The choice is clear: Indirect Costs (Declining) or Direct Costs (Sustainable)—a tough decision that will define the future of core facilities.
Research institutions are facing a financial challenge: NIH’s 15% indirect cost cap and shrinking overhead reimbursements are making it harder to sustain core facilities. For decades, institutions relied on indirect cost recovery (F&A rates) to fund shared research infrastructure. But with federal and institutional policies shifting, administrators are now forced to rethink how they account for these costs.
This change isn’t just about cutting budgets—it’s about restructuring how core facility expenses are classified. The institutions that adapt quickly will be the ones that sustain and even expand their research capabilities.
Many institutions are beginning to reclassify traditionally indirect costs as direct, billable expenses. Instead of being absorbed into overhead, costs like instrument usage, data analysis, and administrative support can be directly billed to individual labs, grants, or external clients.
This shift offers two key advantages:
Many universities are exploring digital platforms that can automate this cost recovery process, making it seamless for both internal researchers and external industry clients. Platforms like GRAVL provide:
Some research universities have explored models where core facilities generate revenue through external partnerships and fee-for-service agreements. These approaches are helping institutions diversify funding sources beyond traditional overhead reimbursement. Institutions that have begun implementing external service models have reported:
Institutions that wait to adapt will face budget shortfalls, service reductions, and even facility closures. Those that take action now will future-proof their core facilities, positioning themselves as regional hubs for research services and securing new funding opportunities.
Early adopters will not only mitigate risk but set the standard for sustainable research operations in a changing funding landscape.
We’re working with institutions to help implement cost-recovery strategies that align with new funding realities. If this is something your university is navigating, we’d love to connect.