U.S. Department of Justice

Office of Community Oriented Policing Services

 Fact Sheet cops.usdoj.gov

Consultant/Contractor Rate Information 

for FY 2023 Awards

Recipient guidelines on consultant rate 

approval requests

Compensation for individual consultant services procured 

under a COPS Office award must be reasonable and alloca-

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ble 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 (or $81.25 per hour). If individuals 

receive fringe benefits from their primary employer, such 

fringe benefit costs should not be included in the calcula

tion of consultant rates. For consultant or contractor rates 

that exceed $650 per day, the COPS Office requires written 

justification. 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. An organization may not expend award funds 

or drawdown reimbursements for consultant rate increase 

requests until after the request has been approved by the 

COPS Office in writing. Any organization that does not 

provide sufficient written justification as outlined in the 

following section 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 costs but may include preparation, 

evaluation, and travel time.

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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 funds.

September 2023

Guidance for requesting a consultant 

rate based on employment

	Consultants associated with institutions of higher 

education (including state-run educational institu

tions). 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 

that 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 

performing 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.

	Consultants employed by state and local govern

ment. Compensation for these consultants will be 

allowed only when the unit of government will not pro

vide these services without cost. If a state or local govern

ment employee is providing services under a federal award 

and is representing his or her agency without pay from the 

respective unit of government, the rate of compensation 
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Consultant/Contractor Rate Information for FY 2023 Awards Fact Sheet

is not to exceed the daily salary rate for the employee paid 

by the unit of government. If the state or local govern-

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ment 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 

funds may not be used to supplant (replace) local fund

ing that otherwise would have been spent on consultants 

employed by state or local government. The statute bars 

federal funding of existing consultants and of newly hired 

consultants that a community is committed to fund in the 

absence of a COPS Office award.

	Consultants employed by commercial and nonprofit 

organizations. Independent consultant rates will be 

approved based on the salary a consultant receives from 

his or her primary employer, as applicable, up to $650 

per day (or $81.25 per hour). If individuals receive fringe 

benefits from their primary employer, such fringe benefit 

costs should not be included in the calculation of consul-

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tant rates.

To request approval of a consultant rate in excess of 

$650 per day, please submit the signed request on recipi

ent organization letterhead and include the organiza

tion DUNS number 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 or contractor, including the following:

– The number of days and hours to be worked by 

each consultant and contractor

– The daily rate of each consultant and contractor 

that exceeds $650 per day (indicate fringe benefits 

if applicable)

	A resume or curriculum vitae for each consultant or contractor whose rate exceeds $650 per day

	Documented prior instances when a similar rate has been 

charged by or paid to the consultant or 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)

You may optionally submit other important information 

about the consultant or contractor at this time, such as let-

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ters 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; or any unique circumstances that you feel 

should be considered as the COPS Office reviews your pro

posed 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 contact the COPS Office 

Response Center at AskCOPSRC@usdoj.gov or 

800-421-6770 or visit the COPS Office website at 

https://cops.usdoj.gov.

September 2023