CDW: Fees and Billing
Investigators must include the cost of CDW services in their grant proposal budgets or pay for services using internal funds (e.g., Department or Division funding).
The fee structure of the CDW is maintained as a BMC Research Administration Core. Currently, all services are billed at the same rate established by the Core. The fee structure is reviewed annually. Currently, the CDW charges $75 per hour for all projects.
All project-specific activities and services beyond the initial hour of free consultation are billable. This includes consultations to further refine the work, develop variable definitions, link data sets, and finalize data format. It also includes data extraction, request follow-ups, and modifications to existing requests.
Services for Which Fees are Waived
A one-hour initial consultation is provided to all studies free of charge.
If the project is a simple counts request to prepare a research proposal, the CDW provides three free hours of services to investigators with the expectation that funding for further CDW services are included in award budgets. Count requests requiring more than three hours of analyst time are subject to the $75 per hour fee.
CDW collaborations with Departments may result in generalizable processes that benefit the CDW and BMC as an institution. In these cases, the CDW may waive a portion of its fees. Such projects are discussed with CDW leadership and/or the Advisory Committee.
Account information must be provided by the requestor via the data request form. Data sets will not be provided to investigators until the CDW confirms account information has been supplied.
The investigator and administrative contact receive one (1) invoice per delivered data set. For example, a project with a single data extraction will receive one invoice after the delivery of the data set. A project with quarterly data extractions will receive one invoice per quarter after the delivery of each quarterly data extract. All analyst hours attributed to the supplied data set are included on the invoice. Investigators are given two weeks from the date of data set delivery to review the data and request modifications. The invoice is generated after this two-week review period or, if modifications are requested, after the modifications are made.
The CDW Team bills in cooperation with BMC Research Administration, which processes all journal entries the first week of the month following invoice delivery.