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Section 6: Accounting for Grants and Contracts

Accounting for Cost Sharing

Effective Date:

01/01/09

Approved By:

Kerry Kennedy, Vice President for Business Affairs

Lenora Chapman , Associate Vice President, Financial Affairs

 

Last Revised On:

01/05/15

For Assistance Contact:

Grants and Contracts Financial Services

Assistant Vice President, Financial Affairs and Controller

 

PURPOSE/SCOPE

Cost sharing refers to that portion of a sponsored program’s costs not borne by the sponsoring agency. Either the U niversity of Texas at San Antonio (UTSA) or a third party may contribute cost sharing to a sponsored agreement. This document will address four categories of cost sharing:

  • Mandatory

  • Voluntary Committed

  • Salary Cap

  • Voluntary Uncommitted

The procedures for recording cost-shared expenditures in UTSA’s accounting system will be outlined.

 

AUTHORITY

Code of Federal Regulations Title 2 Part 200, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (2 CFR 200), details the criteria which must be met for a contribution to be accepted as cost sharing:

  • Verifiable from UTSA’s records.
  • Not included as contributions for any other federally assisted project or program.
  • Necessary and reasonable for proper and efficient accomplishment of project or program objectives.
  • Allowable under the applicable cost principles.
  • Not paid by the Federal Government under another award, except where authorized by Federal statute to be used for cost sharing or matching.
  • Provided for in the approved budget when required by the Federal awarding agency.
  • Conforms to other provisions of 2 CFR 200, as applicable.

UNIVERSITY GUIDELINES

Table of Contents

A. Accounting Treatment

1. Mandatory and voluntary committed cost sharing

A separate companion Cost Center for each sponsored agreement will be established within the same fund group as the source of cost sharing funds. These types of cost sharing must be readily identifiable in UTSA’s financial records.

2. Salary cap cost sharing

If a sponsor imposes a specific salary cap, UTSA will not charge the sponsor above that rate but will treat that salary portion as committed cost sharing.

3. Additional cost sharing types

For the following types of cost sharing, no formal accounting entries will be made:

  • Voluntary Uncommitted Cost Sharing
  • In-Kind Contributions: Non-cash contributions provided by UTSA or third parties.
Non-Recovery of Facilities and Administrative Cost: To use non-recovery or under-recovery of F&A as cost sharing generally requires the sponsor’s approval in advance.

B. Process

On the Internal Notice of Award, the Office of Sponsored Project Administration (OSPA) will clearly identify the type of cost sharing being incurred and will forward the Cost Center for the source of the cost sharing to Grants and Contracts Financial Services (GCFS).  OSPA will also provide a line item budget and time line, along with the authorization from the Department Manager of record to use the Cost Center.

GCFS will create cost sharing Cost Centers as needed, initiate budget transfers to establish the new Cost Center(s) and provide OSPA with the new Cost Center(s).

GCFS will also notify the Principal Investigator and the Cost Center Department Manager that personnel should be re-appointed as necessary and qualifying expenditures, if any, should be transferred to the cost sharing Cost Center(s). The cost sharing Cost Centers should then be used on a routine basis to capture cost sharing expenses.

OSPA will monitor the cost sharing expenditures for allowability and timeliness throughout the life of the project. On a periodic basis, either for the preparation of financial reports and/or during grant close-out, OSPA will inform GCFS of the documented cost sharing. GCFS will update the documented cost sharing in the UTSA financial accounting system.

GCFS will report cost sharing to the sponsoring agencies as required by the terms and conditions of the grant or other agreement.

GCFS will terminate the cost sharing Cost Center(s) at the same end date as the associated Project ID.

C. Accounting Requirements

All cost sharing expenses must be treated in a consistent and uniform manner in proposal preparation and in the financial accounting and reporting of these expenses to sponsors.

Funds for cost sharing may come from gifts, operating budget Cost Centers or other department designated funds.

Funds from another federal award may not be used as cost sharing unless authorized by statute.

Funds from non-federal awards may be used as cost sharing only when specifically allowed by the non-federal sponsor.
Cost sharing Cost Centers may not be in a deficit at the end of the fiscal year. Funds must be transferred in to the cost sharing Cost Center rather than expenditures transferred out to resolve the deficit.


DEFINITIONS

Term

Definition

Mandatory Cost Sharing

Required by the sponsor as a condition of obtaining the award. Mandatory cost sharing must be specified in the proposal; otherwise, the proposal will not receive consideration from the sponsoring agency.
When an award is received in which mandatory or voluntary committed cost sharing was proposed, the cost sharing becomes a binding commitment which the university must identify, monitor, track and report as part of the performance of the sponsored project.

Voluntary Committed Cost Sharing

Cost sharing that is not required by a sponsor, but is nevertheless pledged in the proposal or subsequent communication with the sponsor. This type of cost sharing is often used to reflect accurately the total resources necessary to complete a project.
When an award is received in which mandatory or voluntary committed cost sharing was proposed, the cost sharing becomes a binding commitment which the university must identify, monitor, track and report as part of the performance of the sponsored project.

Salary Cap Cost Sharing

Results when an individual’s institutional base salary exceeds a sponsor’s salary cap. UT System Administration Policy UTS163 (Guidance of Effort Reporting Policies) states that “The prorated excess is a form of mandatory Cost Sharing that must be funded by an appropriate and allowable source.”

Voluntary Uncommitted Cost Sharing

Faculty-donated additional time above that agreed to as part of a sponsored agreement.

 

REFERENCES/LINKS

(http://www.ecfr.gov/cgi-bin/text-idx?SID=3f5c661e8a2b4ed410b1e7df326a2ffd&node=pt2.1.200&rgn=div5)

RELATED FORMS/WORKSHEETS

None at this time.


REVISION HISTORY

Date Description
01/05/15
Updated from Define to PeopleSoft.
06/04/14
Revised references from CFR to applicable Circulars.
05/01/14
Updated DEFINE information for transition to PeopleSoft.
08/27/09
Changed guideline section number from 2.5.3. Converted format from PDF to HTML. No changes to content.
05/18/09
Modified the process for initiating budget transfers and new accounts notification to all concerned parties. Responsibility has been transferred from the Office of Sponsored Programs to Grants and Contracts Financial Services.
02/27/09
Published guideline.

 


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