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Matching Funds/Cost Sharing
Some sponsors require matching or cost sharing funds.
Matching funds are normally defined as cash (e.g. a percentage of the
cost of a piece of equipment), whereas cost sharing is usually in the
form of contributed time and effort by the project director or other
project staff. However, these terms are frequently used interchangeably.
If cost sharing is required, ORSP can provide suggestions as to sources
of funds. Some sources of cost sharing are release time, graduate students,
and computer usage. Matching funds may be available for projects which
significantly further the university's primary mission. The university
can also coordinate matching fund solicitations and contributions on
behalf of corporations or foundations if the project is funded.
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For federal projects -
Only cost-share federal projects with non-federal funds
and cost-share only federally-allowable costs.
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For all projects -
Do not use the same funds to match more than one project.
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Do not include cost-sharing unless it
is required.
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Matching commitments must be honored
and are reported to the sponsoring agency. When
a Proposal
Clearance Form (PCF) is prepared, the project director
must specify whether the commitment is cash or in-kind and
must designate an account name and number for reporting
purposes.
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Matching commitments must be approved
by the department chair, the college dean, and the Provost
and Vice President of Academic Affairs.
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All matching funds or cost sharing commitments
based on the faculty member's academic time and effort must
be approved in advance by the PI/PD’s department chair
and dean on the Proposal
Clearance Form (PCF).
The documentation for cost sharing should demonstrate
that:
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It is verifiable from the recipient's records
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It was incurred during the period of performance
of the award
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It is not included as contributions for
any other project or program
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It is necessary and reasonable for proper and
efficient accomplishment of project or program objectives
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It is allowable under the applicable cost principles
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It was not paid by the federal government under
another award, except where authorized by federal statute
to be used for cost sharing or matching
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It was provided for in the approved budget when
required by the federal awarding agency
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It was consistent with federal cost allocation
principles (for example, cannot include costs recovered through
facilities and administrative cost pools)
Other requirements related to cost sharing
include:
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Unrecovered facilities and administrative costs
may be included as part of cost sharing or matching only with
the prior approval of the federal awarding agency.
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Principal Investigator's effort, whether fully
reimbursed or contributed, cannot be reduced by 25% or more without
prior approval by the sponsor when the
sponsor is federal.
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Cost sharing in the form of volunteer effort
or contributions from third parties must be accounted for in terms
of the “market value” of the effort or contribution.
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In accepting an award where the proposal indicated
institutional cost sharing, the university is committing itself
to formally documenting that the cost sharing was actually applied
to the project. If the award level is significantly lower than
the requested level, a corresponding reduction in cost sharing
should be negotiated.
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