Cost Sharing

1. Cost Sharing June 2012

2. Cost Sharing • Cost Share Spreadsheet & Reporting Process • Submitting Cost Share Corrections • Projecting Cost Share • Cost Share Salary Accounts • Cost Share Effort Reports

3. What is Cost Sharing? • OMB A-110 A.2 (I) cost sharing or matching means that portion of project or program costs not borne by the Federal Government. • At KSU: • Matching = non-salary costs • Cost Sharing = salary costs • Reported via cost share spreadsheet

4. Types of Cost Sharing • Mandatory • Voluntary Committed • Voluntary Uncommitted

5. Cost Share Information on Internal Budget

6. Cost Share Information on Budget

7. Cost Share Information on Transmittal Sheet

8. Cost Share Information in FIS • Grants > Award Inquiry > References

9. Cost Share Letter

10. Completing the Reporting Spreadsheet • One spreadsheet per department • Do not add, delete, rearrange or change formatting of the columns • Do not include blank rows • Make sure all rows and columns are completely filled in • Do not include additional notes on the spreadsheet

11. Completing the Reporting Spreadsheet • Reporting Org • Project Cost Sharing for (GORG######) • Employee ID (HR ID W000000####) • Project, Fund Source, Org – where the employee was paid from • Payroll End Date (must be a valid HR pay end date) • Days – maximum is 10 per pay period

12. Completing the Reporting Spreadsheet • % of cost sharing time (Salary & Benefits)– use number formatting with two decimal places. For example – report 5% as .05 • Verify correct payroll information as this does change • HR reports which may be useful: • Pyrl Funding: How EE was Fund • Pyrl Funding: Who on Account

13. Validation Checks • Existing grant project • Valid pay period end dates • Reporting pay period is within award begin & end dates • 10 or less pay days within a pay period • Valid project/source/org payroll sources

14. Validation Checks • Cost share amount that will be calculated is not greater than the paid amount • Non-federal sources • Projects that are not eligible for cost sharing (ex. match/grant projects) • Duplicate spreadsheet entries • Cost Share % Fractions

15. Error Reports • Checkpoint tab for each validation check • Scroll through tabs at the bottom of the spreadsheet & review each tab • Make corrections to the reporting spreadsheet and re-submit

16. Payroll Transfers/Adjustments • Affect cost share when total pay period salary/benefit amount is changed • Affect cost share when project/source/org combination used for cost sharing is changed

17. Payroll Transfers/Adjustments • SPA generates a transfer detail report when these transactions are loaded into the cost share system • Spreadsheets for departments that are affected are then re-run through the validation process • If errors are generated, the department will be notified • If the amounts of cost share change, revised reports will be sent

18. Additional System Check • Cost Share Reported Exceeds Pay • Will be run after all cost share for a quarter has been received • Details employees that have been cost shared more than they were paid from project/source/org. • SPA will notify the department(s) when this occurs and request a revised cost share spreadsheet be submitted

19. Cost Share Corrections • Should be kept to a minimum • Only the current and previous 2 reporting periods may be revised • See cost share quarters chart • Necessary when cost share previously reported is incorrect • Use the reporting spreadsheet

20. Cost Share Corrections – Cost Share Not Previously Reported • Spreadsheet for cost share to be reported • Separate spreadsheet (.xls file) for each quarter • DO NOT INCLUDE ANY PREVIOUSLY REPORTED COST SHARE • Submit to SPA

21. Cost Share Corrections – Cost Share Previously Reported • Prior cost share for employees will be deleted • Spreadsheet for cost share to be reported – include ALL cost share for the employee for ALL departments • Separate spreadsheet (.xls file) for each quarter • Submit to SPA

22. Cost Share Projections • Projections Worksheet available • Internal budgeting use only – does not create documented cost share • Yellow shaded area can be updated • Blue shaded area shows calculations

23. Cost Share Salary Accounts • VERY RARE!!! • Must meet A-110, Subpart C, paragraph 23 and other sponsor allowability criteria • Typically non-federal sources, such as Foundation funds • Contact SPA to set up a “G” matching project

24. Cost Share Salary Accounts • Foundation Award BG1234 • Project GAAA123456: Non-matching expenditures • Project GAAA654321: Matching expenditures for award NS1234 – Salary needs to be PAID from this project to be considered matching – THESE ARE NOT REPORTED OR TRACKED IN THE QUARTERLY SALARY COST SHARE REPORTING PROCESS

25. Cost Share and Effort Reports

26. Cost Share and Effort Reports • Cost Share Corrections = Revised Effort Reports • Federal auditors will use Effort Reports and statistics prepared from them to approve or disapprove federal payments to KSU for direct costs and acceptance of cost shared salaries • Accuracy and timeliness are extremely important • Revised Effort Reports can lead to audit findings

27. Questions • Please contact Laura Hohenbary • 2-6207 or laura8@ksu.edu