URP: II.14.i Cost Sharing on Funded Projects


Cost sharing or matching is a commitment made by TWU to fund a portion of the total cost of a sponsored project.  This commitment may include direct and/or indirect costs, and may consist of university funds and/or funds from other external sources. This URP is established in compliance with requirements of federal Office of Management and Budget (OMB) guidelines, to outline the process for proposing, approving, and documenting cost sharing on funded projects. 



Cost share: Cost of a project not borne by the sponsor. Also known as "matching" or "institutional support," cost share includes all contributions including cash, in-kind, and third-party contributions.

In-kind contributions: The value of non-cash contributions.

Mandatory cost share: University resources committed to a funded project to meet explicit funding agency requirements.

Voluntary cost share: University resources committed to a funded project but not required by funding agency. Voluntary committed cost share becomes mandatory upon receipt of award.

Voluntary uncommitted cost share: Cost sharing that is neither mandatory nor voluntarily committed in the budget and program description of a funding proposal. Voluntary uncommitted cost share is not documented or reported to funding agency.



Committed cost sharing shall be proposed, approved, and documented in a consistent and reasonable manner. Committed cost sharing on a sponsored project is a legally binding obligation and is subject to audit requirements to the same degree as all university expenditures. Any  cost  share  committed  in  a  funding  proposal  must  be  approved  by  the individual(s)  with  budgetary  authority  over  the  obligated  funds  and  by  the University’s authorized official. Voluntary cost share must be approved by either the funding   applicant’s   academic   dean   or   vice   president   and   requires   written justification that includes the rationale for the commitment.

Once cost sharing is included in the proposal (mandatory or voluntary) and accepted by the sponsor, it becomes legally binding and must be verifiable and fully documented in university records.

Cost sharing obligations must be funded from identified resources available to the project and shall be treated consistently with other similar university expenditures.


The Office of Research and Sponsored Programs (ORSP) is responsible for administering cost sharing procedures and is authorized to update and modify procedures and documents as necessary to comply with federal, state and university regulations.  ORSP is also responsible for ensuring that TWU personnel are kept current on cost sharing procedures and requirements.

Allowable cost share contributions:

  1. Are verifiable from university records.
  2. Are not included as contribution for any other funded project.
  3. Are incurred for the specific program and are necessary and reasonable for accomplishment of program objectives.
  4. Are allowable under OMB guidelines for federally funded projects.
  5. Are allowable and allocable under the terms of the sponsoring award.
  6. Are allowable under applicable cost principles and TWU procurement policies.
  7. Are allowable as employee salary and wage compensation to the extent that
  8. The total compensation conforms to established TWU personnel policies and that these policies are consistently applied.
  9. Are not paid by the federal government under another award, except where authorized by Federal statute to be used for cost sharing or matching.
  10. Are  included  in  the  approved  project  budget, budget  narrative, and/or the proposal narrative.
  11. Are incurred during the project period of the award.
  12. Conform to the provisions of applicable federal OMB guidelines.


Documentation of Cost Share

Documentation of cost share is the responsibility of the department committing the cost share. The Principal Investigator (PI) on a funded project is required to provide documentation to ORSP on all cost share contributions other than salaries and indirect costs. Cost share documentation must be submitted to ORSP at the same time that required reports are submitted to the sponsoring agency.


Cost Sharing Conditions for Subrecipients

A cost sharing  requirement  shall  be  included  in  the  terms  and  conditions  of subrecipient agreements when cost sharing flows down to subrecipients or consortium partners. The sub-awardee is responsible for maintaining the documentation of such costs.


Third-Party/External Contribution

External cost share contributions shall be pledged in writing (at the proposal stage), shall include the amount committed, and shall be signed by an authorized official of the external entity. External contributors shall be required to certify in writing that the commitment has been met and that the value of the goods and/or services can be documented.





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Article ID: 39706
Tue 9/26/17 4:51 PM
Thu 2/14/19 4:48 PM