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Cost Share and Matching Documentation Process

Policy
Procedure
Purpose: 

In accordance with federal regulations, the rules for reasonable, allocable, and allowable expenditures apply to the cost shared and matched expenditures the same way they do for sponsored expenditures.

Applies to: 

Principal Investigators, Departmental or Research Center accounting personnel, others designated by the Principal Investigator

Campus: 
Lawrence
Policy Statement: 

Once cost sharing or matching costs have been committed to a sponsored project, those costs must be documented periodically and included in the financial records for that project. In accordance with federal regulations, the rules for reasonable, allocable, and allowable expenditures apply to the cost shared and matched expenditures the same way they do for sponsored expenditures.

The cost share/matching projects have the same project number as the sponsored projects but are differentiated by funds. The KU Center for Research, (KUCR) has established three funds to capture the cost shared/matched expenditures:

  • Fund 918 - KUCR matching obligations
  • Fund 928 - Departmental/unit obligations (when the funding is deposited with KUCR)
  • Fund 950 - In kind and third party obligations (no cash is deposited with KUCR). In kind obligations are usually State or Endowment funds.

Periodically, cost share notifications are sent to PIs and/or their designees to collect the information for the prior six months. The year is divided from July to December to account for fall semester and from January to June to account for spring semester. The documentation is signed by the PI to certify effort by individuals, other operating costs, and third party contributions. The form is sent to Post Award Services for verification and entry into the financial accounting system. The documentation must include sources of funding, percentage of effort, and dates of the expenditures.

Contact: 

Kristi Billinger
Assistant Vice Chancellor
785-864-7231
kristib@ku.edu

Approved by: 
Vice Chancellor for Research
Approved on: 
Tuesday, February 6, 2007
Effective on: 
Tuesday, February 6, 2007
Review Cycle: 
Annual (As Needed)
Keywords: 
Sponsored expenditures, cost share, matching, fund documentation
Review, Approval & Change History: 

01/23/2015: Policy formatting cleanup (e.g., bolding, spacing).

12/02/2014: Added link to Cost Share Verification Form; minor language change to last paragraph of Policy Statement.

06/18/2014: Updated title of official in 'Approved by' field; updated formatting in Contact and Related Policies.

03/01/2010: Contact information updated.

Financial Categories: 
Financial Oversight
Research and Sponsored Projects Category: 
Research and Sponsored Projects

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