Cost Share in IRIS Cost Share in IRIS

Cost Share in IRIS

Cost Share in IRIS Ø Define Cost Share Ø When and How to use Cost Share Ø Display postings Ø How to fund the Cost share expenses Ø Report on Cost Share balances 2

Definition Cost share is defined as project costs not borne by the sponsor. Cost sharing is also known as matching or inkind contribution. The policy of the University is to only provide cost share when required by the sponsor or in exceptional situations when the institution has determined that such a contribution is necessary to ensure the success of a competitive award or proposal. When cost sharing is mandated by the sponsor it should be committed only to the extent necessary to meet the specific requirements. PIs and departments may not routinely make voluntary cost share commitments. 3

University Policy Ø Make a cost share commitment only when required by the sponsor. Ø Cost share only to the extent necessary to meet the specific requirements of the agreement. Ø A cost share commitment must be included on the Internal Approval Form (IAF) and in the proposal budget. Ø The responsible University officials must approve the cost share commitment on the IAF. Ø The University is required to document and have on file the amount contributed to sponsored agreements. Ø University of Kentucky Cost Sharing Guidelines • http: //www. uky. edu/EVPFA/Controller/files/BPM/E-50 -2. pdf Ø Faculty Research Support Guide for Cost Sharing/Grant Matching • http: //www. research. uky. edu/vpresearch/guide/grantmatching. html 4

INTERNAL APPROVAL FORM INSTRUCTIONS WEB ADDRESS http: //www. research. uky. edu/ospa/info/iaf_overview. html 5

INTERNAL APPROVAL FORM 6

Types and Methods Ø Ø Faculty Effort System NIH/NSF Salary Cap & Restrictions Departmental Cost Sharing Unrecovered or Waived F&A • If we receive less than UK’s fully negotiated F&A rate on an award, the difference in rates should be used to fulfill a cost sharing obligation, unless prohibited by sponsor guidelines. Ø Third Party Contributions • In-kind • Cash • Subrecipient Cost Share Ø Combination of any and all above 7

Obligation When mandatory or voluntary cost sharing is specifically identified and described in the proposal budget and made a condition of the resulting award, the university has an obligation to record the costs in the accounting system. Voluntary Uncommitted Cost Share is cost sharing that is not offered in the proposal, is not included in the award document and is not recorded in the University’s account system and is not reported internally or externally. Uncommitted cost sharing most commonly results from an investigator’s effort which is over and above that committed in a proposal or award. Consequences of committing cost sharing in the proposal include, but are not limited to: tracking and documenting cost sharing is an administrative burden; unfulfilled cost sharing commitments or lack of documentation may result in expenditures not being reimbursed by the sponsor; cost sharing dollars in the aggregate have a negative impact on the University’s Facilities and Administrative cost rate; the higher the amount of cost sharing, the lower the resulting F&A rate. 8

Obligation, Cont. Ø If you have questions concerning the detail of the cost you agreed to contribute in your proposal, contact your Research Administrator in the Office of Sponsored Projects Administration at 79420. Ø http: //www. research. uky. edu/ospa/ 9

10

Cost Share Process in IRIS Ø A combination of the WBS element and Cost Share Fund are used to charge cost share expenses. Ø This relationship is required to allow reporting by grant that shows both sponsor and cost share charges. Ø A 10136 XXXXX cost center will be assigned for all committed cost share. However, no direct charges will be applied to the cost center. Ø Cost share certification forms and charges to department cost centers were eliminated in 2007. 11

Fund Ø The cost share relationship is defined by a Cost Share Fund that is created for the grant. Ø This Fund has a direct relationship to the campus area that is funding the cost share (i. e. Provost area, Research area, etc). Ø The range of Cost Share Funds 0011890000 – FISC AFF/IT COST SHARE 0011890100 – RESEARCH COST SHARE 0011890200 – MED CTR COST SHARE 0011890300 – PROVOST COST SHARE 0011890400 – NOT IN USE AT THIS TIME 0011890500 – ADMIN COST SHARE 0011890600 – WUKY COST SHARE 12

Fund, Cont. The Cost Share Fund is found in t-code GMGRANTD under the Dimensions tab for any grant with cost share obligations as shown below. The Cost Share Fund will be identified in the description. 13

Cost Centers Ø When a new Grant with a cost share obligation is created, the Cost Share Cost/Funds Center (10136 XXXXX) will be setup. Ø Generally, each prime and scope will have a separate Cost Share Cost/Funds Center. Ø Budget will be established according to the budget rule for the corresponding grant. Ø The Cost Share Cost Center is found in t-code GMGRANTD under the Cost Share tab as shown below. 14

Cost Share Postings Ø Cost sharing charges will be made directly to the Grant/WBS Element using the Cost Share Fund. Ø The charges are posted to a Fund referenced on the grant with statistical postings to the Cost Center through derived information. Ø Any charges for cost share through payroll, DAV, JV, travel voucher, purchasing, service/ recharge centers, etc. , must include the Cost Share Fund. Ø The external fund for a grant will always be the default. The user will need to override the fund to charge cost share. 15

How to Enter the Fund Ø The Fund can be copied (Ctrl C) from the Dimensions tab on t-code GMGRANTD, and then pasted (Ctrl V) into the Fund section of your journal voucher entry, infotype 0027, etc. Ø The fund can also be found using T-code ZFI_COBJ. Ø After the Cost Share Fund has been entered into the field, hit the enter button to accept the change. Any cost share entry, whether funding the cost share account or charging it will be processed in this manner. 16

DAV Cost Share Example When submitting a DAV to charge a cost share expense, the Cost Share Fund should be used. Also, the Fund should be highlighted or the DAV should indicate somewhere that the Cost Share Fund is being used. 17

Faculty Effort System/DOE’S In order to charge a Cost Share expense in FES Client, the Fund designated as the Cost Share Fund will need to be selected in the cost share column of the DOE. Snapshot of FES Client Payroll Tab C = Cost Share Fund 18

Payroll Example Info type 0027 Payroll charges to the cost share account will be processed through the info type 0027 screen in HR. 19

Trainee Tuition & Fees 20

Graduate RA Tuition Graduate School Database - http: //www. research. uky. edu/gs/dgsnotes. html 21

Funding Cost Share Expenses Ø Several general ledger (g/l) accounts are used to fund Cost Share: • • • 740510 Transfer from Cost Share – Salary Only 750510 Transfer to Cost Share – Salary Only 740515 Transfer from Cost Share – Benefits Only 750515 Transfer to Cost Share – Benefits Only 740520 Transfer from Cost Share – Operating Expenses 750520 Transfer to Cost Share – Operating Expenses Ø The debit entry will be to the Cost Center from which you are moving funds (750 XXX g/l accounts). The credit will be to the Grant with the Cost Share Fund (740 XXX g/l accounts). Ø After typing in the Grant/WBS Element, also enter in the Fund, do not let it derive the Fund. 22

Reviewing Cost Share Transactions in BW Grant Ledger (for grants starting 7/1/07 and beyond) Ø Go to BW Web Reporting on the IRIS Launch Pad Ø Click on FI Financial Accounting Grants Management, then select Grant Ledger 23

Reviewing Cost Share Transactions in BW Grant Ledger, Cont. Ø Enter the fiscal year and period (i. e. 009/2009) Ø Enter the Grant Ø Delete the E 999999 from Sponsored Class and change the drop-down from <= to = Ø Enter 001189* in the Fund selection and change the drop-down from = to * Ø Click on to run the report 24

Reviewing Cost Share Transactions in BW Grant Ledger, Cont. 25

Reviewing Cost Share Transactions in BW Grant Ledger, Cont. ØThe report shows you the breakdown of expenses by salaries and benefits. ØThe funding totals are listed at the bottom of the report. ØThe report can be exported to excel for easier manipulation and subtotaling. 26

Reviewing Cost Share Transactions in BW Grant Ledger, Cont. Ø If you choose to adjust the Free Characteristics and/or properties on the report, you can save your view for future reports. Ø Click on at the top left of the screen and follow the naming convention below using your username and description of choice. Ø Click the button to save your view. Ø Each time you run the report in the future, click on at the top left of the screen, then select the saved view of choice. Ø In order to update the report, click on , which will take you back to change Grant or any additional information required. Ø New enhancements announced 2/23/09 via GMGrants Listserv from Jennifer Miles enabling drilldown to Payroll/Labor Distribution. 27

BW Labor Distribution Instructions Ø Go to BW Web Reporting on the IRIS Launch Pad Ø Click on HR Labor Distributions, then select Labor distribution analysis by WBS element. 28

BW Labor Distribution Instructions, Cont. Ø The company code and employment status should be filled in by default. Only the WBS element is required to run the report, but further selections can be used to filter the report information. Ø Click on to run the report 29

BW Labor Distribution Instructions, Cont. 30

BW Labor Distribution Instructions, Cont. Ø Once you adjust the Free Characteristics and properties on the report, you can save your view for future reports. Ø Click on at the top left of the screen and follow the naming convention below using your username and description of choice. Ø Click the button to save your view. Ø Each time you run the report in the future, click on at the top left of the screen, then select the saved view of choice. Ø In order to update the report, click on , which will take you back to change the WBS element or any additional information required. 31

Cost Share Set up in IRIS Ø Since July, 2007, any cost share created will use WBS element and cost share fund to both post charges and fund the account. You can use the BW report grants ledger to restrict your grant and cost share fund to view both expenditures and funding. Ø Any cost share created prior to July, 2007, that is currently active will require you to use the R/3 report FMRP_RFFMEP 1 AX. There will be charges posted to Cost share cost center that you will only be able to view using this report. Ø Payroll detail prior to July, 2005 would need to be obtained from BETA reports. 32

SPA Review Process for a JV to Fund Cost Share • Reviewed by General Accounting for correct transfer G/Ls and funds. • Once signed off on by GA, JV is traced by SPA (Budget Dates of Grant, Bud Rule, Funding Agency - if applicable) • Determine if there is an obligation based on the cost share information form (CSIF) from OSPA. • Depending on age of grant, run FMRP or BW report to determine funding balance. • If <= obligation, JV is posted. If>than obligation, will check expenses. If % listed on CSIF will verify against FES, if FES matches sheet will post. • Depending on time will return the JV to the dept or contact via email requesting that obligation be confirmed with OSPA via CGO or RA. At fiscal year end if expenses exceed funding the JV will be posted. 33

Wrap-up Ø Do you have a cost sharing obligation? • See the Internal Approval & Cost Share Information Forms from OSPA Ø What is the appropriate fund to use to post expenses to or fund cost sharing? • 001189 XXXX Ø What g/l accounts are used when funding cost share? • Credit to Grant and Cost Share Fund – 740510, 740515, 740520 • Debit to Funding Cost Center – 750510, 750515, 750520 Ø What BW report is used to review cost share expenses and funding? • BW Grant Ledger restricted to grant and cost share fund Ø Questions? ? 34