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Cost Share Requirements and Roles/Responsibilities

What's required?
Cost-sharing commitments become requirements upon award. If the university proposes cost sharing commitments, the university agrees to the following:

• University funds are provided for cost shared direct costs.
• Cost shared expenses for each project are documented.
• Allowable costs are timely and accurately documented.
• Cost shared expenses are incurred or services rendered during the period of award.
• Expenditures for cost sharing direct costs are certified.
• Records for cost sharing direct costs for the same period as the records for related sponsored agreement are retained.
• Valuation of in-kind cost sharing are correct (fair market value).

Roles and Responsibilities
Tracking, reporting, and certifying of cost share direct costs are shared responsibilities among principal investigator, department administrator (account manager/delegate/account associate), and Extramural Funds Accounting (EFA):

• The principal investigator (PI) is responsible for:
  • preparing the cost share pledge by:
    • clearly documenting cost sharing on the proposal budget justification;
    • leaving any discussion of cost sharing out of any other proposal text;
    • attaching signed documentation from each source promising to contribute. If the contribution is from the university, a signed letter from a provost, dean, or chair is acceptable. If the contribution is from a third party (not university or the sponsor), the letter must be on the contributor's letterhead and submitted with the rest of the proposal package to Office of Research.
  • reviewing information in the Cost Share Tracking system to ensure that all cost share contributions are captured correctly and that all cost sharing obligations are met in a timely manner. Principal investigators should notify the Office of Research Administration as soon as they reasonably know that the cost sharing commitment for a particular project may not, or will not, be fulfilled. This includes situations when a principal investigator transfers to another institution during the performance period of a project, as the sponsor may hold UCD responsible for fulfilling all or a proportionate share of any cost sharing commitment associated with the project.
  • submitting cost share contribution reports on a quarterly basis.

• The department contract/grant administrator is responsible for:
  • entering information in the Effort Commitment and Cost Share Tracking systems. For cross-college/department collaborations, the department who administers the contract/grant is responsible for entering information in the Effort Commitment & Cost Share Tracking system and communicating with the other department(s) to ensure that they have the necessary OP Fund and account information.
  • working with the PI to ensure the cost share pledge is met.
  • contacting Extramural Funds Accounting if discrepancies are found in the Effort Commitment & Cost Share Tracking system.

• Extramural Funds Accounting is responsible for:
  • setting up OP Funds for cost sharing.
  • notifying account managers and principal investigators that cost sharing data should be entered in the Effort Commitment & Cost Share Tracking system.
  • receiving the cost share contribution reports from the PI.
  • reporting to the sponsor as required.

  Back to Effort Commitment & Cost Sharing Help Index

  
   
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