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OSP Weekly 10/06/2022 ----- Division of Research -----

Cost Share Tips and Tools

We appreciate your support over this past year for the OSP Team from pre award, grants and contracts, to post award financial. OSP is continuing to make significant changes to align best practices in OSP and across our campus. OSP has developed a new template for Cost Share that will be helpful for tracking and reporting back to OSP on a monthly basis if your program requires cost share. Currently, the cost-share backup for the source of funds or third-party documentation is not seen by OSP, yet OSP prepares the financials to the sponsor and is required to report per invoice submission. This new cost share tracking and reporting form will allow the department to capture the needed cost share amounts and budget categories to be reported to the sponsor. This form should be used throughout the life of the award cycle to keep track of reported and outstanding cost share. These tracking forms will then be uploaded to the Workday GR/AWD for audit documentation.

Cost Share Template

The Cost Sharing Contribution Report is used by campus departments to report any costs incurred as part of a cost-sharing commitment. The University is responsible for the financial accounting of all costs attributed to a project, including cost-sharing, and ensuring that the costs are allowable under OMB Uniform Guidance 2 CFR 200. Even though a sponsor requiring cost-share may not be a federal sponsor, consistent treatment and documentation of cost-share is required.

Download Cost Share Template The form is also available on the OSP Forms page: https://www.unlv.edu/research/policies-forms#osp

Cost Share Policy

Download Cost Share Policy

Cost Share Process

When submitting a proposal it is advised to review the RFP and check to see if cost share is required. Sometimes the sponsor will require a letter from a Dean or VPR to show the cost share commitment and you want to plan ahead to obtain this letter.  Begin working with your Pre Award Research Administrator early to review if cost share is required, encouraged, or not allowed. Many sponsors do not require cost share or matching requirements. Those that do require cost share may have specific requirements that state what is allowable for meeting this requirement. OSP can help! Reach out to your delegated Pre Award Research Administrator.  Maybe you already received your award and are unsure where to start on keeping track of your cost share requirements. How much did you commit? What does the sponsor need to see for cost share? How often must I report the cost share? OSP can help! Reach out to your delegated Grants and Contracts Research Administrator or Post Award Financial Research Accountants.

Cost Share Fun Fact

Did you know that if you include cost share voluntarily at the proposal stage and the award is approved, the PI and OSP are required to track and report that cost share, because it now becomes voluntary committed.  If you are not sure when you should be requesting cost share, because the request for proposals may not have identified it, please reach out to OSP and we will be able to provide guidance to your questions.

Althea Sheets, Research, Scholarly, and Creative Activities Development Manager, Office of Sponsored Programs, althea.sheets@unlv.edu, 702-895-1880