Business and Fiscal Officers Meeting - 4/20/10 Presented by: Glen Jones, Director Post-Award Research and Sponsored Programs
Cost Share Defined Allowable and Unallowable Cost Share Identification of Sources Regulations Audits and repercussions Documenting Cost Share
Cost sharing or matching is that portion of the project or program costs not borne by the sponsor.
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 budgetedSpecial Note: Commitments in proposals become requirements upon award.
Cost share from University sources are considered cash Value of non-cash contributions provided by a third party are considered in-kind
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
University funds Unrecovered Facilities and Administrative Costs Third party contributions Other Sponsored Projects
Mandated by Sponsor Contribution is necessary to ensure success of competitive proposal
Items normally treated as Indirect Specifically Unallowable Costs Cost share used on other projects Matching Federal with Federal
Items generally considered indirect cannot be cost share. These include: Department Administration Space Utilities Equipment (in some cases) Library resources
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
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
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
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
OMB A-133 Audits Program Audits Project Financial Audits Agency Audits Inspector General Audits
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
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
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
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.
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
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
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