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Introduction
Many sponsored programs require cost sharing. Any
cost may be contributed, either direct or indirect, provided that such
costs would otherwise be allowable in accordance with any cost principles
applicable to the program. Funds from Federal grants cannot be used
to cost share other Federal grants. Cost sharing often takes the form
of waived indirect cost or faculty/staff time and effort. Occasionally,
the cost sharing for a project is met through in-kind contributions.
Sponsoring agencies require the University to maintain
records of all project costs claimed by the performer as being its contribution,
as well as records of costs to be paid by the sponsor. The Office of
Research and Sponsored Programs (ORSP) maintains a record of these costs
and such records are subject to audit.
The responsibility for providing documentation for
cost sharing lies with the Principal Investigator. That documentation
will be accomplished as follows:
- Waived indirect cost
Waived indirect cost will be calculated monthly by the fund accountant
and recorded.
- Time and effort reports
Salaries of employees working on grants, but paid by a non-grant source,
may be applied to the grant as the University’s portion of the
cost. These costs are documented on the monthly time and effort report.
- In-kind contributions
In-kind contributions will be documented by the department at least
quarterly and submitted to ORSP to be recorded. Documentation will
include the date, transaction number, description and amount of any
items paid for by other eligible accounts within the University. Occasionally
the contribution is of a non-cash nature. In this case, the documentation
will contain the date, description, amount, and sufficient backup
(i.e., logs, etc) to substantiate the contribution. If the in-kind
contribution is from a source outside the University, it must include
the date, description, amount and signature of the contributor. A
form is available for this purpose.
The fund accountant will review the adequacy of cost
sharing for the project and will advise the Principal Investigator in
writing if a deficiency is noted.
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