U.S. Department of Justice

Office of Community Oriented Policing Services

 Fact Sheet www.cops.usdoj.gov

Consultant/Contractor Rate Information 

for FY 2020 Awards

Recipient guidelines on consultant rate 

approval requests

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 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.

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.

June 2020

Guidance for requesting a consultant 

rate based on employment

Consultants associated with institutions of higher 

education (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 

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 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 his or her agency without pay from the 

respective unit of government, the rate of compensation 
2

Consultant/Contractor Rate Information

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 

funds may not be used to supplant (replace) local funding 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. These organizations are normally subject 

to competitive bidding procedures. Thus, if consultants 

have been selected through competitive bidding, they 

are not subject to the per-day maximum compensation 

threshold. Otherwise, the rate of compensation will be 

approved based on the salary a consultant receives from 

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

per day.

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 

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 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; or any unique circumstances that 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 website at www.cops.usdoj.gov.

June 2020