The basics of Cost Sharing for the Oregon GEAR UP program.

1. Understanding the basics of cost sharing for partner schools.
Cost Sharing
101

2. 2
Instructions
•To view the entire tutorial, click through to each slide.
•To view the tutorial in full screen, click on the icon on the
bottom right of the control panel.
•If you are looking for the answer to a specific question, advance to
the next slide to see a Table of Contents. Enter the slide number in
the box on the control panel to jump directly to that slide.
•You can also download the tutorial and view as a Power Point
presentation on your desktop. Click on the “View in SlideShare” on
the bottom left of the control panel, then click “Download” on the
top menu.

3. 3
Table of Contents
Topic Slide #
What is cost share? 4
What are sources for cost share? 5-10
Personnel 11
GEAR UP coordinator time? Administrator time? 12
Teacher time? Guidance counselor time? 13
Benefit packages? 14
Professional Development? 15
How can I figure out staff salaries? 15
Travel 16
Equipment 17
Topic Slide #
Materials & Supplies 18
Gift Certificates and Waivers 19
Technology utilized by GEAR UP coordinator? 20
Curriculum material? 21
Supplies purchased with other grant funds? 21
Consultants & Contracts 22
Mentor and volunteer/chaperone hours? 23
College personnel and tour guides? 24
Discounted service rates? 24
Additional Questions 25

4. 4
What is cost
share?
The funds or support that your school
contributes to the GEAR UP program.
Also known as match, matching funds or
in-kind contributions.

5. 5
What are sources
for cost share?
Teacher time in the classroom
is generally not acceptable for
match.
Anything you could use GEAR UP funds for
may also be considered for cost sharing.
However, it CANNOT include anything
paid for with grant funding.

6. 6
Common sources
for cost share
Examples:
•Field trips/college visits
•Making phone calls
•Making copies
•Organizing events
•GEAR UP paperwork
•Student/parent outreach
School staff volunteering their time (for
planning/administrative tasks, assisting with
GEAR UP events) outside their normal
duties. You can use their regular wages.
•Distributing program information
•Attending meetings with GU staff
•Attending internal meetings re: GU
•Participating in conference calls
•Attending or organizing other GU
related meetings

7. 7
Common sources
for cost share
Volunteer activities include the same examples as school staff, as well as
being a guest speaker or panel member to a group of students.
Volunteers can be counted at the current volunteer rate ($23.07 as of 2014)
or their regular work wages, if they are volunteering in their area of work, or
during their normal work hours.
Non-school staff volunteering their time
for GEAR UP activities, including parents,
students, community members, etc.

8. 8
Common sources
for cost share
Substitute teacher time,
if school staff go to a
GEAR UP event or GEAR
UP-sponsored training
during school time.

9. 9
Common sources
for cost share
Related costs for GEAR UP events and
activities including:
•Materials/supplies
•Travel/transportation
•Food/snacks

10. 10
Common sources
for cost share
Indirect costs.* Use your district’s federally
approved rate or 8%, whichever is lower.
* Indirect costs, or overhead, are those costs that benefit grant activities but might be
difficult to account for, such as taxes, personnel or administrative costs.

11. 11
Details and FAQ -
Personnel
Personnel can include time
donated by any staff member in
your organization or school
(teachers, administrators, guidance
counselors, support staff, etc.).

12. 12
Details and FAQ -
Personnel
Can GEAR UP coordinator time count as match?
Only the portion of their salary that is NOT paid with GEAR
UP dollars or other federal funds could count. If the GEAR UP
coordinator is fully paid by GEAR UP dollars, you may count
contributions of time that exceed their FTE and are not paid
in overtime with federal funds.
Can administrator time count as match?
Yes, the percentage of their time spent on GU work can be
counted as long as it is not paid by the GU budget or other
federal funds.

13. 13
Details and FAQ -
Personnel
What about teachers?
Teacher time can ONLY count if they are doing GEAR UP work
outside of their regular work day. This is true even if they
receive NO funds from GEAR UP.
And guidance counselors? Can their time count?
This depends on their contract with your school. If guidance
counselors are considered as administrators, the rules for
counting administrator time apply. If they are considered
teachers, the rules for counting teacher time apply.

14. 14
Details and FAQ -
Personnel
What about benefit packages – can that count as match?
For district/organization employees, you can include an equal
percentage of their fringe benefit package as match. For
example, if an employee spends 10% time on GEAR UP work,
you can also count 10% of their fringe benefit package and
put that dollar amount in the "employee benefits" field.
Again, this can only count if they are not paid out of the
GEAR UP budget or other federal funds.

15. 15
Details and FAQ -
Personnel
Can professional development (PD) count as match?
If the PD is paid for out of the district budget, and not GU, this
can count for administrators and GU Coordinators. Workshops
attended by teachers/staff outside the normal workweek that
impact GU initiatives/goals can also count. Also, if a GU teacher
attends a GU workshop during the normal workweek and the
school pays for a sub, the cost of the sub is match.
I don’t have access to the person’s salary to calculate the
percentage. How do I figure out how much their time is worth?
Exact amounts are always best, but if that is not possible you can
use the approved volunteer rate.

16. 16
Details and FAQ -
Travel
This covers travel expenditures not funded
with your GEAR UP allocation. Examples
include staff or volunteer mileage in
association with an event or donated or
discounted buses (the amount of the
discount qualifies as match).

17. 17
Details and FAQ -
Equipment
Equipment is defined as a single
item that exceeds $5,000.00. If an
item is under that amount, please
enter it under materials and
supplies.

18. 18
Details and FAQ –
Materials, Supplies & Gift
Certificates
technology that is funded with local dollars should be
recorded here at the percentage of time used by GEAR UP
students and/or faculty and staff. Use of school fax, copier,
desk chair etc. can count as match but documentation is
necessary to show the rate, rental, per page amount, etc.
Contributions of materials and supplies
that benefit GEAR UP students or
associated personnel can be counted. For
example, the cost of laptops and other

19. 19
Details and FAQ –
Materials, Supplies & Gift
Certificates
Waivers received by GEAR UP students for college applications
as well as the SAT and other standardized tests can count as
match.
Gift certificates donated to the
GEAR UP program can count as
match, as well as the amount of any
discounts received for products or
services.

20. 20
Details and FAQ –
Materials, Supplies & Gift
Certificates
What about technology utilized by GU coordinator (e.g.
computers at the school, software)?
The percentage that supports GEAR UP students can count.
If it’s something that GEAR UP created and has been
sustained by the school, the entire amount can count, but
documentation of this must be clear and approved by the
program director.

21. 21
Details and FAQ –
Materials, Supplies & Gift
Certificates
Can curriculum materials such as College Ed count as match
since they are clearly in line with GU goals and objectives?
Yes, as long as they’re not paid for out of the GEAR UP
budget or other federal funds (does this sound like a broken
record yet?)
What about supplies purchased with foundation or other
non-GEAR UP grant money?
Yes, these can count as well.

22. 22
Details and FAQ –
Consultants and Contracts
Services donated or purchased with
non-federal funds to be used for GEAR
UP program initiatives. This includes
aspirations initiatives, professional
development, etc. that is funded with
local dollars. This is the section for
people not employed at the school
district who volunteer their time or who
are not paid with GU/federal dollars.

23. 23
Details and FAQ –
Materials, Supplies & Gift
Certificates
Can I count mentor hours?
Yes. Use the approved volunteer rate. (Remember? It’s
$23.07 as of 2014).
What about other volunteers, like chaperones?
Absolutely.

24. 24
Details and FAQ –
Materials, Supplies & Gift
Certificates
How do I handle college personnel?
Count their time here either at their actual rate or the
volunteer rate. This would include student tour guides,
panelists, etc.
If a professional gives a GU school a lower rate for their
services, can the discount count as match?
Yes. The difference between that rate and their usual rate
can be counted as match. Documentation of this reduced
rate is necessary.

25. 25
The End!
Congratulations! You are now an expert on cost sharing for
the Oregon GEAR UP grants.
Please refer to the Table of Contents on the third slide to go
back to specific issues you might have, or contact a GEAR UP
staff member.
For more information, see oregongearup.org/grant/invoices-
cost-share.