The University of Texas at Arlington Office of Research and Office of Accounting and Business Services Brown Bag Training Session VI: Cost Share Part One : The Problem

Definitions Definitions Requirements for Cost Share Requirements for Cost Share Types of In-Kind Cost Share Types of In-Kind Cost Share What Qualifies as Cost Share What Qualifies as Cost Share What does not qualify as Cost Share What does not qualify as Cost Share Why is Cost Share a problem Why is Cost Share a problem

Definitions What is Cost Share: What is Cost Share: Program or project costs not supported by the sponsoring agency Program or project costs not supported by the sponsoring agency Committed by an entity other than the sponsor Committed by an entity other than the sponsor

Definitions (cont) Types of Cost Share: Types of Cost Share: Cash Match Cash Match In-Kind In-Kind Cost Shared F&A (IDC on cost-share amount) Cost Shared F&A (IDC on cost-share amount) Unrecovered F&A (Difference between UTA’s standard IDC rate and the rate allowed by sponsor) Unrecovered F&A (Difference between UTA’s standard IDC rate and the rate allowed by sponsor) Internal vs. External Internal vs. External Mandatory vs. Voluntary Mandatory vs. Voluntary

Requirements for Cost Share Mandatory (required by Sponsor) Mandatory (required by Sponsor) Sponsor Policy (e.g. NSF 1% statutory on all unsolicited proposals) Sponsor Policy (e.g. NSF 1% statutory on all unsolicited proposals) Program requirements (details in RFP, solicitation) Program requirements (details in RFP, solicitation) NSF Major Research Instrumentation NSF Major Research Instrumentation THECB Technology Development & Transfer (ARP program) THECB Technology Development & Transfer (ARP program)

Requirements for Cost Share (cont) Voluntary (not required by Sponsor) Voluntary (not required by Sponsor) Voluntary uncommitted – Per A-21, key personnel on a Federal Research grant must show some form of effort towards the grant Voluntary uncommitted – Per A-21, key personnel on a Federal Research grant must show some form of effort towards the grant UTA policy requires 1% of the total salary over the full project period for at least one key personnel UTA policy requires 1% of the total salary over the full project period for at least one key personnel Internal tracking only – not in proposal Internal tracking only – not in proposal

Requirements for Cost Share (cont) Voluntary Cost Share in proposal becomes mandatory in award Voluntary Cost Share in proposal becomes mandatory in award NSF: Cost share is an eligibility criterion – not a review criterion NSF: Cost share is an eligibility criterion – not a review criterion

Requirements for Cost Share (cont) Institutional “support” vs. cost share support can be provided without a cost share commitment Institutional “support” vs. cost share support can be provided without a cost share commitment Dr. X will be available to consult on the project as needed (support) Dr. X will be available to consult on the project as needed (support) Vs. Dr. X will devote 20% of his/her time to the project at no cost to the sponsor (commitment) Vs. Dr. X will devote 20% of his/her time to the project at no cost to the sponsor (commitment) Dr. Y will have access to the deptartmental data frabulator (support) Dr. Y will have access to the deptartmental data frabulator (support) Vs. The deptartment will purchase a $15k data frabulator for Dr. Y’s exclusive use in this project (commitment) Vs. The deptartment will purchase a $15k data frabulator for Dr. Y’s exclusive use in this project (commitment)

Types of In-Kind Cost Share Equipment use or donation (FMV) Equipment use or donation (FMV) Supplies – donation (FMV) Supplies – donation (FMV) Use or Service fees – reduced cost or donated (must be based on established or published rates for the entity providing the service) Use or Service fees – reduced cost or donated (must be based on established or published rates for the entity providing the service)

Types of In-Kind Cost Share (cont) Personnel Services or Consulting – reduced cost or donated services from an external entity must be valued at regular rate of pay plus fringe (no F&A) Personnel Services or Consulting – reduced cost or donated services from an external entity must be valued at regular rate of pay plus fringe (no F&A) Volunteer work – rate for service consists of similar services at UTA or in the labor market Volunteer work – rate for service consists of similar services at UTA or in the labor market

What Qualifies as Cost Share Integral and necessary to the project Integral and necessary to the project Allowable as direct costs or unrecovered F&A Allowable as direct costs or unrecovered F&A Based on established rates, or FMV Based on established rates, or FMV Used during project period & verifiable Used during project period & verifiable

What Does Not Qualify as Cost Share Contributions committed to another Federal Program or paid from another Federally funded project (unless authorized by Federal Sponsor) Contributions committed to another Federal Program or paid from another Federally funded project (unless authorized by Federal Sponsor) Salary above salary caps Salary above salary caps Any cost not allowed as a direct cost Any cost not allowed as a direct cost Leveraging of funds Leveraging of funds

Why is Cost Share a Problem? High Audit risk High Audit risk Verification nightmare Verification nightmare Many accounting methods and types of Cost Share Many accounting methods and types of Cost Share Requires extensive documentation from third parties Requires extensive documentation from third parties Fair Market Value Evaluations (Equip., Supplies and Services) Fair Market Value Evaluations (Equip., Supplies and Services) Must be part of Accounting Records Must be part of Accounting Records Extensive monitoring Extensive monitoring

Why is Cost Share a Problem? (cont) Effect on Organized Research Base and F&A rate Effect on Organized Research Base and F&A rate

Why is Cost Share a Problem? (cont) Cost Sharing may occur without a commitment and must be accounted for in the Organized Research Base Cost Sharing may occur without a commitment and must be accounted for in the Organized Research Base Salaries paid over salary caps Salaries paid over salary caps Effort exceeds the amount paid on the grant account Effort exceeds the amount paid on the grant account Overdrafts Overdrafts Consequences if Cost Share Commitment is not met: Consequences if Cost Share Commitment is not met: Cost Share based on % of award Cost Share based on % of award Breach of contract – pay back full amount of award Breach of contract – pay back full amount of award University will have to pay for the shortfall University will have to pay for the shortfall

Brown Bag Training Session May – To be Announced May – To be Announced Cost Sharing Part Two Cost Sharing Part Two