{"id":6594,"date":"2020-09-10T10:30:34","date_gmt":"2020-09-10T14:30:34","guid":{"rendered":"http:\/\/149.4.100.129\/academics\/wc\/?page_id=6594"},"modified":"2020-09-16T11:12:31","modified_gmt":"2020-09-16T15:12:31","slug":"cost-sharing-policies","status":"publish","type":"page","link":"https:\/\/www.qc.cuny.edu\/academics\/wc\/cost-sharing-policies\/","title":{"rendered":"Cost Sharing Policies"},"content":{"rendered":"

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Cost Sharing<\/h6>\n

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Cost sharing refers to an institution\u2019s commitment to take responsibility for a portion of a project\u2019s expenses. Cost sharing is committed whenever a statement is made in any component of the application (budget justification, research narrative, letters, etc.) that the principal investigator\u2019s (PI) institution, or an external entity, will contribute actual funds, or devote a specified amount of personnel time\u2013or other resources in the case of the external entity\u2212to the project without charging the grant for them. Generally speaking, all cost-sharing is prohibited unless mandated by the sponsor. PIs do not have the authority to commit any institution to cost share on a project, and must seek the\u00a0appropriate\u00a0college and university\u00a0approvals from\u00a0authorized administrators prior to making such commitments.<\/strong> Cost sharing can be difficult to understand, but the Office of Research & Sponsored Programs (ORSP), located in Kiely Hall 306 (718-997-5400), is available to assist PIs.<\/p>\n

Mandatory Cost Share<\/strong>
When the sponsor requires cost sharing, the sponsor guidelines will usually state the requirement. This type of cost sharing is termed mandatory cost share. For example, an agency may state that the applicant must cost share 40% of the project expenses. For the majority of grants, the applicant is the college, not the PI. If the PI secures institutional approval for the mandatory cost share, ORSP will help the PI to generate a budget that reflects the college’s portion of required funding. Sometimes the sponsor\u2019s mandatory cost share is expressed as a dollar-for-dollar match, which means the PI must seek approval for the college to defray the project expenses up to a dollar amount equal to the size of the grant.\u00a0It is unlikely that any federal sponsor will mandate cost-sharing and all voluntary cost-sharing is prohibited by the OMB Uniform Guidelines.<\/p>\n

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Voluntary Committed Cost Share<\/strong>
If the sponsor does not require cost sharing, but the PI makes a cost sharing statement in the application, this type of cost sharing is referred to as voluntary committed cost share. A common example of voluntary cost sharing is to quantify in an application that a person will work a specific amount of hours or a faculty member will devote a specific percent (%) of effort, but the cost for this time and effort does not appear in the grant budget; therefore this time and effort are contributed at the expense of the college\/institution. If awarded, this cost share must also be documented.<\/p>\n

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Whether mandatory or voluntarily committed, statements of cost sharing in an application become a condition of the award, which means that they will be subject to the same federal cost principles as the award, and must be fully met, tracked<\/strong> and documented.<\/strong><\/p>\n

All cost-sharing is subject to the approval of the CUNY University Provost for Research.<\/strong><\/p>\n

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The Office of Management and Budget (OMB) has\u00a0published its comprehensive overhaul of federal grant administrative, cost accounting, and audit policies in the Federal Register, to be codified in Title 2 of the Code of Federal Regulations. This final guidance, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards<\/a>, supersedes and combines the requirements of eight existing OMB Circulars (A-21, A-50, A-87, A-89, A-102, A-110, A-122 and A-133). This new policy, which covers all federal agencies, specifically prohibits voluntary cost sharing by applicants unless otherwise mandated in program-specific guidelines issued by an agency or otherwise exempted by law.<\/strong><\/p>\n

[\/et_pb_accordion_item][et_pb_accordion_item title=”Cost Sharing – Sponsor Policy” _builder_version=”4.6.1″ _module_preset=”default” open=”off”]<\/p>\n

For each application, PIs must read the sponsor\u2019s general and specific program guidelines to determine whether the sponsor has mandated cost sharing or matching funds. If the sponsor does not specifically allow cost sharing or require it for the program, then it is not allowed.\u00a0 Example, the National Endowment for the Humanities issues this statement in its Challenge Grant guidelines: “Successful applicants will be offered a matching grant. Recipients must raise three times the amount of federal funds offered, except for Historically Black Colleges and Universities (HBCUs), Tribal Colleges and Universities, and <\/span>two-year colleges. These three types of institutions are required to raise only two times the amount of federal funds offered.”<\/span><\/em><\/p>\n

In addition to federal government and sponsor requirements on cost sharing, Queens College adheres to the cost sharing policy of the Research Foundation of CUNY (RFCUNY), which serves as fiscal conduit for grants to Queens College. The college\u2019s policy and internal approval process for cost sharing are as follows:\u00a0<\/p>\n

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Cost Sharing –\u00a0Research Foundation\/CUNY and Queens College Policy<\/strong><\/p>\n

Application Stage\u00a0\u2013 Seeking Cost Share Approval\u00a0<\/strong><\/p>\n

Queens College Commitments:
If a sponsor requires cost sharing (mandatory cost share), the PI must obtain written approval from the department chairperson, divisional dean, and provost at least\u00a015 days<\/strong> prior to the proposal deadlin<\/em>e. For approval, PI must:<\/p>\n