How to Process Cost Share Transactions

Use these step-by-step instructions to process transactions in the Cost Share Tracking system. Any cost sharing taking place as of 7/1/05 or later should be entered.

Note: If the award started prior to 7/1/2005 but ended after, you only need to enter the cost sharing for the period after. However, if you still have to produce a contribution report for the sponsor, you may enter the data for the period prior to 7/1/2005 to get a complete contribution report.

Only OP Funds that have been identified as "cost shared" will appear in the Cost Share Tracking system. If you are unable to locate an OP Fund in the Cost Share Tracking system contact the Extramural account manager and ask to have the cost share indicator on the OP Fund set to yes.

The expense account must be active (no expiration date) to access the fund in the Cost Share Tracking system. If the award has ended and the account has been expired, remove the expiration date to process cost share entries, then put the expiration date back when the cost share entries have been established and approved.

Instructions on the Effort Commitment system are available here.

Additional information on system use is available in the Best Practices section.

What to do How to do it

1 Determine what OP Fund will be Cost Shared.

An automated e-mail will be sent to the account manager and principal investigator when Extramural Funds Accounting has set up the OP Fund for cost sharing. Review the information carefully in the e-mail.

Run the OP Fund Lookup (236) in DaFIS Decision Support to find the OP Fund.

Verify that the information is correct. Contact Extramural Funds Accounting if discrepancies are noted.
.

2 Log into the system.

Accessible in DaFIS Decision Support by clicking on the FIS Web Applications link

Note: Access is restricted to principal investigator, account manager, delegate(s), and account associate assigned to cost-shared OP Funds. The DaFIS Account document can be used to make changes to the principal investigator, account manager, delegate, and associate assigned to an account.

3 Enter the Cost Share Information.

From the FIS Web Applications menu, click on the Cost Share Tracking link and Manage Cost Share Entries link.

Select your OP Fund from the drop-down menu.

The Manage Cost Share Entries screen is used to manage effort commitments and pull information from the general ledger into the Cost Share system. Click on the appropriate link to add Salaries and Wages, Equipment, and Supplies/Travel. Any fields with red asterisks are required. More than one account can be specified for the different categories (i.e., Salaries and Wages, Equipment, etc).

Always round up the total amount of cost share commitments. It must be demonstrated to our sponsors that we met or exceeded the amount of cost sharing committed to.
Contributions from entities outside of UCD, such as volunteer equipment, supplies, or time should be documented by clicking on the Manage 3rd Party Contributions link, available from the main menu. The value of 3rd party contributions should be properly documented ahead of time. Review OMB Circular A-110 requirements concerning 3rd party contributions.

Note: Only non-federally funded accounts can provide cost shared contributions in the Effort Commitment & Cost Share Tracking system. Cost shared expenses must be incurred during the performance period.

4 Review and Approve Transactions for Cost Sharing

From the Cost Share Tracking main Menu, click on the Retroactive Transaction Import link.

Select your OP Fund from the drop-down menu.

Enter a fiscal period range to see all transactions available for cost sharing.

After running the query, you can identify whether you want to Approve or Reject the given transaction for cost sharing. You may also click on Reject all Transactions if you want none of the given transactions to apply to cost sharing.

5 Review Approved Transactions

From the Cost Share Tracking main menu, click on Approved Transaction Review.

Select your OP Fund from the drop-down menu.

The entries are separated into 2 categories: GL transactions and Payroll transactions. Click on document numbers for more info on a transaction. Review the transactions regularly.

6 Generate Cost Sharing Contribution Report

From the Cost Share Tracking main menu, click on Contribution Report.

Select your OP Fund from the drop-down menu.

Choose what type of report you wish to generate. Summary report will only give "totals" information; Detail option will show each individual transaction that was applied to cost sharing.

Note: Report is used by Extramural Funds Accounting (EFA)to demonstrate to Federal Agency that cost sharing was done appropriately. It provides documentation for identification of cost shared direct costs when Facilities and Administration (F&A) proposals are prepared, as it is necessary to include cost shared direct costs in organized research base.

7 Close out OP Fund

Run the Cost Sharing Contribution Report.

Report must be certified (signed) by principal investigator and sent to Extramural Funds Accounting (EFA).

EFA will close cost sharing for that OP Fund.

Back to Effort Commitment & Cost Sharing Help Index

	What to do	How to do it
1	Determine what OP Fund will be Cost Shared.	An automated e-mail will be sent to the account manager and principal investigator when Extramural Funds Accounting has set up the OP Fund for cost sharing. Review the information carefully in the e-mail. Run the OP Fund Lookup (236) in DaFIS Decision Support to find the OP Fund. Verify that the information is correct. Contact Extramural Funds Accounting if discrepancies are noted. .
2	Log into the system.	Accessible in DaFIS Decision Support by clicking on the FIS Web Applications link Note: Access is restricted to principal investigator, account manager, delegate(s), and account associate assigned to cost-shared OP Funds. The DaFIS Account document can be used to make changes to the principal investigator, account manager, delegate, and associate assigned to an account.
3	Enter the Cost Share Information.	From the FIS Web Applications menu, click on the Cost Share Tracking link and Manage Cost Share Entries link. Select your OP Fund from the drop-down menu. The Manage Cost Share Entries screen is used to manage effort commitments and pull information from the general ledger into the Cost Share system. Click on the appropriate link to add Salaries and Wages, Equipment, and Supplies/Travel. Any fields with red asterisks are required. More than one account can be specified for the different categories (i.e., Salaries and Wages, Equipment, etc). Always round up the total amount of cost share commitments. It must be demonstrated to our sponsors that we met or exceeded the amount of cost sharing committed to. Contributions from entities outside of UCD, such as volunteer equipment, supplies, or time should be documented by clicking on the Manage 3rd Party Contributions link, available from the main menu. The value of 3rd party contributions should be properly documented ahead of time. Review OMB Circular A-110 requirements concerning 3rd party contributions. Note: Only non-federally funded accounts can provide cost shared contributions in the Effort Commitment & Cost Share Tracking system. Cost shared expenses must be incurred during the performance period.
4	Review and Approve Transactions for Cost Sharing	From the Cost Share Tracking main Menu, click on the Retroactive Transaction Import link. Select your OP Fund from the drop-down menu. Enter a fiscal period range to see all transactions available for cost sharing. After running the query, you can identify whether you want to Approve or Reject the given transaction for cost sharing. You may also click on Reject all Transactions if you want none of the given transactions to apply to cost sharing.
5	Review Approved Transactions	From the Cost Share Tracking main menu, click on Approved Transaction Review. Select your OP Fund from the drop-down menu. The entries are separated into 2 categories: GL transactions and Payroll transactions. Click on document numbers for more info on a transaction. Review the transactions regularly.
6	Generate Cost Sharing Contribution Report	From the Cost Share Tracking main menu, click on Contribution Report. Select your OP Fund from the drop-down menu. Choose what type of report you wish to generate. Summary report will only give "totals" information; Detail option will show each individual transaction that was applied to cost sharing. Note: Report is used by Extramural Funds Accounting (EFA)to demonstrate to Federal Agency that cost sharing was done appropriately. It provides documentation for identification of cost shared direct costs when Facilities and Administration (F&A) proposals are prepared, as it is necessary to include cost shared direct costs in organized research base.
7	Close out OP Fund	Run the Cost Sharing Contribution Report. Report must be certified (signed) by principal investigator and sent to Extramural Funds Accounting (EFA). EFA will close cost sharing for that OP Fund.

This site maintained by UC Davis Accounting & Financial Services
Questions about this site? Contact us at afsweb@ucdavis.edu.