Reference

Cost Share Flow Chart / http://www.research.usf.edu/sr/costsharing/Flowchart-Cost Share.xls
Cost Share Policy / http://www.research.usf.edu/sr/costsharing/CostSharePolicy.pdf
Equipment Match Sample Memo / http://www.research.usf.edu/sr/costsharing/CostSharing-SampleEquipmentMemo.doc
Grant Budget Release (GBR) / http://www.research.usf.edu/sr/GBR.xls
Internal Form / http://www.research.usf.edu/sr/InternalForm.doc
OMB Circular A-21 / http://www.whitehouse.gov/omb/circulars/a021/a21_2004.html
OMB Circular A-110 / http://www.whitehouse.gov/omb/circulars/a110/a110.html
PERT / http://usfweb.usf.edu/controller/research/PERT.htm
NIH Salary Cap / http://www.research.usf.edu/pert/NIH Salary Cap Description.doc
3rd Party Contribution form / http://www.research.usf.edu/sr/costsharing/3rdPartyInKindContributionForm.xls
Training / Coming Soon!
Who is my Sponsored Research Administrator? / http://www.research.usf.edu/sr/PrePost_Contact.xls
Who is my Grants Administrator? / http://www.usf.edu/proced/fiscal/uco/research/FindRFMContacts.xls
Division of Sponsored Research / Research Financial Management
(DSR) / (RFM)
30338 USF Holly Drive / ADM 147
Phone: (813) 974-2897 / Phone: (813) 974-1006
Fax: (813) 974-4962 / Fax: (813) 974-4919

Cost Sharing

Quick Reference Guide

http://www.research.usf.edu/sr/costsharing/

Rev. 10/08

What is Cost Sharing?

Cost sharing represents that portion of the total cost of a sponsored project that is covered by the University (and/or third party) rather than the external sponsor.

Categories of Cost Sharing

Committed / Mandatory / Ø  Required by sponsor
Ø  Must be documented
Ø  Must be reported to sponsor
Voluntary / Ø  Volunteered by investigator in proposal
Ø  Must be documented
Ø  May require reporting to sponsor
Salary Cap / Ø  Researcher’s salary exceeds sponsor’s maximum
Ø  Must be documented
Ø  May require reporting to the sponsor
Uncommitted / Voluntary / Ø  Not included in proposal or contract
Ø  Does not need to be documented
Ø  Not reported to the sponsor

We are responsible for documenting all categories of COMMITTED cost share.

Types of Cost Share

Non-Salary All non-salary expenses allowable by the award terms and conditions.

Salary FAC, A&P, USPS, and OPS salaries and applicable fringe benefits.

Source of Cost Share

Non-project USF unrestricted funds (i.e. RO & E&G funds)

Project Non-federal sponsored project (federally sponsored requires sponsor approval)

3rd Party Non-USF entity / individual

Identifying Committed Cost Share

Document / Location
Proposal / Key words: cost share; match; in-kind
Internal Form / Page 2, “USF Cost Sharing” section
Contract / Key words: cost share; match; in-kind
USF Award Notice / Upper right section: “Cost Sharing YES”
Grant Budget Release (GBR) / Information in “$Provided by USF” section
Paying source in either the “USF Matching Account No.” or “Cost Share Chartfield Values” section
FAST Award Profile / Grants > Awards > Award Profile
Comments section
FAST Commitment Control / Commitment Control > Review Budget Activities > Budget Inquiry > Budget Overview
Activity ID: COSTSHARE or 10 – digit benefiting project number
FAST Project Activity / Grants > Awards > Project Activity (UserFields) tab

Processing Expenditures against Committed Cost Share budget

Non-Salary: Non-Project to Project Cost Share

1.  Follow normal FAST Procure to Pay procedures

2.  Use chartfield string for applicable committed cost share

3.  Follow normal procedure to complete requisition

4.  Record all pre-encumbrances

Non-Salary: Project to Project Cost Share

1.  Follow normal FAST Procure to Pay procedures

2.  Use chartfield string for applicable committed cost share

3.  Follow normal procedure to complete requisition

4.  Record all pre-encumbrances

Non-Salary: 3rd Party to Project Cost Share

Certify committed cost share information on 3rd Party Contribution form

Salary: Non-Project to Project Cost Share

1.  Payroll will communicate Committed Cost Share GEMS Account Codes to department

2.  Follow normal GEMS salary distribution procedures to set up salary distribution.

Salary: Project to Project Cost Share

1.  Payroll will communicate Committed Cost Share GEMS Account Codes to department

2.  Follow normal GEMS salary distribution procedures to set up salary distribution.

Salary: 3rd Party to Project Cost Share

Certify committed cost share information on 3rd Party Contribution form