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Cost Sharing
June 2012
Cost Sharing
Cost Share Spreadsheet & Reporting Process
Submitting Cost Share Corrections Projecting Cost Share Cost Share Salary Accounts Cost Share Effort Reports
What is Cost Sharing? OMB A-110 A.2 (I) cost sharing or
matching means that portion of project or program costs not borne by the Federal Government.
At KSU: Matching = non-salary costs Cost Sharing = salary costs
• Reported via cost share spreadsheet
Types of Cost Sharing Mandatory Voluntary Committed Voluntary Uncommitted
Cost Share Information on Internal Budget
Cost Share Information on Budget
Cost Share Information on Transmittal Sheet
Cost Share Information in FIS Grants > Award Inquiry >
References
Cost Share Letter
Completing the Reporting Spreadsheet One spreadsheet per department Do not add, delete, rearrange or
change formatting of the columns Do not include blank rows Make sure all rows and columns are
completely filled in Do not include additional notes on
the spreadsheet
Completing the Reporting Spreadsheet Reporting Org Project Cost Sharing for (GORG######) Employee ID (HR ID W000000####) Project, Fund Source, Org – where the
employee was paid from Payroll End Date (must be a valid HR pay
end date) Days – maximum is 10 per pay period
Completing the Reporting Spreadsheet % of cost sharing time (Salary &
Benefits)– use number formatting with two decimal places. For example – report 5% as .05
Verify correct payroll information as this does change
HR reports which may be useful: Pyrl Funding: How EE was Fund Pyrl Funding: Who on Account
Validation Checks Existing grant project Valid pay period end dates Reporting pay period is within award
begin & end dates 10 or less pay days within a pay
period Valid project/source/org payroll
sources
Validation Checks Cost share amount that will be
calculated is not greater than the paid amount
Non-federal sources Projects that are not eligible for cost
sharing (ex. match/grant projects) Duplicate spreadsheet entries Cost Share % Fractions
Error Reports Checkpoint tab for each validation
check Scroll through tabs at the bottom of
the spreadsheet & review each tab Make corrections to the reporting
spreadsheet and re-submit
Payroll Transfers/Adjustments Affect cost share when total pay
period salary/benefit amount is changed
Affect cost share when project/source/org combination used for cost sharing is changed
Payroll Transfers/Adjustments SPA generates a transfer detail report
when these transactions are loaded into the cost share system
Spreadsheets for departments that are affected are then re-run through the validation process
If errors are generated, the department will be notified
If the amounts of cost share change, revised reports will be sent
Additional System Check Cost Share Reported Exceeds Pay
Will be run after all cost share for a quarter has been received
Details employees that have been cost shared more than they were paid from project/source/org.
SPA will notify the department(s) when this occurs and request a revised cost share spreadsheet be submitted
Cost Share Corrections
Should be kept to a minimum Only the current and previous 2 reporting
periods may be revised See cost share quarters chart Necessary when cost share previously
reported is incorrect Use the reporting spreadsheet
Cost Share Corrections – Cost Share Not Previously Reported
Spreadsheet for cost share to be reported
Separate spreadsheet (.xls file) for each quarter
DO NOT INCLUDE ANY PREVIOUSLY REPORTED COST SHARE
Submit to SPA
Cost Share Corrections – Cost Share Previously Reported
Prior cost share for employees will be deleted
Spreadsheet for cost share to be reported – include ALL cost share for the employee for ALL departments
Separate spreadsheet (.xls file) for each quarter
Submit to SPA
Cost Share Projections
Projections Worksheet available Internal budgeting use only – does
not create documented cost share Yellow shaded area can be updated Blue shaded area shows
calculations
Cost Share Salary Accounts
VERY RARE!!! Must meet A-110, Subpart C,
paragraph 23 and other sponsor allowability criteria
Typically non-federal sources, such as Foundation funds
Contact SPA to set up a “G” matching project
Cost Share Salary Accounts
Foundation Award BG1234 Project GAAA123456: Non-matching
expenditures Project GAAA654321: Matching
expenditures for award NS1234 – Salary needs to be PAID from this project to be considered matching – THESE ARE NOT REPORTED OR TRACKED IN THE QUARTERLY SALARY COST SHARE REPORTING PROCESS
Cost Share and Effort Reports
Cost Share and Effort Reports Cost Share Corrections = Revised Effort
Reports Federal auditors will use Effort Reports
and statistics prepared from them to approve or disapprove federal payments to KSU for direct costs and acceptance of cost shared salaries
Accuracy and timeliness are extremely important
Revised Effort Reports can lead to audit findings
Questions Please contact Laura Hohenbary 2-6207 or [email protected]