Solving the Mystery of Cost Sharing

Sponsored Programs OfficeTechnology and Economic Development

November 4, 2009

Agenda• Cost Sharing Defined• Committing to Cost Share at the Proposal

Stage• Managing Cost Share at the Post Award Stage• Example• Hints

What is Cost Sharing?• Portion of project costs not reimbursed by the

sponsor• Cost share is a REAL dollar commitment• Often called “Matching”• Can be quantified as a specific dollar amount

or percentage• Required amount can be calculated from the

sponsor cost or the total project cost

Types of Cost SharingLook at Handout Michigan Tech Practice for Cost

Sharing on Sponsored Projects

• Mandatory– Sponsor specifies cost share is required– Proposal will need documentation of sponsor

requirement

Types of Cost Sharing• Voluntary Committed– Offered in the proposal– Not required by sponsor but strongly encouraged– Must be approved by SPO

• Voluntary Uncommitted– Cost share that is not documented to the sponsor– Examples: GACS for Assistant Professors, F & A

rate waiver

Sources of Cost Sharing• Effort• Other Direct Costs• Graduate Student Support• Facilities and Administrative Costs• External Third Party

Michigan Tech Cost Share Procedure

• Cost share can only be committed when required by sponsor

• Cost share can only be committed at the level required by the sponsor

Cost Share Procedure con’t

• Required cost share must be approved by all departments/colleges sharing the costs

• Required cost share must be included in an approved budget and be documented on a cost share/marching support form

Regulatory Requirements• Office of Management and Budget (OMB)

Circulars A-110 and A-21• If an expenditure is allowed to be charged to

the sponsor, it may be cost shared– Allowable, Allocable, and Reasonable– Cost must be incurred during the project period– Federal Funds may not be used as cost share– Unrecovered indirect costs may be used if sponsor

allows

Regulatory Requirements con’t

• Cost Share expenditures may only be cost shared on one project

Cost Sharing in the Proposal

• Submit budget with cost share to SPO• Describe cost share in the proposal narrative

or budget justification only when it is quantified and approved in the budget

• Every department/college/center that is participating in the cost share will need to approve the cost share and provide the source of funding

PROPOSAL COMMITMENTS =

AWARD REQUIREMENTS

Accepting Awards with Cost Share

• University must track and report cost share commitments throughout the life of the project

• SPO will send confirmation letter to 3rd party to confirm their support of the project (sample letter and information in handouts)

• PI’s responsibility to work with the SPO/SPA office to ensure that 3rd party cost share is documented and provided to the University

Cost Share Reporting

• SPA monitors cost sharing accounts and the expenditures posted to them

• SPA will generate cost sharing reports to submit to the sponsor’s fiscal representative when required

Cost Share Reporting con’t

• When technical reports require information on cost sharing, the data should be requested from SPA so the numbers are accurate

• Most sponsors will want to see that the cost share is keeping pace with the expenditures

Document, Document, Document!

• Documentation is required by Federal Cost Principles (OMB A-110)

• Verifies Michigan Tech’s fulfillment of the financial commitment towards the project

• Inadequate documentation can result in audit criticisms

Example• Joe Smith Budget Scenario with Cost Share

• What is needed at the proposal stage– Transmittal– Budget– Cost Share Form– Letters of support from external contributors

dated no earlier than 6 months prior to the date of submission

• What is needed at the award stage– When award is received SPO will inform all

external contributors of the award and confirm their commitment for the project• A sample letter and paperwork needed is attached

Lessons Learned• Only cost share when mandatory• Complete necessary forms• Ask questions early• Verify cost is allowable, allocable and

reasonable• Monitor your account• Communicate any problems or concerns early

Any questions?