X5 costing and pricing system

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.


X5 holds personal data on employees, funders and external collaborators. From Tuesday 17 November 2020 we will start to anonymise data depending on the type of personal data and where it is held in X5, the associated costing type and costing status. Employee and funder name data will not be anonymised because of the needs of the Intellectual Property Rights Management team in Research Services.
Further information:


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 13/12/22 should be used for all funders that have confirmed they will not pay the levy (see list below)
  • The NI rates file dated 14/12/22 should be used for all other funders.

Funders who will not pay the levy
Action Medical Research, Alzheimer’s Research UK, Alzheimer's Society, Blood Cancer UK, Brain Research UK, Breast Cancer Now, British Academy, BHF, CRUK, Dunhill Medical Trust, Fight for Sight, Healthcare Infection Society,  Heart Research UK, Leukaemia UK, Leverhulme Trust, Multiple Sclerosis Society, Nuffield Foundation, Parkinson’s UK,  Prostate Cancer UK, Royal Academy of Engineering, Royal College of Surgeons of England, Stroke Association, The Brain Tumour Charity, Wellbeing of Women.



01/01/2024– The USS employer’s contribution rate has decreased to14.5% (was 21.6%).  The X5 pension scheme USS-Jan24 will pick up the new rate from this date.

There have been many USS rates used in X5 so please contact the helpdesk if you need to know the rates used for a particular costing.

09/02/2024– The OSPS employer's contribution rate has decreased to 16.5% (was 19%). The X5 pension scheme OSPS- 16.5% will pick up the new rate from this date.



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Key documents