1. UVA Procedure for Managing Cost Sharing

2. Cost Sharing at Proposal Stage
PI and Department prepares proposal based on Sponsor solicitation.
Mandatory – required by Sponsor and must be tracked in companion account.
Voluntary Committed – not required by Sponsor but quantified in the proposal now cost is a binding commitment and must be tracked in a companion account.
Voluntary Uncommitted – not required by Sponsor or quantified in the proposal but institution support research cost – not required to track.
Department confirms funding for proposed cost share and provides PTAO information upon proposal submission.
Proposal is reviewed and with proposed cost share before submitting to Sponsor.

3. Cost Sharing From UVA PTAO Office of Sponsored Programs
Award Stage:
Grants and Contracts receives Sponsor award notice and creates G&C PTAO. When cost share is required, companion account must be created to track expenditures in the financial system
Cost Share action is logged in ResearchUVA to Post Award, with a request to set-up companion account
Post Award contacts Department to verify and/or obtain PTAO(s) funding the cost share commitment & creates Companion Account Worksheet
Companion account(s) are generally linked to G&C project with the exception of State E&G funds (SG Awards) - separate project must be created for financial reporting requirements to the State
Central Offices (Financial Planning and Administration, Financial Reporting), Department Award Manager (funding source owner) and Fiscal Contact are notified when the CS award is setup by Post Award; a copy of the companion account worksheet is distributed to all stakeholders
Central Office receives the CS setup approval request through Oracle workflow, confirms the fund source/s with the Award Manager/s and requests for following action:
reduce the funding from the funding source PTAO(s) that is supporting the cost sharing and approve workflow action in Oracle
Post Award creates the ResearchUVA Notice of Award for the CS award for distribution to PI & department

4. Third Party In-Kind Cost Sharing Office of Sponsored Programs
Third party in-kind cost sharing requires PI’s certification of acceptable cost shared expenses that are not from UVA’s financial system
Sources for third party in-kind contributions
subrecipient cost sharing: subrecipient’s invoices and/or expenditure reports should include cost sharing
department research administrator or fiscal contact to review sub’s cost sharing and advice PI to certify or reject an invoice
deviations in subrecipient’s cost share commitment will need UVA and sponsor approval via SP30/eSPAR action
subawards that are being monitored through sub Projects, the PI/department will ensure subrecipient’s cost sharing amounts are accurate before approving payment
donation of consulting services: certification of time spent, quantifying the billable hours and amount cost shared
donation of supplies, equipment, OTPS: certification from the donor, itemizing quantities and associated amounts at the fair market value
Unrecovered indirect costs on cost shared expenses: to be included as cost sharing requires prior approval from sponsor
Unrecovered indirect costs on sponsored expenses: requires VPR’s approval for waiving direct charging of indirect costs and sponsor approval for using unrecovered (waived) indirect costs for cost sharing

5. Cost Sharing Companion Account Structure

6. Funding and Expending CS Companion Accounts
Cost sharing companion awards are funded from institutional funding source/s identified by the department
CS award is linked to the Revenue Project of the Institutional non-G Award (e.g., ER )
Cost sharing companion awards expend through sponsored award expenditure project
CS award is linked to the Expenditure Project of the sponsored award (e.g., GB )

7. Department’s Role in Managing Cost Share Companion Accounts
Department/Administrator:
Review and monitor cost sharing budget
Schedule labor on the CS PTAO
Create POs or spend directly on OTPS purchases from the CS PTAO
Review & approve both sponsored and CS awards during monthly
For in-kind contributions, obtain PI’s certification either using a cost share certificate or on subaward invoices
Ensure supporting documentation (such as timesheet, consultant rate, list of supplies or OTPS or equipment with market value, etc.) is provided to OSP Post Award with the cost share certificates

8. Period Budget Activity Project TD Budget Balance
Mock BBA for Cost Share PTAO
PROJECT:
Project from: 01-JAN-2019 to 31-DEC-2023
AWARD: CS000XX
Award Name: Expect Miracles NIH AGENCY AWARD#: R01B12345
Award from: 01-JUL-2019 to: 31-DEC-2019
Expenditure Category
Total ITD Budget
Period Budget Activity
FY Costs
Project TD Costs
Commitment
Project TD Budget Balance
OSP Only, Personnel
0.00
456.00
(456.00)
OSP Only, OTPS
50,000
129,026.97
(129,026.97)
Indirect Cost
Total
104,622.90
227,154.54
(227,154.54)