Third-Party Cost Share Contributions and Supporting Documentation

Definitions

Third-party contributions are contributions given to a specific grant or contract by an individual or group from outside both the University of Washington and the sponsoring agency. These contributions do not include UW Facilities and Administrative (indirect) costs. There are two types of third-party contributions:

  • Cash-matching third-party contributions are funds (cash) from a source other than UW or the sponsoring agency. (Cash-matching third-party contributions are very rare.)
  • In-kind third-party contributions include any non-cash contribution to a grant/contract from a source other than UW or the sponsoring agency. (examples: Personnel effort/services, supplies, materials etc.)

Third party contributions are a source of cost sharing.

Cost Share Process Overview

For more details see the Cost Share Process Overview.

PI/Staff Procedure: Proposing Third-Party Cost Share Contributions

When proposing third-party cost share contributions, the following must be included with the proposal when submitted to Office of Sponsored Programs:

  • A letter from the proposed contributor, on the contributor's letterhead, that includes:
    • the date written,
    • the identity of the benefiting project, such as the name of the Principal Investigator and the name of the grant/contract,
    • a statement indicating how the individual, supplies etc. will benefit the project,
    • a description and dollar value of the proposed contribution and if applicable how much of the contribution will be in direct costs and how much will be in Facilities and Administrative (F&A) costs.
    • if F&A is claimed, a copy of their approved F&A rate agreement or other documentation supporting the F&A to be claimed.
    • signature and title of an authorized official.

PI/Staff Procedure: Documenting Third-Party Cost Share Contributions

To document third-party cost share contributions, supply:

  1. A letter (sample letter) from the contributor, on the contributor's letterhead, that includes:
    • the date written
    • the identity of the benefiting project, such as the name of the grant and/or budget number
    • a description and dollar value of the contribution and if applicable, how much of the contribution is direct cost and how much is Facilities and Administrative (F&A) costs.
    • If the third-party contributor donates salary, supporting documentation must include:
      • the name of the employee contributing effort,
      • the employee's title,
      • rate of pay,
      • total value of their effort including applicable benefits,
      • a statement indicating how the individual benefited the project,
      • time period of the contribution (must be within the budget period), and
      • signature and title of an authorized official.
  2. If a third-party contribution is a cash match instead of in-kind:
  • Follow the procedures for reporting Non-FEC cost share as applicable, reporting expenditures on the budget where the cash was deposited as they were contributed to the project.

References/Regulations

Contacts

If you:

  • are preparing your proposal or waiting to hear about a submitted proposal, contact the Office of Sponsored Programs (OSP) via:
  • have cost share questions on your award, contact Grant and Contract Accounting (GCA) via:
  • have faculty effort questions on your award, contact Management Accounting and Analysis (MAA) via:

 

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