Background Checks & Physicals

All background and medical checks that are routine (i.e. incidental to recruitment and hiring) CANNOT be charged as direct costs on sponsored projects.

The costs of background checks are allowable and may be charged as direct costs on sponsored projects if the sponsor approved project activity requires them.

• Examples:
  • The cost of a criminal background check could be charged as a direct cost on a sponsored project if the sponsor requires a UM employee to enter peoples’ homes in order to conduct project activities.
  • The cost of a drivers’ record check could be charged as a direct cost on a sponsored project if the sponsor requires a UM employee to drive children to and from a summer camp, hospital, or a school, in order to conduct project activities.

The costs of medical checks are allowable and may be charged as direct costs on sponsored projects if the sponsor approved project activity requires a specific, non-routine medical clearance, and the cost of the medical check is either:

• Included in the award budget and justification sheet, or
• The PI has received prior approval to incur the medical check cost from the sponsor.
  • Example: The cost of a hearing exam could be charged as a direct cost if the UM
    employee will be subject to a high-decibel testing lab environment in order to
    conduct project activities.