How To

Monitor cost sharing PTAs

Cost-sharing PTAs are managed in the same manner as the sponsored projects. Principal Investigators and their departmental or research administrators are responsible for monitoring the activity in their cost-sharing PTAs. This monitoring includes ensuring the charges are allowable, allocable, and reasonable.

Review and certification requirements applicable to sponsored project PTAs apply also to cost-sharing PTAs. In addition, the Principal Investigators and their departmental or research administrators must monitor the fulfillment of the cost sharing-commitment. If the programmatic needs change, possibly reducing the total costs of the project, the Office of Sponsored Research or the Research Management Group should be contacted to determine how to handle the change and whether to contact the sponsor to determine the effect of the change on the cost sharing commitment.

When preparing interim or final financial reports or closing out the related sponsored project, OSR will review the cost-sharing PTA to ensure the commitment was met.

Monitoring Cost Sharing Expenses

After the cost-sharing Task and Award is opened, you must charge expenses to the cost sharing PTA in order to meet your cost sharing commitment.

PIs and research administrators are responsible for monitoring the activity in their cost-sharing PTAs. This monitoring includes ensuring the charges are allowable, allocable, and reasonable. Expenditure statements are generated for cost sharing PTAs and must be reviewed and certified in the same manner as direct project costs. PIs and research administrators must monitor the fulfillment of the cost-sharing commitment

Reporting Cost Sharing

OSR is responsible for providing information to sponsoring agencies that demonstrate the University has fulfilled the cost sharing commitments that it made as a condition of receiving external sponsorship. An overdraft in not considered cost sharing and is not reported to a sponsor. The accounting system is not capable of tracking cost shared F&A costs; they will not appear on the expenditure statements. OSR will calculate the cost shared F&A costs, and report them to the sponsor.

Reduction in Cost Sharing

The actual effort and other costs required to accomplish the goals of a sponsored project might differ from what was proposed and awarded. If the programmatic needs change, possibly reducing the total costs of the project, contact OSR or RMG to determine how to handle the change and whether to contact the sponsor to determine the effect of the change on the cost sharing commitment. 

 

Filed under Award Management