General Guideline for Cost Sharing (Matching) Requests for Grants, Contracts and Fellowships
Requests for cost sharing on grants and contracts are frequent. These guidelines outline what cost sharing (matching) requests will be supported on a routine basis when grants and contracts include full facilities and administration overhead. Cost sharing requests that do not fit these guidelines will be negotiated on a case by case basis. When faculty seek prestigious grants and fellowships which provide limited extramural funds, the cost sharing principles for prestigious, but limited extramural awards described below apply. All requests should come from the appropriate unit dean one week ahead of the deadline for proposal submission.
- Non-Federal, Cost Share Required
The VPR will make a contribution equivalent to an amount equal to 10% of the anticipated facilities and administrative overhead costs if the PI, department, and/or unit contribute an amount at least equal to 20% of the anticipated overhead recovery.
- Federal Grant Cost Share Required
The VPR will, subject to availability, automatically provide 50% of the necessary cost share, up to $50,000, if the proposal is consistent with specific Challenge for Excellence initiatives. Cost sharing for proposals in excess of $50,000 must be negotiated. Proposals that do not focus on specific Challenge initiatives must be negotiated on a case by case basis.
Cost Sharing Principles and Guidelines for Prestigious, But Limited Extramural Awards
- Successful competition for extramural support of research, scholarship, creative activities and educational initiatives enhances U of L’s reputation and brings new resources to the institution. To these ends, faculty members in all fields are urged to find and take advantage of extramural funding opportunities.
- It is the responsibility of the university to support, enable, and facilitate both application for and acceptance of external funding, including cost sharing where appropriate.
- No faculty member should experience a diminution of university salary in accepting a substantial and prestigious external grant.
- The department, the unit, and the office of the vice-president for research should work with grantees to cover both salary and non-salary costs when prestigious awards do not cover the real cost of the work and/or when cost sharing is required by the agency.
All applicants for grants, contracts, and fellowships must submit a proposal clearance form to their chair or other supervisor, their dean, and the office of research administration (see attached form). Some agencies, particularly those funding arts, humanities and social sciences such as NEH, Woodrow Wilson, Mellon, McKnight, and Rockefeller, may not provide sufficient funds for salary and expenses. During the clearance process, a plan to cover unrelated university responsibilities during the term(s) in which the extramural award is active will be designed. Cost sharing will be committed through consultation among the office of the vice-president for research, the department chair and the dean. As a rule, awards exceeding $8,000 per semester or more may qualify for one or more of the following:
- supplementation of direct salary support provided by the award, so that total salary for the academic term(s) in which the award is active is equal to the investigator’s regular university salary for that period.*
- funding for real costs to support the project (travel, lodging, higher cost of living in a location away from Louisville, etc.)
*In the case of qualifying summer grants of $4000 or more to faculty on 10-month contracts, or on +20% contracts for summer teaching, the plan should provide a supplement to the grant stipend up to a combined amount (grant plus supplement) equal to annualization of the investigator's salary. For those normally scheduled to teach in the summer, such annualization will be in lieu of the +20%, and the faculty member will be relieved from summer teaching. In the case of summer grants to faculty typically on +20% contracts for overload teaching during the regular term, the faculty member may choose to give up the +20% in favor of an annualization as above, or to continue with the +20% as planned, and accept the grant with no further salary assistance from the university.