COST SHARING

Cost Sharing Information

GENERAL INFORMATION AND DEFINITIONS

Cost Sharing is resources that contributed to a sponsored project over and above the support provided by the Extramural sponsor of that project. This means that the government does not fully reimburse the performer for all allowable costs associated with the specified effort. There is mandatory cost sharing that requires the University to contribute a portion determined by the terms of that project. There is also voluntary cost sharing that is the portion of the sponsored project which the University contributes to a project at its own initiative.

Matching: The sponsor requires the University, as a condition of the award, to "match" the sponsor's support in some arbitrary portion, a fixed amount, or resources from non-UC sources pledged in partial support of a project.

Cost Sharing: This refers to the University bearing costs associated with the conduct of a sponsored project that the University might otherwise charge to the sponsor agency. When cost sharing is mandatory, reporting of cost share contributions must be documented on a project by project basis. The "Cost Sharing Contribution Report" is used to document the cost sharing costs.

University Participation: This refers to a specific, measurable contribution by the University toward a project in addition to the cost shared contribution. It is University funds and/or resources specifically set aside for this project; funds that would not normally be available to the principal investigator.

Institutional Cost Sharing: National Science Foundation permits cost sharing to be on an aggregate basis, based on the average level of cost sharing for all projects funded by the agency. Cost Share Reports for NSF grants are sent out at the end of each fiscal year to satisfy 1% or greater requirement. The cost share of 1% or greater is aggregated per fiscal year disbursements.

HOW TO COMPLETE A COST SHARE REPORT

The cost share report is mailed to the department for mandatory and institutional cost sharing. It is required on an annual basis and at the termination of the award.

The numbers listed below with the accompanying description refer to and explain the numbered boxes on the Cost Share Report Example.

COST SHARE FORMAT:

1    Fund No: The fund number, a five-digit number established for individual contract & grants, is entered in this      area.

2    Agency Name: The name of the agency that awarded the funds to the Principal Investigator.

3a   Principal Investigator: The name of the professor who has been awarded the funds.

3b   Department: The name of the department administering the award.

4    This box describes the campus recipient of the award. Generally, 'Principal Investigator' is checked in this area.

5    Purpose: A general description of the activity covered by the award. "Research" is the purpose for most      awards.

6a   Award Number: This number is assigned by the agency.

6b   Account Number: The account number of the campus department administering the fund.

7    Reporting Period: This is the current period to report cost share. It is normally a one year period.

8    Cost Sharing Period: This is the begin and termination date of the entire award. It can be the length of the      reporting period or greater.

9    Cost Sharing: The data in this section includes the agency and University financial commitments and expenditures for the award. Commitment: This total is the cumulative financial commitment negotiated for the agency and UCSB portion. These totals should be equal to the sum of all the Award Synopsis' received to date for both agency and University cost sharing.

(Note: The following section of box 9 is completed by Extramural Fund Accounting upon receipt of completed copy from the department.)

Expenditures - reporting period: These are the total expenditures for the reporting period.

Expenditures - cumulative to date: These are the totals for all reporting periods to date. For awards with more than one reporting period, this would accumulate cost sharing expenditures for all cost sharing reports submitted. Difference: This is the total variance of the commitment totals to the actual expenditures to date.

10a  Salary Contributions: List the name of the person whose salary is cost shared, the account/fund/sub charged, and gross pay for the period. The Cost Contribution is required as a percent of time and the amount is the dollar figure of the gross amount times the percent. Benefits can be specifically identified by person, or the appropriate composite fringe benefit rate entered in box of section 13.

10b. Other Cost Contributions: Report costs other than salaries/wage and benefits. The cost share can be reported in percentages or amounts. When reporting percentages, include total amount of the cost to derive amount actually shared.  

11   Signature Block: Upon completion of section 10, check 'Federal' or other in the certification statement and insert the appropriate agency name in the space provided. The Principal Investigator must sign and date the certification statement. Also, the preparer's name and extension are required.

12-17 The 'For Accounting Use Only' box (sections 12-17) is completed by accounting. These are then filed as official documents and used to complete required financial reporting to the awarding agency.

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This page last modified by SLS, 8/21/97

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