Step by Step Instructions for Reporting Non-FEC Cost Share Contributions

 The Non-FEC Cost Share application allows campus units to tag transactions for cost share, extract them to a spreadsheet and fill out a simple report to provide for PI's review and for submission to GCA.

Instructions below are designed to provide detailed instructions for reporting Non-FEC Cost Share to Grant and Contract Accounting (GCA).

Step 1

Departmental Procedures for Selecting and Tagging Non-FEC Cost Share Transactions

  • Navigate to the Non-FEC Cost Share Application
  • Enter the benefitting budget (sponsored budget that has cost share commitments set up in the Cost Share Summary).
  • Enter a contributing budget (typically the allowable non-sponsored budget that supported the sponsored budget).
    • If source funds are from a non-federal sponsored project, both sponsors must provide prior approval.
  • Choose the time period for selecting transactions
    • By calendar month or fiscal year.
    • Remember, transactions that supported the benefitting budget, should typically be within the benefitting budget period dates.
  • Review transactions for cost share
  • Tag the allowable transactions for cost share using the checkbox
  • Amount available for cost share auto-fills the cost share amount on the cost share dialogue box.
  • Apply a "Batch Label" to each transaction as they are tagged for this reporting period.
    • Batch labels help identify and group together the transactions being used to support different reporting periods.
      • They can be up to 12 characters in length
      • Suggestions for Batch Labels: Spr13, Fall 16, Jan-Mar2014, Month 1, Month 2 etc.
      • It is crucial to use different batch labels for each batch of transactions you will be reporting to GCA at least quarterly.
      • Tip: Use "copy and paste" to reduce typos while tagging transactions.
    • Click "Accept", to accept the amount to be tagged for cost share.
  • Continue selecting contributing transactions and applying the Batch Label that applies to this reporting period.
  • You may enter another contributing budget to select additional transactions or return to the Summary page at any time.

Note: After clicking "Accept", the "Last Tagged By" column auto populates with your UW NetID. This links to the cost share tagging audit trail, which records and displays actions taken for each transaction tagged for cost share. Learn more about the Non-FEC Cost Share audit trail.

Step 2

Departmental Procedures: Extracting Non-FEC Cost Share

Once all transactions for the reporting period have been tagged, navigate to the Summary page.

  • Login to the Non-FEC Cost Share application, or if you are already logged in, select "return to Summary page"
  • Click the "Extract" button to extract all tagged contributions for the benefitting budget.
  • Select "Save As" an excel document and rename the file something specific to this reporting period.
    • e.g.  include the budget number and Batch Label in your file name.
  • Copy the Non-FEC Cost Share Reporting Template into a worksheet of the extracted transactions excel file.
  • Sort by reporting period batch label.
  • Apply and calculate appropriate benefit and F&A rates using provided columns on the extracted file.
  • Total the transactions (including applicable F&A and Benefit rates) being reported for this Batch Label reporting period.

Fill out the reporting template.

Step 3

Departmental Procedure: Review with PI and Obtain Signature.

  • Review the report with the PI.
  • Have the PI sign and print PI's name in the space provided.

Step 4

Departmental Procedure: Submit the Non-FEC Cost Share Contributions Report to GCA

  • Submit a new GrantTracker request for the benefitting budget.
  • Select the "Cost Share" topic.
  • On the Summary line of your request include the Batch Label and indicate you are reporting Non-FEC Cost Share contributions.
    • e.g. Non-FEC Cost Share contributions for Spr13
  • Attach complete Extracted Excel file with tagged contributions as well as the signed Non-FEC Cost Share Report.
    • GCA needs both the completed report AS WELL AS the Extracted Excel worksheet with the tagged transactions.
    • GCA uses the extracted Excel worksheet and analyzes the calculations applied by the departments as part of their review and entry into the cost share application.

Step 5

GCA Procedures- Review and Entry of Reported Non-FEC Cost Share Contributions

  • Review submitted spreadsheet and report for the current reporting period.
  • Sort and total UW direct charged contributions by account code for the Batch Label reporting period
  • Enter direct charged totals at the account code level into the Cost Share Summary application.
    • The Cost Share Summary application automatically adds benefit and F&A rates.
  • Analyze extracted Excel worksheets and completed reports submitted by departments for UW tagged contributions, third party cost share and tuition waivers being reported.
  • Notify department via GrantTracker response to report submission that the cost share contributions have been entered into the cost share summary application.
    • Indicate variances for submitted vs. entries to cost share summary e.g. F&A rate or benefit rate calculation variances etc.

Step 6

Departmental Procedure: Review Entries after Notification, Contact GCA with Questions.

  • For example:
    • Does the recorded cost share in the Cost Share Summary application have the "actuals" total towards the commitment expected?
    • Do the totals at the object code levels accurately reflect the contributions submitted?

Step 7

Departmental Procedure: Review and Monitor Cost Share Commitments and Contributions

  • Review GCA Cost Share entries after receiving GrantTracker notification.
  • Monitor cost sharing progress via the Unmet Cost Share report and the Cost Share Summary regularly.
  • Contact GCA with questions on Non-FEC Cost Share or cost share pledges set up in the Cost Share Summary via GrantTracker.

 

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