X5 costing and pricing system

X5 is the costing, pricing and approval tool used by departments, Research Services, and Research Accounts to support the costing of externally funded research at the University of Oxford. Under the University’s financial regulations all applications to outside bodies must be prepared in accordance with University's policy on the costing and pricing of research.

An X5 costing should be created for each outline or full application and submitted into workflow prior to approval and submission of the application by Research Services.

23 January 2019

New FEC rates have been added to X5 and should be used for all application costings with funder deadlines from 1 February 2019. This is very important for applications being submitted to the Research Councils up to and including 31 January 2019 which must show FEC costs calculated with the 2018 rates.


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The apprenticeship levy was introduced on 1 April 2017 and is a levy on UK employers to fund new apprenticeships. It is calculated based on 0.5% of basic salary. X5 calculates the levy by calculating a higher NI amount (through an NI rates file). Please select the file applicable to your costing:

  • The NI rates file dated 6/4/18 should be used for all funders that have confirmed they will not pay the levy (see list below)
  • The NI rates file dated 7/4/18 should be used for all other funders.

Funders who will not pay the levy
Action Medical Research, Alzheimer’s Research UK, Alzheimer's Society, Bloodwise, Breast Cancer Now, British Academy, BHF, CRUK, Dunhill Medical Trust, Fight for Sight, Healthcare Infection Society,  Heart Research UK, Issac Newton Trust, Leverhulme Trust, Multiple Sclerosis Society, Nuffield Foundation, Parkinson’s UK,  Prostate Cancer UK, Royal Academy of Engineering, Royal College of Surgeons of England, Royal Society (limited to URF and Dorothy Hodgkin Fellowships as the levy is paid on all other schemes), Stroke Association, Wellbeing of Women.

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