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ACCOUNTING FOR COST SHARING Effective July 1, 1998 Vanderbilt utilizes designated cost sharing accounts when capturing cost sharing in the accounting system.

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Presentation on theme: "ACCOUNTING FOR COST SHARING Effective July 1, 1998 Vanderbilt utilizes designated cost sharing accounts when capturing cost sharing in the accounting system."— Presentation transcript:

1 ACCOUNTING FOR COST SHARING Effective July 1, 1998 Vanderbilt utilizes designated cost sharing accounts when capturing cost sharing in the accounting system. This accounting method allows departments to cost share from any appropriate cost center.

2 ACCOUNTING FOR COST SHARING ON THE SPONSORED ACTIVITY When a restricted cost center is established by the post award office(s) and cost sharing is a part of the budget, specific cost sharing accounts are activated within the general ledger to record the cost sharing activities. In addition, prorate tables are set up to process a monthly journal entry to credit the sponsored award (as we don’t want to charge the government for those costs) and charge the center that is funding those costs. As departments charge specific cost sharing accounts for salaries or other expenses as appropriate on the grant cost center, the accounting system will record a journal entry at month end based on the transactions during that month. Exception reports are monitored by the post award offices for any cost sharing charges that were not appropriately transferred to the funding center. Ensures that the sponsored award total is net of cost sharing (even though it is recorded on the center) and the funding center charged.

3 ACCOUNTING FOR COST SHARING IN THE FACILITIES AND ADMINISTRATIVE (F&A) PROPOSAL Cost sharing for F&A is included with the sponsored activity for which it is associated. This is accomplished by including in the F&A proposal the original account(s) the departments charge. The account numbers used to credit the sponsored award and the contra account numbers used to charge the funding center are excluded from the F&A proposal. Ensures that cost sharing is included in the base.

4 EXAMPLE Grant 50400$ $ $(100) 59888$( 20) Funding Center 5488x$ x$ 20 The accounts used on the funding center are based on the function of the grant (i.e. research, instruction, or other sponsored projects). See the following slides for accounts. Example: Faculty salary and fringe benefits cost shared on a grant.

5 Cost Sharing Faculty Salary Accounts Grant 50400Cost Sharing Faculty 50410Cost Share Res Associate 50480Int Consult Fac C/S 54888Cost Share Salary Credit Funding Center 54886CS Faculty Salary OSP Contra 54887CS Faculty Salary INST Contra 54889CS Faculty Salary Research Contra

6 Cost Sharing Staff/Student Salary Accounts Grant 50850UG C/S Research Asst 50851UG C/S Res Asst Accr 50852UG C/S Res Asst OT 50870G C/S Research Asst 50871G C/S Res Asst Accr 50872G C/S Res Asst OT 50890P C/S Research Asst 50891P C/S Res Asst Accr 50892P C/S Res Asst OT 51400Student Matching 51410Stdnt Match Comm Svc 51450UG CS Student Wages 51460Grad CS Student Wages 51480Prof CS Student Wages 52180Int Consult Stf C/S 52700Staff-Cost Share Wgs 52701Staff-Cost Share Acc 52702Staff-Cost Share OT 54888Cost Share Salary Credit Funding Center 54896CS Staff Salary OSP Contra 54897CS Staff Salary INST Contra 54899CS Staff Salary Research Contra

7 Cost Sharing Faculty Fringe Benefit Accounts Grant Fed Accounts 59402FBR CS UC Fac/Sr Exmpt 59450FBR CS Summer Sal 59461FBR CS MC Nonclinical F/Sr Ex 59462FBR CS MC A Clinical F/Sr Ex 59463FBR CS MC B Clinical F/Sr Ex 59464FBR CS MC C Clinical F/Sr Ex Grant Non-Fed Accounts 59702NF FBR CS UC Fac/Sr Ex 59750NF FBR CS CS Summer Salary 59761NF FBR CS MC Nonclinical F/Sr Ex 59762NF FBR CS MC A Clinical F/Sr Ex 59763NF FBR CS MC B Clinical F/Sr Ex 59764NF FBR CS MC C Clinical F/Sr Ex 59888Cost Share Fringe Credit Funding Center 59886CS Faculty Fringe OSP Contra 59887CS Faculty Fringe INST Contra 59889CS Faculty Fringe Research Contra

8 Cost Sharing Staff Fringe Benefit Accounts Grant Fed Accounts 59403FBR CS MC Nonhsp Staff 59404FBR CS MC Hosp Staff 59405FBR CS Univ Staff 59406FBR CS Suppl Pay 59407FBR CS Part/Temp 59603FBR CS AC MC Nonhsp Stf 59604FBR CS AC Hosp Staff 59605FBR CS AC UC Staff 59607FBR CS AC Part/Temp Grant Non-Fed Accounts 59703NF FBR CS MC Nonhsp Stf 59704NF FBR CS Hosp Staff 59705NF FBR CS Univ Staff 59888Cost Share Fringe Credit Funding Center 59896CS Staff Fringe OSP Contra 59897CS Staff Fringe INST Contra 59899CS Staff Fringe Research Contra

9 Cost Sharing Travel Accounts Grant 62608Cost Shared Travel 62888Cost Share Travel Credit Funding Center 62886CS Travel OSP Contra 62887CS Travel INST Contra 62889CS Travel Research Contra

10 Cost Sharing Equipment Accounts Grant 74300Equipment Cost Share 74888Cost Share Equipment Credit Funding Center 74886CS Equipment OSP Contra 74887CS Equipment INST Contra 74889CS Equipment Research Contra

11 Cost Sharing Graduate Tuition Accounts Grant 64511G Oth Tuition AY C/S 64512G Oth Tuit Sum C/S 64888Cost Share Student Aid Credit Funding Center 64556CS Graduate Tuition OSP Contra 64557CS Graduate Tuition INST Contra 64559CS Graduate Tuition Research Contra

12 Cost Sharing Graduate Non-tuition Accounts Grant 64521G Stipends C/S 64530G Hlth Ins Cov C/S 64533G Rec Fee C/S 64535G Activity Fee C/S 64888Cost Share Student Aid Credit Funding Center 64886CS Graduate Non-tuition OSP Contra 64887CS Graduate Non-tuition INST Contra 64889CS Graduate Non-tuition Research Contra

13 Cost Sharing Professional Tuition Accounts Grant 64611P Oth Tuition AY C/S 64612P Oth Tuit Sum C/S 64888Cost Share Student Aid Credit Funding Center 64666CS Professional Tuition OSP Contra 64667CS Professional Tuition INST Contra 64669CS Professional Tuition Research Contra

14 Cost Sharing Professional Non- tuition Accounts Grant 64621P Stipends C/S 64630P Hlth Ins Cov C/S 64633P Rec Fee C/S 64635P Activity Fee C/S 64888Cost Share Student Aid Credit Funding Center 64686CS Professional Non-tuition OSP Contra 64687CS Professional Non-tuition INST Contra 64689CS Professional Non-tuition Research Contra

15 Cost Sharing Undergraduate Tuition/Stipend Accounts Grant 64711UG Oth Tuit AY C/S 64721UG Stipends C/S 64888Cost Share Student Aid Credit Funding Center 64776CS Undergraduate Tuition OSP Contra 64777CS Undergraduate Tuition INST Contra 64779CS Undergraduate Tuition Research Contra

16 Cost Sharing Other Accounts Grant 61100Other Cost Share 63845Comp Svc-On Camp C/S 69888Cost Share Other Credit Funding Center 69886CS Other OSP Contra 69887CS Other INST Contra 69889CS Other Research Contra

17 Cost Sharing Overhead Accounts Grant 84010OH Cost Share 84888Cost Share Overhead Credit Funding Center 84886CS Overhead OSP Contra 84887CS Overhead INST Contra 84889CS Overhead Research Contra


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