’s academic salary projected for 12 months, divided by 260. 

These individuals normally receive fringe benefits which include sick leave 

for a full 12-month period, even though they may only work 9 months 

per year in their academic positions. This does not apply to individuals 

providing consultant work outside of their academic commitments. In such 

cases, the rate of compensation will be based on reasonable cost principles 

and requires documentation supporting the requested rate.

b. Consultants Employed by State and Local Government. Compensation 

for these consultants will be allowed only when the unit of government 

will not provide these services without cost. If a state or local government 

employee is providing services under a federal award and is representing 
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his or her agency without pay from its respective unit of government, the rate of 

compensation is not to exceed the daily salary rate for the employee paid by the unit 

of government. If the state or local government employee is providing services under 

a federal award and is not representing his or her agency, the rate of compensation 

is based on the necessary and reasonable cost principles. Please note that under the 

nonsupplanting requirement of the COPS Office statute, COPS Office award funds 

may not be used to supplant (replace) local funding which otherwise would have 

been spent on consultants employed by state and/or local government. The statute 

bars federal funding of existing consultants and also of newly hired consultants that a 

community is committed to fund in the absence of a COPS Office award.

c. Consultants Employed by Commercial and Not-For-Profit Organizations.

These organizations are normally subject to competitive bidding procedures. Thus, 

if they have been selected through competitive bidding, they are not subject to the 

$650 per day maximum compensation threshold. In those cases where an individual 

has authority to consult without employer involvement, the rate of compensation 

should not exceed the individual’s daily salary rate paid by his or her employer, 

subject to the $650 limitation.

To request approval of a consultant rate in excess of $650 per day, please submit 

the signed request on recipient department letterhead, and include the agency 

ORI and the award number for which the approval is being sought.

Please include the following:

» Description of the services to be provided by the consultant(s) or contractor(s), 

including the following:

• The number of days and hours to be worked by each consultant/contractor

• The daily rate of each consultant/contractor that exceeds $650/day (indicate 

fringe benefits, if applicable) 

» A resume or curriculum vitae (CV) for each consultant or contracted individual 

whose rate exceeds $650 per day. 

» Documented prior instances when a similar rate has been charged by or paid to the 

consultant/contractor.

» If the consultant is not self-employed and has a primary employer, documentation 

showing that the requested daily rate is proportionate to the consultant’s regular 

salary (e.g. pay stubs, letter from employer, etc.).

» Optional: You may submit other important information about the consultant(s) 

or contractor(s) at this time, such as letters of reference; lists of any relevant 

publications, papers, or honors; advanced experience as a practitioner or academic 

in the subject area; advanced training relating to the focus of your project; and/or 

any unique circumstances which you feel should be considered as the COPS Office 

reviews your proposed consultant/contractor rates.

To request approval of a consultant/contractor rate in excess of $650 per day, please 

return this information to your Grant Program Specialist or Program Manager as soon as 

possible to expedite the consultant/contractor rate review process. 

Contact the COPS Office

For more information about COPS Office programs and resources, please call the 

COPS Office Response Center at 800-421-6770, or visit the COPS Office online at 

www.cops.usdoj.gov.

September 2016