Overhead Guidlines

Appendix-4                   Item No.14/8GBM/09.02.2016

Guidelines for Regulating Overhead Funds Received with Research Grants from External Funding Agencies

1. Research grants from external research funding agencies often have funds under the head “overhead expenses”. Two thirds of the overhead funds that the University receives along with the research projects of any faculty member, would be made available to that very faculty member/Principal Investigator (PI) for following purposes:

1. Full or partial payment up to US$1500 for procurement of minor equipment/instruments/accessories, including computer accessories and software, as per the requirement of the PI, provided that the provision for the same is not available in the ‘Equipment’ head, and provided further that equipment/ or similar equipment has not already been provided by the University. 

   Duplication should not be done with equipment purchased from RRG.

   1. Fabrication of special research tools and infrastructure needed for the project work.

   2. Wages for short term (up to 3 months) hiring of technical and research personnel and students to facilitate the project work. Rate of payment shall depend upon the qualification of the personnel hired and may not exceed Rs. 15,000/- per person, per month.

   3. Procurement of research reagents, chemicals and laboratory disposables if the requirement is urgent and funds under ‘Consumable Supply’ head have been exhausted.

   4. Payment of page charges for publications that are the outcome of the Project, in reputed journals.

   5. Local transportation for specimen collection and collaborative work by students and research/technical personnel hired in the project.

   6. Organizing Seminars/Conferences and publication of proceedings etc.

2. The Principal Investigator (PI) will apply for use of overhead funds within the 2/3 limit, as per above guidelines. The Dean of the concerned Faculty will be the sanctioning authority for the utilization of overhead funds up to Rs. 50,000/- in each case, subject to provisions of SAU’s Rules & Regulations, Bye laws, Stores and Purchase Manual, other general and special orders/instructions issued from time to time, and general canons of financial propriety. The PI will maintain an ‘Expenditure Control Register’ to ensure that the expenditure does not exceed the allocated amount. Expenditure in excess of Rs. 50,000 will be sanctioned by the Vice President/ President, SAU, as the case may be.