Cost Sharing Request Process

1. Cost Sharing Request Process Deb Michael

2. Definition • “Cost sharing represents that portion of the total project costs not borne by the Sponsor.” RPH 3.5

3. RFA Roles Identify Need Find Sources (PI) Prepare Budget PDRF

4. PI Determines Sources for Cost Sharing • Sample arrangements • PI talks to the Department Chair and asks if the Department would like to participate • PI talks to the Dean of the School of Engineering • PI talks to the Dean of Research • PI talks to outside sources • Encourage PI to get commitment letters well in advance of proposal due date

5. Funding of Cost Sharing PTAs • Keep good notes on funding of cost sharing • Funding distributed over multiple years of project • Some contributions, such as those from the Departments and Dean of Research, are not intended to be in cash. Get the details • Refer to RPH 3.5 for lists of what can/cannot be cost shared

6. Creating Total Project Budget In the ERA Budget Template: • On Summary Sheet, click on “Review” tab • Click on “Unprotect Sheet”This allows you to edit the Summary Sheet • Add 2 columns to each period and label “Sponsor” and “Stanford”, and recalculate totals for each…

7. Sample Budget

8. Cost Sharing Faculty Salary • During the academic year • Setup cost sharing account • Fund from department funds • Charge faculty effort to the C/S • Cons • Cost shared salary will not be included in faculty offset rebate calculations

9. Cost Sharing Tuition • School of Engineering • 35% OF TUITION IS PAID BY STANFORD • EXAMPLE • $18,739 charged to the sponsor for academic year • How much is charged to Stanford? • (35/65)% x $18,739 • $10,090.23 cost sharing

10. Cost Sharing Forgone IDCs • IDCs accrued by forgone expenses can be cost shared • This amount will not be shown on the Cost sharing PTA • OSR will record and report

11. PDRF • Go to your SERA dashboard • On Budget Questionspage select cost sharing type • Mandatory • Voluntary • On the Proposal & Attachmentspage • Upload letter of commitment for cost sharing • Include cost sharing amount in budget

12. RFA Roles Identify Need Find Sources (PI) Prepare Budget PDRF NoA ePTA Set-up OSR Form 37

13. Set up Cost Sharing PTA • OSR form #37 • OSR_EIL_preaward@stanford.edu

14. RFA Roles Identify Need Find Sources (PI) Prepare Budget PDRF NoA ePTA Set-up OSR Form 37 Expense Control Fund Transfer Cover OD at Year-End

15. Expense Control • Shows the full amount committed, not amount funded

16. Fund Transfer • Request transfers of funds from the Department Manger

17. End of the Fiscal Year Cost Sharing • All cost sharing accounts need to be out of the red by year end, August 31 • Run the 154 report for annual details about transfers/funding • Run report for each period the c/s has been open

18. Cost Overruns • Overruns at the end of the project are transferred to a cost sharing account funded by the PI • Use the OSR form 37 • Fund from • Gift • Operating budget • Designate funds

19. Additional Resources • RPH 3.5 Cost Sharing: Stanford University Policy and Procedure: http://rph.stanford.edu/3-5.html • Cost Sharing Implementation Guidelines:http://www.stanford.edu/dept/DoR/Resources/csimp/index.html