Instructions for Non-Personnel Detail
The Non-Personnel Detail worksheet is to be used for detailing all costs related to contracted or consulting service. For the purposes of reimbursement, 'Non-Personnel' costs include all not associated with full time or part time, permanent or temporary/seasonal, employees.

Costs are determined to be includable by the grant; your contract or Memorandum of Agreement, including any amendments; or a combination of both. If you are unsure of what costs are eligible for reimbursement, you should contact your Sponsoring Department.

You should also consult these pages:

• Instructions for Sub-Contracting
• Guidelines for Establishing Consultant Rates

All fields should be completed.

Category: There are six Non-Personnel Detail Categories:

• 'Contract' should be used for any payments made to organizations or corporations where scope or length of service are specific, and there is a defined final product or outcome.
  
  
• 'Consultant' should be used for payments that are for services not as clearly defined in scope or length, where potentially there is no final product or outcome expected other than general guidance or assistance. Use 'Consultant' when in doubt.
  
  
• 'Supplies' should be used for any physical items that have a unit value of less than $5,000.00.
  
  
• 'Equipment' should be used for any physical items that have a unit value equal to or greater than $5,000.00.
  
  
• 'Travel' should be used for any costs relating to travel, either directly, such as plane tickets, or indirectly, such as a reimbursable meal while traveling.
  
  
• 'Other' should be used for any item that does not fall under the above categories. Examples might be ad hoc copying costs, or small food for a meeting. Costs under 'Other' should never exceed $50.00. Items listed as other must have a description given in the 'Remarks' field, discussed below.

Item/Description: Enter a brief description of the services provided by the Contractor/Consultant.

Vendor Name: Enter the name of the vendor, service provider, or individual if Sole Proprietor.

Vendor ID: Enter the vendor's identification number, as assigned by your organization. If none has been assigned, use the Federal Identification Number, or if a sole proprietor/individual, the Social Security Number.

Contract Period Start Date: For Contractors/Consultants only: Enter the start date of the period for which you are requesting reimbursement for this contract/consultant. If it is a single day, this will be the same value used for Period End Date.

Contract Period End Date: For Contractors/Consultants only: Enter the end date of the period for which you are requesting reimbursement for this contract/consultant. If it is a single day, this will be the same value used for Period Start Date.

Unit of Measure: Enter the unit of measure, e.g., 'each', 'box', 'hour'.

Hrs/Qty: For a Consultant, enter the number of hours billed. For a Contract, enter '1'. For supplies, equipment or travel, enter the quantity purchased.

Rate/Unit Cost: Enter the rate of pay for each hour or unit cost. If the services are not billed based on a specific unit of time, you should enter the flat rate or amount agreed to, and you should have entered '1' in "Hrs/Unit".

Extended Cost: Enter the amount actually paid to the vendor = [Hrs/Qty x Rate/Unit Cost]. The Extended Cost, along with a combination of the Hrs/Qty and Rate/Unit Cost, should clearly parallel data on the Supporting Documentation.

Remarks: This is a free form field that can be used for explaining in greater detail the services being provided by the Contractor/Consultant. Sponsoring Departments may also designate a specific use for this field.

Receipt #: This number should cross-reference to the number printed/written on the appropriate copy of Supporting Documentation.

Any other information beyond this that the Sponsoring Department requests should be put in columns after "Receipt #".