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Matching/Cost Share/Off Set

Matching/Cost Share/Off Set. Session 66 Wednesday, May 25, 2011 National Extension and Research Officers Administrative Conference Anchorage, Alaska. Matching/Cost Share/Off Set. Presented by: Adriene Woodin Branch Chief Awards Management Division

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Matching/Cost Share/Off Set

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  1. Matching/Cost Share/Off Set Session 66 Wednesday, May 25, 2011 National Extension and Research Officers Administrative Conference Anchorage, Alaska

  2. Matching/Cost Share/Off Set Presented by: Adriene Woodin Branch Chief Awards Management Division Office of Grants and Financial Management NIFA-USDA awoodin@nifa.usda.gov 202-401-4320

  3. Matching/Cost Share/Off Set • Definitions • Do’s and Don’ts • What’s Not Acceptable Matching • What is Allowable as Matching • Common Matching Costs • Valuing Donations • Other Information

  4. Definitions • Cash Matching: The recipient’s cash outlay, including the outlay of money contributed to the recipient by non-Federal third-parties. • Examples: The recipient’s cost to purchase an item of equipment for use on the project; Salaries for staff time committed to project; purchase of supplies; travel of project staff.

  5. Definitions • In-Kind Contribution: The value of non-cash contributions of property or services. Includes use of facilities, use or donation of equipment, supplies, and other non-expendable property.

  6. Definitions • Third Party Matching: Any contribution to the project by an organization other than the recipient. • Can include cash or in-kind contributions.

  7. Do’s and Don’ts • Funds used as matching for NIFA Awards: • Cannot be used as matching for another Federally-assisted project or program • May not be provided by another Federal award or agency unless specifically authorized by Federal Statute • Must be for costs incurred specifically for project during project period

  8. Do’s and Don’ts • Entire amount of required matching must be secured at time of award • No “contingencies” allowed (i.e. Pending approval, submission, or earning) • Includes Continuation Awards • First year plus future year commitments must be secured in advance • The sources and amounts of all matching should be summarized as part of the budget justification as a separate narrative (not combined with the Federal funds narrative)

  9. What’s Not Acceptable Matching? • Funds provided from another organization for another, similar project. • Can’t use funds twice • The value of equipment previously purchased by, or donated to the recipient. • The purchase or donation must be specifically for the project • Equipment must be used specifically for this project and pro-rated to project usage

  10. What’s Not Acceptable Matching? • Income expected to be earned during the project period. • All matching must be in place at time of award. • The income will not have been earned by then. • Indirect Costs over the allowable limit (with the exception of the SCRI Program). • When indirect costs are limited by program authorization, the recipient cannot claim more than the allowable limit.

  11. What’s Not Acceptable Matching? • Some matching may be deemed unallowable during the review process requiring additional matching resources. • Award may be reduced or may not be issued if required matching is not met.

  12. What’s Allowable as Matching Costs? • Any costs which would normally be allowable under the applicable cost principles (OMB A-21 or A-122) for Federal funds would be allowable as matching • Except for unrecovered indirect costs (with one exception) • Costs must be specifically identifiable and directly benefiting the project.

  13. Common Matching Costs • Salaries/wages for project personnel • Materials or Supplies • Travel costs • Office Rent • Equipment costs

  14. Valuing Donations • Value of donated property (transfer of property ownership) should be based on fair market value at time of donation. • Value should be established by an independent appraisal

  15. Valuing Donations • Value of donated space (usage) should not exceed the fair rental value of comparable space as established by an independent appraisal of similar space in the same area. • Value is not based on purchase price

  16. Other Information • It is important that all matching is documented with letters of commitment and cost justifications for both recipient and Third-party donors. • An award with required matching cannot be issued until all matching has been verified as allowable, reasonable and secured. • Continuation awards require matching verification for the entire length and amount of the award.

  17. Questions? For any questions regarding matching costs or any other grant issues, contact: • Awards Management Division – 202-401-4986 awards@nifa.usda.gov • Adriene Woodin, Branch Chief – 202-401-4320 or awoodin@nifa.usda.gov

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