• Introduction
• Cost Share Process Overview
• PI/Staff Procedure/s: Reporting Non-FEC Cost Sharing Contributions
• References/Regulations
• Contacts

All cost sharing contributions other than faculty effort are considered non-FEC contributions.

Cost Share Process Overview

See Cost Share Process Overview on main cost share page.

PI/Staff Procedure: Reporting Non-FEC Cost Share Contributions

When the award is received:

1. Review the proposal, award document and GC1 to determine the Mandatory and/or Committed cost share:
   
   • Identify the contribution source (UW budget and/or third-party)
   • Committed dollar amount (Source must be from non-federal funds unless stated otherwise in the award documents.)
   • If any effort commitments were made but not funded by the award.
   • Review the eFECS Cost Share Module (CSM) on line to ensure the commitment is recorded accurately. If not contact your GCA Team via Grant Tracker for correction.
2. Identify:
   
   1. Faculty Effort may only be documented as cost share on their Faculty Effort Certification report (FEC).
   2. acceptable cost share contribution source (see matrix)
   3. acceptable form for documenting contributions from that source

3. Ensure that the source of cost share and/or transaction is an allowable expenditure in accordance with the terms of the grant agreement. Remember: contributions must occur during the benefiting budget period.
4. Make copies of the documentation (copy of BAR or MyFD transaction detail).
5. Highlight the contributed expenditures on the copies. (note any partial amounts being claimed and retain documented allocation rational)
6. Obtain the following information from FIN/MyFD:
   
   • Benefiting Budget Begin Date - in the Financial Accounting System (FAS) or My FD budget "profile". To obtain the information from FAS:
     
     1. enter 'FIN' in the Choice field,
     2. enter '1' (On-Line Financial Information Menu) in the ACTION field,
     3. enter (the benefiting budget number) in the BUDGET field, and
     4. enter '4' in the ACTION field.
   • Benefiting Budget's Cost Share IDC Rate and Base - in the Financial Accounting System (FAS):
     
     1. enter 'FIN' in the Choice field,
     2. enter '5' (Financial Index Inquiry) in the ACTION field,
     3. enter '2' (Budget Number Index) in the ACTION field,
     4. enter (the biennium year) in the BIENNIUM field,
     5. enter (the benefiting budget number) in the BUDGET field, and
     6. enter '3' in the ACTION field.
   • Benefiting budget's Cost Share IDC rate and base – in MyFD
     
     1. Select Budget Profile from the reports drop down menu
     2. In the "Budget Fields" Click on "Indirect Costs"
7. Download Non-FEC Cost Share Contribution Spreadsheet (MS Excel) and open it. Start a fresh sheet for each report. Expand or contract spreadsheet to accommodate data being reported. Be sure to modify formulas.
8. Fill out the spreadsheet following the instructions on the "instructions" sheet tab in the Excel file.
9. For Third-Party in-kind cost share reporting see "Third-Party Cost Share Contributions and Supporting Documentation"
10. Have the PI read, sign and date the form. Be sure to print the PI name in the space provided.

Send spreadsheets and supporting documentation to your GCA Team, Box 351122. Also keep copies for your departmental file.

Please send an email to your GCA Team via. Grant Tracker containing the completed spreadsheet as an attachment and a note saying the hardcopy backups are on the way.

Check the eFECS CSM in MyFD for accuracy two weeks after submission. Notify your GCA Team of any problems.

References/Regulations

• UW Grants Information Memorandum (GIM) 21 - Cost Sharing Policy for Sponsored Agreements
• Office of Management and Budget Circulars:
  
  • A-21 - Cost Principles for Educational Institutions
  • A-110 - Uniform Administrative Requirements for Grants and Agreements with Institutions of Higher Education, Hospitals, and other Non-Profit Organizations
• Faculty Effort Certification (FEC)
• Non-FEC Cost Share Contribution Spreadsheet (MS Excel)

Contacts

If you:

• are preparing your proposal or waiting to hear about a submitted proposal, contact the Office of Sponsored Programs (OSP) via:
  
  • email at osp@u.washington.edu
  • phone at 206.543.4043

·        have cost share questions on your award, contact your Grant and Contract Accounting (GCA) team use Grant Tracker to find the team that works with your budget and email them.

• phone at 206.543.8454
• have faculty effort questions on your award, contact Management Accounting and Analysis (MAA) via:
  
  • email at efecs@uw.edu