Budget Development

6.6 Cost Share Management

Once cost sharing resources are committed, it is imperative that the University document the fulfillment of its responsibility to account for cost sharing commitments.

The most common method of tracking cost share at award, especially when there is a cost sharing cash outlay, is the preparation of a "matching" Project Information Sheet through OSP. The assigned project numbers are subsequently used to track committed shared costs within the University's accounting system.

The Dean, Chairperson, and/or Principal Investigator provide source chartfields for all cash matching as agreed upon and documented in the document summary sheet or proposal. If cost sharing commitments exist on the part of the University President or a Vice-President, OSP will need the appropriate chartfields to which the committed shared costs are charged. Project numbers will not be set up until all matching requirements have been identified and all approvals are obtained.

Note: Proposals which ask for no Principal Investigator or Senior Personnel salary support implies cost sharing (minimum of .05 FTE). Implied salary support cost-sharing constitutes a cash outlay, and the Principal Investigator is therefore required to provide a source chartfield at award to account for percent of effort committed.

Sponsored Projects and Research Accounting may jointly decide to use alternative methods of tracking cost sharing when source chartfields are not the appropriate mechanism for managing cost sharing commitments.

Mandatory, voluntary committed cost sharing and in-kind/matching must be identified, administered, and accounted for consistently. Cost sharing can also be provided in the form of salary and accompanying benefits, materials and supplies or even by waiver of F&A costs; the source of these funds are 1000, 2000, or 6000 type activities.

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1. Cost Accounting Standards
   1. Reasonable
   2. Allocable
   3. Consistent
   4. Allowable
2. Major Budget Categories
   1. Direct Costs
      1. Personnel Costs
      2. Fringe Benefits
      3. Consultants
      4. Equipment
      5. Materials & Supplies
      6. Travel
      7. Other Direct Costs
      8. Subcontracts/Sub-Awards
      9. Patient Care Costs
      10. Participant Support
3. Indirect Costs/Facilities and Administrative Costs (F&A)
   1. Facilities & Administration (F&A)
      1. F&A Cost Calculations
      2. Waivers
      3. F&A Activity Types
   2. Interdepartmental/Inter-collegial F&A Distribution Agreement
4. Budget Justification
5. Cost Sharing & Approval Requirements
6. Cost Share Management