Tips for Electronic Submission

SF 424

In regard to the first section of Box 5 of the SF 424 (R&R) form entitled “Applicant Information,” - the legal name of the applicant will be “The University of Montana.”  If requested by the project’s principal investigator (PI), the address of the PI’s unit within the University of Montana may be used in lieu of that of the Office of Research and Sponsored Programs (ORSP).

The contact information in the second section of Box 5 entitled “Person to be contacted on matters involving this application” will be completed using information for the appropriate ORSP designee. All subsequent fields requiring contact or applicant information within the application file that do not specifically call for information regarding the PI will be completed with information pertaining to the University of Montana or its ORSP designee.

Modular Budgets

Although ORSP strongly recommends that a detailed budget be prepared prior to proposal submission, the PI may, at his/her discretion, submit an abbreviated budget for NIH grant applications requiring modular budgets.  This abbreviated budget must detail costs that impact Indirect Cost calculations (i.e., equipment, subcontracts, tuition, and participant support costs). 

It will be the responsibility of the PI to ensure that he/she does not over- or under-estimate the number of modules needed to accomplish the project’s intended scope of work.  It also should be noted that should the project include one or more subagreements, all ORSP policies and practices regarding any subagreements remain in effect, including the need for a detailed subagreement budget prior to the submission of the proposal.  If a PI chooses to submit an abbreviated budget for a proposal submission requiring a modular budget, ORSP will still require an internal det

Mandatory vs voluntary

Mandatory Cost Share – Quantified resources are required by the sponsor as a published condition of funding; therefore, cost share is submitted, recorded, AND reported.

Voluntary Cost Share – Quantified resources offered in the proposal

  • Voluntary Committed:  The Uniform Guidance states that voluntary committed cost sharing is not expected for federal research proposals (2 CFR 200.306) and cannot be used as a factor during the merit review of applications or proposals.  However, it may be considered if it is both in accordance with Federal awarding agency regulations and specified in a notice of funding opportunity. When an award budget incorporates voluntary cost share into total project costs, it becomes a binding commitment and the institution must include it in financial reporting to the sponsor.  [ex: Non-federal equipment, supplies, etc.]
    • It is submitted, recorded, and reported; ORSP staff will notify PI when reporting requirements are met, at which point documentation will cease.
    • Note:  If full F&A is allowed by the sponsor and the PI receives permission to waive recovery, the amount unrecovered becomes voluntary committed cost share.
  • Voluntary Uncommitted:  Faculty and employee effort (including senior researchers) that is over and above that which is budgeted. 
    • It is NOT submitted, recorded, NOR reported;
    • "Federal voluntary uncommitted cost share should be treated differently from committed effort and should not be included in the organized research base for computing the F&A rate." (per OMB memo 1/5/01)

Submitting, recording, and reporting

Submitting – Done by the PI or department and given to ORSP ("submitted") on appropriate form (either Third Party Contribution or UM Matching Funds). To submit Time & Effort as cost share, use the T&E Report; cost share is reported on the right side of the page with the index and percentage and authorization initials are required.  

Recording – Upon receipt by ORSP, information is added to the official project file and the cost share database (“recorded”).

Reporting – ORSP reports to the sponsor per requirements or request (“reported”).

Requesting Institutional Cost Share

UM distributes a significant portion of institutional F&A recovery to the academic deans.  As a result, cost sharing requirements usually are met through the academic sector.  Discuss with your Chair/Director and your academic Dean.  

In rare circumstances, a follow-on request may be made to the Vice President for Research.  Such requests must be in writing and detail amounts secured from the College/School.  

Unrecovered F&A

In some circumstances, if allowed by the sponsor (OMB A110 C.23.(b)) and institutionally approved, unrecovered F&A costs - calculated at UM’s appropriate federally-negotiated rate - may be used for mandatory cost share.  However, such cost share is calculated not to exceed the amount required.

Ex:  If a project prohibits F&A, and the sponsor allows and University officials have approved use of unrecovered F&A, such cost share is calculated at the fully-negotiated federal rate, not to exceed the amount required by the sponsor.

Ex:  If a project allows but restricts F&A, and the sponsor allows and University officials have approved use of unrecovered F&A, cost share is calculated at the fully-negotiated federal rate, less the dollar amount of F&A assessed, not to exceed the amount required by the sponsor.