The Non-FEC Cost Share application was specifically designed to help reduce the potential compliance risk for double counting transactions as cost share by helping to prevent selection of transactions which have already been counted as cost share or that no longer reside on contributing budgets.
Expense transfers, journal vouchers, deficit transfers, reverse expenditures, cost transfer invoices (CTIs), and/or transactions previously tagged as cost share can affect the available balances that can be selected cost share.
Overall Available Balances
The illustration below shows how the Non-FEC Cost Share application determines if transaction balances are available to be tagged as Non-FEC cost share contributions. It is based on transactions that posted in the financial system as of the previous day and/or transactions that have been tagged as cost share as of today.
Overall Available Balances for Cost Share at the Transaction level
Links found under the "Overall Avail for Cost Share" column provide information about the available amount for cost share displayed for a transaction. All previously tagged cost share for the transaction (including tags through "today") and all posted expense transfers (from the previous day) processed via My Financial Desktop (MyFD) are deducted from the original transaction amount to determine the amount available to tag for cost share at the transaction level.
Note: The "Overall Avail for Cost Share" link only provides transaction specific information, other types of postings affecting overall available balances for cost share at the Account Code or Budget levels would not be indicated by this link.
If a transaction has been transferred from budget "A" to budget "B", and budget "B" is an eligible cost share contributing budget, the transaction may be tagged from budget "B".
Additional research on specific transaction balances of previously transferred/tagged transactions can be done via:
- MyFD or Decision Support Services (for information about expense transfers, available amounts at the budget or account code levels or Journal Vouchers).
- the Non-FEC Cost Share application click the "Last Tagged by" link for information on the tagging history of the transaction.
Clicking the $0.00 link under "Overall Avail for Cost Share" provides an explanation of what happened to that expenditure at the transaction level.
This example indicates the transaction has been Expense transferred via MyFD. Additional research could be done via MyFD or Decision Support Services to determine where the balance of this expenditure resides and if it would still be an eligible cost share contribution.
Account Code/Budget Level Overall Available Balance
Sometimes a transaction will display an "Overall Avail for Cost Share" amount but it isn't actually available to be tagged as cost share. This is because journal vouchers (JVs), deficit transfers, reverse expenditures, cost transfer invoices (CTIs) or some other action may have posted to the budget and reduced the expense balance of transactions that posted to the budget at the overall budget level or the account code level.
These types of transactions cannot be tied to specific transactions and have the potential to reduce the available budget expense balance total or the available expense balance of an account code. This affects the overall available amounts that are eligible to be tagged as cost share.
The circled "Overall Avail for Cost Share" amount on this transaction below appears to be available to tag as cost share. It has not been previously tagged as cost share or expense transferred off of the budget.
However, when you attempt to tag the transaction, the following message appears informing you that there is no balance available and you cannot tag this transaction as cost share.
This is because journal vouchers (JVs), deficit transfers, reverse expenditures, cost transfer invoices (CTIs) or some other items has posted to the budget reducing the expenditure balance at the overall budget level or the account code level.
If the expenditure balance available at the budget level or account code level is less than the transaction amount you are attempting to tag for cost share, you will not be able to tag the transaction.
- Using dedicated cost share budgets may preclude these types of occurrences and minimize challenges in this area.
- Tagging transactions using the "Fiscal Year" view may help identify balances available to tag as cost share.
- Additional research on budget level and account code balances can be done via MyFD or Decision Support Services reports.