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Cost ShareAngela Horton and Jean Benefiel
Wake Forest Baptist Medical Center
What is Cost Share?
• Specific portion of project costs related to sponsored programs that are not provided by the sponsor
• Typically direct costs that would otherwise be charged to the grant
• In rare instances, can also be F&A costs (requires Dean’s office approval)
Wake Forest Baptist Medical Center
When to Cost Share?
• NEVER!
• Or, when REQUIRED by sponsor
Wake Forest Baptist Medical Center
Types of Cost Share
• Mandatory
• Costs required by terms of award or by federal statue & WFUHS must contribute in order to get award
• Voluntary Committed
• Costs identified within the proposal, but not requested from the sponsor
• Voluntary Uncommitted
• Cost not funded by sponsor that was not identified in proposal nor required by sponsor
• Not tracked
Wake Forest Baptist Medical Center
Allowable Costs
• Allowed on Award = Allowed for Cost Share
• Verifiable
• Not charged to another award
• Necessary to accomplish project objectives
• Allowable under cost principles
• Budgeted, if required
Wake Forest Baptist Medical Center
Unallowable Costs
• Funded by another award
• Included in F&A Rate
• Building/equipment depreciation
• Utilities
• Department administration charges
• Double counting
• Costs can only be cost shared on one project
• Expenses related to two or more projects must be pro-rated
• Costs outside the project period
Wake Forest Baptist Medical Center
Unallowable Costs (cont.)
• Costs not related to award objectives
• Costs not allowable under OMB Circular A-21
• Alcohol, entertainment, advertising, memberships, etc.
• Salary in Excess of Regulatory Salary Cap
Wake Forest Baptist Medical Center
Documenting Cost Share
• Cost Share Form
• http://brsa.wakehealth.edu/forms/cname/sponsored%20programs
• Complete with proposal
• Must supply unrestricted chart field that will be charged
• If salary is cost shared, faculty must properly certify effort to project chart field (not cost share chart field)
Wake Forest Baptist Medical Center
Cost Share Impact - Institution
• Cost Sharing has a detrimental impact on F&A rate calculation
• Increases Organized Research Base which leads to a lower approved F&A rate and lower F&A reimbursement
Wake Forest Baptist Medical Center
Cost Share Impact - Departments
• Documentation
• Department responsibility
• Expense tracking
• Uses department unrestricted funds
• Record cost share to unrestricted chart field indicated at approval
• Effort Reporting – variance explanations
• Cost sharing salary will create an effort variance that requires explanation either via comment box or post certification follow up
Wake Forest Baptist Medical Center
Cost Share Impact – Departments
• Increases staffing efforts
• Loss of F&A or absorb more indirect costs
• Possible covering of expense if total commitment not achieved
Wake Forest Baptist Medical Center
Questions?
Contact Info:
Angela Horton: 716-1433
Jean Benefiel: 716-8732