1. Business and Fiscal Officers Meeting - 4/20/10
Presented by:
Glen Jones, Director Post-Award
Research and Sponsored Programs
2. Cost Share Defined
Allowable and Unallowable Cost Share
Identification of Sources
Regulations
Audits and repercussions
Documenting Cost Share
3. Cost sharing or matching is that portion
of the project or program costs not borne
by the sponsor.
4. Mandatory, required, condition of award
Voluntary Committed, offered, excess of
mandatory, not a condition to be considered
for the award
Voluntary Uncommitted, effort or
expenditures that are in excess of committed
and budgeted
Special Note: Commitments in proposals
become requirements upon award.
5. Cost share from University sources are
considered cash
Value of non-cash contributions provided by
a third party are considered in-kind
6. Employee time, including fringe benefits
Equipment
Volunteer time or other contributed items
Unrecovered F&A, if approved by sponsor
Subrecipient cost-sharing
Directly related supplies and services
7. University funds
Unrecovered Facilities and Administrative
Costs
Third party contributions
Other Sponsored Projects
8. Mandated by Sponsor
Contribution is necessary to ensure success
of competitive proposal
9. Items normally treated as Indirect
Specifically Unallowable Costs
Cost share used on other projects
Matching Federal with Federal
10. Items generally considered indirect cannot be
cost share. These include:
Department Administration
Space
Utilities
Equipment (in some cases)
Library resources
11. Cost share must be expenditures incurred
or services rendered during the period of
award
Some agencies expect / require
expenditures to occur at same pace as
federal dollars
12. Verifiable from Official University Records
Not cost sharing for other sponsored
programs
Necessary and reasonable for accomplishing
project
Allowable cost, as defined in OMB A-21
Incurred during effective award dates
13. RSP will identify amount and
proportion unmet
RSP will ask PI to identify
programmatic effect
RSP will notify agency immediately
Agency may require repayment of a
proportionate share of grant funds
◦ Note: Unsatisfactory documentation may be
treated as unmet cost share
14. OMB A-110, Subpart c.23
NSF Grants Policy Manual, Section 330 and
General Conditions, Section 21
Office of Education (EDGAR), Section 74.23
Other agency guidelines, including RFPs
15. OMB A-133 Audits
Program Audits
Project Financial Audits
Agency Audits
Inspector General Audits
16. Mandatory & Committed Cost Share must
be documented
Must be readily identifiable in the official
records of the Institution
Method of documentation is determined by
type of award and type of cost share
Inadequate documentation may result in
disallowance
17. Effort Report – Salary Employees
◦ Prospective – Add Activity code to PAF, EPAF, GRA
Agreement
◦ Retrospective – Add Activity code to salary
redistribution
Time Card – Hourly Employees
◦ Prospective – Add Activity code to PAF, Student
Employment form
◦ Retrospective – Add Activity code to salary
redistribution
18. Any Form where FOAP(AL) is a required field
by adding the Activity Code. These forms
include but are not limited to:
◦ DPO
◦ Requisition
◦ GRA Agreement – Tuition Portion
◦ Travel Authorization
◦ Petty Cash Voucher
◦ Journal Vouchers – Transfer cost to cost share
19. Use when cost share funding is coming from cost
share commitments from unrestricted sources
outside of department where the grant resides.
Notify RSP when Cost Share Orgn is set up in
Banner, so RSP can add to FWAGRNT.
Example - Commitments from Provost, VP
Research and Dean’s Office.
Activity code should still be used on all
transactions processed against cost share orgn.
Funded via budget transfers from unrestricted
source commitments.
20. Use Activity code on all transactions
Change program code to match grant
program code
◦ Example:
Cost Share of equipment for research grant 661111
Index – Fund – Orgn – Account – Program - Activity
211112-190000-211112-794500-20001-661111
21. Notify RSP as to what grant or other restricted
funds will be used as cost share for a grant
RSP will add fund to Banner in FWAGRNT
Add activity code to transactions on match fund
if restricted source is used to cost share multiple
grants
Do not change program code of restricted source
used as match
◦ Example:
Cost Share of equipment for research grant 661111
Index – Fund – Orgn – Account – Program - Activity
660000-660000-211112-794500-10002-661111
22. Letter from Third Party or record in WSU
Foundation for Third Party Contributions
Letter or Foundation record should document
the following:
◦ Valuation of donated services
Volunteer services
Employees of other organizations
◦ Valuation of third-party donated supplies and
loaned equipment or service
◦ Valuation of third-party donated equipment,
buildings, or land
