Cost Sharing Best Practices
There are several things you can do to ensure that your cost share and effort commitment tracking is effective, efficient, and accurate:
Review, utilize, and communicate information from multiple sources.
- Use the systems in conjunction with other systems. Don't rely on one system exclusively; e.g., "Total Institutional Activities" can't be tracked with the Effort Commitment and Cost Share Tracking systems. Regularly review information in Decision Support (DS).
- Departments should review "expressions of support" in proposal narratives and ensure that this information is entered in the Effort Commitment system. Auditors will review proposals for commitments that are not reflected in the budget.
- If cost sharing involves faculty members from multiple departments, the administering department should be the one that enters information in the Cost Share Tracking systems. Be sure to regularly communicate with the other department(s) involved.
- Keep payroll records accurate and updated as the Cost Share Tracking system relies heavily on this information.
- Keep account records up-to-date. Expire old accounts that are no longer needed.
Think carefully about the information being entered in the Effort Commitment and Cost Share Tracking systems.
- If entering multiple lines on the Manage Tracking Entries screen, be sure that the Description entries are somehow differentiated. Don't enter the same description each time. Different descriptions will make it easier to distinguish the individual tracking entries in the Retroactive Import and various screen filters.
- When using the Effort Commitment Maintenance screen, be careful with the percentage entered in the Effort field. This commitment is binding and must be certified. Administrative costs will be borne by the department in documenting and tracking those cost shared direct costs.
- When an award is executed, ensure that effort for each individual is not committed more than the appointment allows in relation to all institutional activities.
- Indicating a Cost Share dollar limit for transactions on the Tracking Entry Edit screen can be helpful if more expenses will post to the specified account than are required for cost share.
Review the information in the Effort Commitment and Cost Share Tracking systems on a regular basis.
- Departments should review the imported transactions monthly.
Avoid the use of Cost Transfer documents.
- Frequent and/or untimely Cost Transfer documents (KFS General Error Correction (GEC) or Distribution of Income and Expense (DI)) can be an indication of poor internal controls and will impact cost share transactions if used to move expenses out of accounts funding cost share commitments. Before processing any cost transfers, check the funding source for the account first.
Back to Effort Commitment & Cost Sharing Help Index