COST SHARE POLICY EXPLAINED
Social Welfare Research Office | University of Kansas | socwel.ku.edu/research
Introduction It's sometimes appropriate for KU to share in the cost of conducting an externally funded grant, contract or cooperative agreement. It's also important for the Principal Investigator (PI) to commit some percent of direct effort to each sponsored project. This policy governs cost sharing and personnel effort on sponsored projects, the participation of KU Research in cost sharing, and the appropriate F&A rates to charge sponsors. For purposes of this policy, matching/grant matching, inkind contribution, or hard-dollar match are synonymous with cost sharing.
Cost-shared items MUST be: Allowable as a Direct Cost Exception: goods & services donated by a third party Allowable as a Project Cost Contributed During the Performance Period
Cost Sharing Contributions: If Cost Share is... Mandatory
KU Research may contribute up to 50% of the total cost sharing required
In-kind
If in-kind cost sharing is allowed, the maximum amount of in-kind cost sharing allowed should be built into the budget
For Reduced Awards
If a proposal is awarded less than the proposed amount, the University’s contribution will be reduced proportionally.
Used on Only One Project Separate from F&A Expenses (ineligible items include administrative staff, office supplies, operations & maintenance, etc.
Types of Cost Sharing & When to Cost Share 1. If Required by Sponsor, Cost Share is Mandatory 2. Otherwise, It's Voluntary Committed Voluntary Committed is to be Avoided: When encouraged by sponsor but not required, cannot be used in merit review of application but may be considered when making an award)
Process for PI to Secure Cost Share PI fills out Cost Share Agreement form and contacts ADR or dean AT LEAST 4-5 weeks before proposal submission deadline. ADR will then contact the Associate Vice Chancellor for Research to request KU Research's participation.
Unless it is an Unplanned Occurrence (when over and above what was committed and budgeted in the award, need not be tracked or reported) Notes on Voluntary Committed: If no level or amount of cost share is specified in the announcement, KU Research will document “institutional support” in an unquantified letter format rather than in the proposal budget. If a letter is desired from KU Research, sufficient information and notice should be given to the appropriate Associate Vice Chancellor for Research.
COST SHARE POLICY FLOWCHART
Social Welfare Research Office | University of Kansas | socwel.ku.edu/research
Is Cost Share Required? YES
Fill out Cost Share Agreement Form & Contact ADR immediately to discuss
NO
Do nothing, apply for grant as usual
Any cost-shared item MUST be: Allowable as a Direct Cost Exception: goods & services donated by a third party Allowable as a Project Cost Contributed During the Performance Period Used on Only One Project Separate from F&A Expenses (ineligible items include administrative staff, office supplies, operations & maintenance, etc.
SUGGESTED, BUT NOT REQUIRED
Known as Voluntary Committed Cost Share, this should be avoided
Contact ADR immediately to discuss, if needed