DOCUMENTING MATCH GEAR UP KENTUCKY 3.0 A SHORT PRIMER FOR PARTNERS

WHAT IS MATCH? A NY ITEMS THAT WOULD BE ALLOWABLE UNDER THE APPLICABLE COST PRINCIPLES (F EDERAL REGULATIONS ) IF CHARGED DIRECTLY TO THE GEAR UP PROGRAM, MAY BE INCLUDED AS MATCH TO MEET THE COST - SHARING REQUIREMENT.

WHAT ARE THE MATCHING REQUIREMENTS? GEAR UP IS A D OLLAR - FOR -D OLLAR M ATCH P ROGRAM  At least 50 percent of the total cost must be paid with State, local, institutional, or private funds  For each dollar of Federal funds received, at least one dollar of state or private funds must be contributed  Matching contributions can be in the form of cash or documented in-kind contributions.

WHAT ARE THE TYPES OF MATCH? F OUR T YPES OF M ATCH IN GEAR UP P ROGRAMS  Financial Assistance: Financial assistance paid to students from State, local, institutional, or private funds;  Waivers: Amount of college tuition, fees, room, or board waived or reduced for GEAR UP students; and  Early Intervention Activities : Non Federal funds expended on documented, comprehensive mentoring, outreach, financial aid information & supportive services to participating GEAR UP students.  Other: Resources recognized by ED including equipment and supplies, cash contributions from non-Federal sources, and facility usage.

HOW DO I DOCUMENT MATCH? D OCUMENTATION FOR M ATERIALS AND S UPPLIES P ROVIDED TO GEAR UP IN E XECUTING E ARLY I NTERVENTION A CTIVITIES M UST I NCLUDE : 1.Adequate documentation of the source of the expenditure claimed 2.The actual cost of the materials or supplies purchased 3.Description of the goods/services credited to the matching contribution 4.Description of the use—i.e. purpose for the materials/supplies

D OCUMENTATION OF I N -K IND C ONTRIBUTIONS OF M ATERIALS OR S UPPLIES M UST I NCLUDE : 1.Description of the items and description of use 2.Name of donor(s) with an authorized signature 3.Date donated 4.Description of method used to determine value HOW DO I DOCUMENT MATCH?

D OCUMENTATION OF I N -K IND C ONTRIBUTIONS FOR S ERVICES P ROVIDED BY P ARTNER O RGANIZATION M UST I NCLUDE : 1.Time and effort reports (time sheets) for employees PAID by the partner organization 2.Calculation (cost-basis) of the staff effort (time) provided to GEAR UP at no cost (in-kind/match) 3.Signature of authorized personnel at partner organization on supporting documentation (time sheets) HOW DO I DOCUMENT MATCH?

W HEN N ON F EDERAL F UNDS A RE S ET A SIDE E XCLUSIVELY F OR S CHOLARSHIPS F OR GU S TUDENTS, D OCUMENTATION M UST I NCLUDE : 1.Evidence of funds specifically designated for scholarships— include source 2.Evidence of deposits placed in an account designated for GU scholarships, OR 3.Evidence of deposits placed into individual accounts set up on behalf of individual GEAR UP students, such as in 529 plans HOW DO I DOCUMENT SCHOLARSHIPS?

W HEN GU P ROGRAMS OR P ARTNERS S ET A SIDE S CHOLARSHIP F UNDS E XCLUSIVELY FOR GU S TUDENTS, D OCUMENTATION M UST I NCLUDE : 1.Evidence of scholarships specifically set aside for one or more GEAR UP students, or specific school(s)—include source 2.Evidence of a defined process and timeline for awarding scholarships 3.Other evidence of fiduciary management, and earned interest on scholarship funds HOW DO I DOCUMENT SCHOLARSHIPS?

W HEN S CHOLARSHIP W INNERS ARE S ELECTED D URING THE G RANT P ERIOD, D OCUMENTATION M UST I NCLUDE : 1.Source of scholarship funds 2.Evidence of a selection, award process and timeline 3.Description of specific requirements for scholarship winners 4.List of scholarship winners—including unique data elements such as DOB, SS#, etc. WHEN DO I DOCUMENT SCHOLARSHIPS?

D OCUMENTATION OF C ASH C ONTRIBUTIONS TO GEAR UP M UST I NCLUDE : 1.Evidence of cash received and source 2.Evidence of cash expenditures or outlays 3.Description of purpose of funds and documentation of use 4.Name of donor(s) with an authorized signature 5.Date donated HOW DO I DOCUMENT MATCH?

GU PARTNER ORGANIZATIONS MAY CHARGE INDIRECT COSTS OF EIGHT PERCENT OR THEIR FEDERALLY NEGOTIATED INDIRECT COST RATE ( WHICHEVER IS LESS ) OF ALLOWABLE MATCHING CONTRIBUTIONS : 1.Organization must have a Federally approved indirect cost rate agreement 2.Indirect cost rates cannot be charged to scholarship programs 3.Unrecovered indirect costs cannot be counted as matching funds INDIRECT COSTS & MATCH

 M ATCHING CONTRIBUTIONS MUST BE INCURRED SOLELY TO ADVANCE THE GEAR UP PROGRAM  M ATCHING CONTRIBUTIONS CAN BE COUNTED ONLY ONE TIME  M ATCHING CONTRIBUTIONS MUST BE OBLIGATED DURING THE GRANT PERIOD (S CHOLARSHIPS — MATCH MUST BE PUT IN INDIVIDUAL TRUSTS OR SET ASIDE FOR STUDENTS )  A LL DOCUMENTATION MUST BE PRESENTED TO THE GEAR UP PROGRAM AT THE TIME MATCH CONTRIBUTIONS ARE REPORTED MATCH LIMITATIONS

HOW WILL I KNOW THAT IT IS “MATCH”  When considering match, could I pay for this (item or service) using my federal GEAR UP funds?  Is it legal and ethical?  Does it pass the “headline test”?  If in doubt, contact your regional program manager or, if you are the RPM, the finance officer at your designated fiscal agent. IT’S MATCH IF…