UVA Procedure for Managing Cost Sharing

1. UVA Procedure for Managing Cost Sharing

2. Cost Sharing at Proposal Stage • Proposal Stage: • PI and Department prepares proposal based on Sponsor solicitation. • Mandatory – required by Sponsor and must be tracked in companion account. • Voluntary Committed – not required by Sponsor but quantified in the proposal now cost is a binding commitment and must be tracked in a companion account. • Voluntary Uncommitted – not required by Sponsor or quantified in the proposal but institution support research cost – not required to track. • Department confirms funding for proposed cost share and provides PTAO information upon proposal submission. • Proposal is reviewed and with proposed cost share before submitting to Sponsor.

3. Cost Sharing From UVA PTAOOffice of Sponsored Programs • Award Stage: • Grants and Contracts receives Sponsor award notice and creates G&C PTAO. When cost share is required, companion account must be created to track expenditures in the financial system • Cost Share action is logged in ResearchUVA to Post Award, with a request to set-up companion account • Post Award contacts Department to verify and/or obtain PTAO(s) funding the cost share commitment & creates Companion Account Worksheet • Companion account(s) are generally linked to G&C project with the exception of State E&G funds (SG Awards) - separate project must be created for financial reporting requirements to the State • Central Offices (Financial Planning and Administration, Financial Reporting), Department Award Manager (funding source owner) and Fiscal Contact are notified when the CS award is setup by Post Award; a copy of the companion account worksheet is distributed to all stakeholders • Central Office receives the CS setup approval request through Oracle workflow, confirms the fund source/s with the Award Manager/s and requests for following action: • reduce the funding from the funding source PTAO(s) that is supporting the cost sharing and approve workflow action in Oracle • Post Award creates the ResearchUVA Notice of Award for the CS award for distribution to PI & department

4. Third Party In-Kind Cost SharingOffice of Sponsored Programs • Third party in-kind cost sharing requires PI’s certification of acceptable cost shared expenses that are not from UVA’s financial system • Sources for third party in-kind contributions • subrecipient cost sharing: subrecipient’s invoices and/or expenditure reports should include cost sharing • department research administrator or fiscal contact to review sub’s cost sharing and advice PI to certify or reject an invoice • deviations in subrecipient’s cost share commitment will need UVA and sponsor approval via SP30/eSPAR action • subawards that are being monitored through sub Projects, the PI/department will ensure subrecipient’s cost sharing amounts are accurate before approving payment • donation of consulting services: certification of time spent, quantifying the billable hours and amount cost shared • donation of supplies, equipment, OTPS: certification from the donor, itemizing quantities and associated amounts at the fair market value • Unrecovered indirect costs on cost shared expenses: to be included as cost sharing requires prior approval from sponsor • Unrecovered indirect costs on sponsored expenses: requires VPR’s approval for waiving direct charging of indirect costs and sponsor approval for using unrecovered (waived) indirect costs for cost sharing

5. Cost Sharing Companion Account Structure

6. Funding and Expending CS Companion Accounts

7. Department’s Role in Managing Cost Share Companion Accounts • Department/Administrator: • Review and monitor cost sharing budget • Schedule labor on the CS PTAO • Create POs or spend directly on OTPS purchases from the CS PTAO • Review & approve both sponsored and CS awards during monthly recon@ • For in-kind contributions, obtain PI’s certification either using a cost share certificate or on subaward invoices • Ensure supporting documentation (such as timesheet, consultant rate, list of supplies or OTPS or equipment with market value, etc.) is provided to OSP Post Award with the cost share certificates

8. Mock BBA for Cost Share PTAO