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University of Louisville
 OFFICIAL
UNIVERSITY
ADMINISTRATIVE
 POLICY
 
 
University Community (administrators, faculty and staff)
 
POLICY NAME
COST SHARING
EFFECTIVE DATE
July 1, 2004
POLICY NUMBER
RES-2.02
 
POLICY STATEMENT
 
Committed cost share requires an approved transfer of funds, from a departmental general fund program or otherwise unrestricted source, to a cost share speedtype that corresponds to a related sponsor-funded grant. The cost share speedtype must also have a budget established that agrees with the cost share commitment.
 
RELATED INFORMATION

ORGANIZATIONAL RESPONSIBILITIES

Deans, Directors and Department Heads

Approval/provision of an unrestricted funding source to be used for cost sharing.

Institutional Officials

The Office of Sponsored Programs Administration (SPA), the Clinical Contracts Division (CCD) or the Office of Industry Engagement (OIE) representative is responsible for oversight of appropriateness of cost share speedtype provided; establishment of new Chartfield/speedtype.

Administrative Offices

Departmental administrative office is responsible for submission of related flat-files; transfer of funds; Budget Revision Request (BRR) if appropriate.

VIOLATIONS OF THIS POLICY (IF APPLICABLE)

If cost sharing is required by the sponsoring agency but not identified/requested at time of proposal, the request may be refused or the proposal administratively withdrawn resulting in loss of funding. If cost sharing is committed but not required by agency and is not requested at time of proposal, the request may be denied by EVPRI resulting in additional financial burden for the department.

 
DEFINITIONS
The definition of cost sharing appears in Chapter 3, Section 7 of the Research Handbook.
 
PROCEDURES
When award notification is received, the Project Director (PD), through their appropriate Department/Unit, provides the Controller’s Office with an IUT Form to transfer funds from a budgeted general fund source or otherwise unrestricted source to the new cost share speedtype. The transfer will charge (debit) the non-grant, general fund source speedtype using account 573000 and will credit the cost share speedtype using account 473000.
 
This transfer will move available cash from the approved funding source to the new cost share speedtype.
 
It is important to note that a 573000 expense transfer will treat the amount transferred as an expense of the program and will reduce the budget balance available in that general fund program’s 500000 account pool. If the cost share involves salary and fringe benefits from the general fund program, a budget revision must be processed to move the appropriate budget amounts from salary (511000 pool) and fringe benefits (512000 pool) to the S&E (500000 pool) of that program. To accomplish this, the department must process a Budget Revision Request (BRR) through Budget and Financial Planning.
 
Once the cost share speedtype is established, the PD must ensure that appropriate expenses are charged to that cost share speedtype in accordance with University policy and applicable federal/state/sponsor regulations.
 
HISTORY
 
Revision Date(s):  07/01/2004;  08/15/2012;  12/03/2013;  05/03/2016 
Reviewed Date(s):
 
 ADMINISTRATIVE AUTHORITY
Executive Vice President for Research and Innovation
 
RESPONSIBLE UNIVERSITY DEPARTMENT/DIVISION
Sponsored Programs Administration
Clinical Contracts Division
Industry Engagement
 
Sponsored Programs Administration
J.D. Nichols Campus for Innovation and Entrepreneurship
Louisville, KY 40292
Phone: 1-502-852-3788

The University Policy and Procedure Library is updated regularly.  In order to ensure a printed copy of this document is current, please access it online at http://louisville.edu/policies.

 
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