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 budgeted Special 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 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 Deans 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 Index – Fund – Orgn – Account – Program - Activity

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 Index – Fund – Orgn – Account – Program - Activity

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

Questions?