Requesting and Funding Cost Sharing
Peggy Westrick
June 18, 2008
A good Research
Administrator manages
the research process in
the department. (RESIN Draft
Handout #1)
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LSA Research Administration Cost
Sharing
Reasons to cost share
 Sponsor requires it
 The budget is capped
 Fund new initiatives
 Increase the infrastructure
 Show effort
 Other ideas?
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LSA Research Administration Cost
Sharing
Reasons NOT to cost share
 Takes funds from the General Fund when it
isn’t clear they are needed
 Complicates the management of the budget
 Equity “the have and have nots”
 Other ideas?
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LSA esearch Administration Cost
Sharing
What is Mandatory Cost Sharing(page 49 LSA
Budget Policy Manual—Handout #2)?
 Sponsor requires it
What is non-Mandatory (page 49 LSA Budget
Policy Manual) ?
 Agreed upon amount but don’t mention it to
sponsor
When does Non-mandatory becomes
mandatory?
 Sponsor doesn’t require it but you’ve put it in the
budget or science.
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LSA Research Administration Cost
Sharing
Fellowships – Topping Off Awards
and Fringe Benefits (Handout #3)
 Required but not mandatory—might
seem like a contradiction
 How to fund—Salary on Sponsor
shortcode including FBs which causes a
deficit.
(Budget Manual page 31—Handout #3)
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LSA Research Administration Cost
Sharing
Requesting Salary Cost Sharing (Handout #4)
 Faculty defines amount of effort needed to
accomplish project (see effort calculator).
 Department makes the commitment from faculty
member’s 50% allocated to departmental
research/scholarship.
 If enough effort is not available from their
research/scholarship allocation a discussion around
teaching buyout might be appropriate.
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LSA Research Administration Cost
Sharing
Funding Salary Cost Sharing (Method
one—Handout #5)
 PAN arrives with two shortcodes—sponsor and Cost
Sharing Holding Account shortcode (CSHA)
 Appointment worksheet uses the CSHA shortcode for
faculty salary as appropriate (percent committed to
sponsor)
 CSHA shortcode goes into a deficit
 Department funds project grant from LIREG right
away so that balances in LIREG aren’t overstated
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LSA Research Administration Cost
Sharing
Funding Salary Cost Sharing (Method
one—Handout #5)
 Here is how the Fringe Benefits work for Method one:
If the salary is correctly appointed to program codes CSTSH or LIREG fringe benefits will be
expensed to the department id (and project grant). As a part of the monthly back-end
process, the dean’s office will (systematically) fund or cover the expense (to the penny)
via a general fund transfer. The system process looks at all expenses associated with the
fringe benefit accounts and the salary related program codes (in this case CSTSH and
LIREG) to ascertain the correct amount for the transfer. Any other expenditures hitting
CSTSH (ie, equipment, supplies, etc.), won’t be impacted as the process will only fund
expenses related to fringe benefits.
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LSA Research Administration Cost
Sharing
Funding Salary Cost Sharing (Method
two-Handout #6)
 When PAN arrives use the CSHA shortcode for non
salary cost sharing
 Ask Fin Ops to open a new shortcode using LIREG as
the program code (see example)
 Deficit will roll-up at year end into LDBAL
 Exception is when the project ends mid-year as Fin
Ops won’t want to wait for year-end to close out the
project.
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LSA Research Administration Cost
Sharing
Requesting General Cost Sharing
(Handout #7)
 Submit two weeks prior to sponsor deadline via
eGIF
 If a multi-unit submission show the contributions
from the relevant participants
 Attach required documents so a complete review
can take place
 College contacts OVPR if appropriate (only
requests at least $30,000)
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Research Administration Cost Sharing
Funding General Cost Sharing
 PAN arrives with CSHA project grant
 Make all your charges against that
CSHA project grant.
 Ask all contributors to send their
commitment to the CSHA project grant
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LSA Research Administration Cost
Sharing
Requesting Training Grant Cost
Sharing (Handout #7)
 Request Rackham’s portion through John Godfrey
 Submit request two weeks prior to sponsor
deadline via eGIF
 Show expected shortfall for LSA
 Attach required documents so a complete review
can take place
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LSA Research Administration Cost
Sharing
Funding Training Grant Cost Sharing
 PAN arrives with project grant (cost sharing
doesn’t show up as it is non-mandatory—caused
by deficit)
 Make all your charges hit against the assigned
project grant.
 Yearly, take actual tuition and gradcare shortfalls
 Ask all contributors to send their commitment to
the appropriate project grant
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LSA Research Administration Cost
Sharing
Requesting Industrial Cost Sharing
(Handout #7)
 Submit two weeks prior to sponsor deadline via
eGIF
 Attach required documents so a complete review
can take place
 Show that the sponsor is being requested for half
 Determine the balance needed and input into eGIF
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LSA Research Administration Cost
Sharing
Funding Industrial Cost Sharing
 PAN arrives with CSHA project grant
 Move all the appropriate expenditures
to the CSHA project grant.
 Ask all contributors to send their
commitment to the CSHA project grant
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LSA Research Administration Cost
Sharing
 Requesting cost sharing through eGIF
https://www-a1.lsa.umich.edu/eGif/
 What does the departmental signature mean?
 That all applicable documents and budget as required are included
in proposal and the department supports the PI carrying out the
research as proposed in the budget.
 That all required commitments are addressed either as a
commitment or in the notes section. Your signature indicates your
willingness to contribute the departmental share of the funding.
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Research Administration is about good
management
Resources
 eGIF https://www-a1.lsa.umich.edu/eGif/
 LSA Funding Sources
http://www.lsa.umich.edu/lsa/research/funding/sources/
 DRDA/OVPR Cost Sharing rules
http://www.research.umich.edu/funding/UM_sources/ovpr_cost_sharing.html
 LSA Finance Team Budget Policy Manual (under
College Budget and Finance Policies)
http://www.lsa.umich.edu/lsa/facultystaff/budget/
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