Pol-Cost Sharing

policy cost sharing modified Thu Jan 30 2020 15:24:13 GMT-0500 (Eastern Standard Time)

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University of Louisville

OFFICIAL
UNIVERSITY
ADMINISTRATIVE
POLICY

POLICY NAME

Cost Sharing

EFFECTIVE DATE

July 1, 2004

POLICY NUMBER

RES-2.02

POLICY APPLICABILITY

This policy applies to the University Community (administrators, faculty, and staff).

POLICY STATEMENT

Committed cost share requires an approved transfer of funds, from a departmental general fund program or otherwise unrestricted source, to a cost share speedtype that corresponds to a related sponsor-funded grant. The cost share speedtype must also have a budget established that agrees with the cost share commitment.

RELATED INFORMATION

ORGANIZATIONAL RESPONSIBILITIES

Deans, Directors and Department Heads

Approval/provision of an unrestricted funding source to be used for cost sharing.

Institutional Officials

The Office of Sponsored Programs Administration (SPA), the Clinical Contracts Division (CCD) or the Office of Industry Engagement (OIE) representative is responsible for oversight of appropriateness of cost share speedtype provided; establishment of new Chartfield/speedtype.

Administrative Offices

Departmental administrative office is responsible for submission of related flat-files; transfer of funds; Budget Revision Request (BRR) if appropriate.

VIOLATIONS OF THIS POLICY (IF APPLICABLE)

If cost sharing is required by the sponsoring agency but not identified/requested at time of proposal, the request may be refused or the proposal administratively withdrawn resulting in loss of funding. If cost sharing is committed but not required by agency and is not requested at time of proposal, the request may be denied by EVPRI resulting in additional financial burden for the department.


DEFINITIONS

The definition of cost sharing appears in Chapter 3, Section 7 of the Research Handbook.

PROCEDURES

When award notification is received, the Project Director (PD), through their appropriate Department/Unit, provides the Controller’s Office with an IUT Form to transfer funds from a budgeted general fund source or otherwise unrestricted source to the new cost share speedtype. The transfer will charge (debit) the non-grant, general fund source speedtype using account 573000 and will credit the cost share speedtype using account 473000.

This transfer will move available cash from the approved funding source to the new cost share speedtype.

It is important to note that a 573000 expense transfer will treat the amount transferred as an expense of the program and will reduce the budget balance available in that general fund program’s 500000 account pool. If the cost share involves salary and fringe benefits from the general fund program, a budget revision must be processed to move the appropriate budget amounts from salary (511000 pool) and fringe benefits (512000 pool) to the S&E (500000 pool) of that program. To accomplish this, the department must process a Budget Revision Request (BRR) through Budget and Financial Planning.

Once the cost share speedtype is established, the PD must ensure that appropriate expenses are charged to that cost share speedtype in accordance with University policy and applicable federal/state/sponsor regulations.


ADMINISTRATIVE AUTHORITY

Executive Vice President for Research and Innovation

RESPONSIBLE UNIVERSITY DEPARTMENT/DIVISION

Sponsored Programs Administration

Clinical Contracts Division

Industry Engagement
 
 

Sponsored Programs Administration

J.D. Nichols Campus for Innovation and Entrepreneurship
Louisville, KY  40292

Phone:  502-852-3788

Email:  grntmgmt@exchange.louisville.edu


HISTORY

Revision Date(s):  07/01/2004;  08/15/2012;  12/03/2013;  05/03/2016  

Reviewed Date(s):


The University Policy and Procedure Library is updated regularly. In order to ensure a printed copy of this document is current, please access it online at http://louisville.edu/policies.