ENGINEERING RESEARCH ADMINISTRATION, STANFORD UNIVERSITY Deb Michael C OST S HARING R EQUEST P ROCESS

ENGINEERING RESEARCH ADMINISTRATION, STANFORD UNIVERSITY “Cost sharing represents that portion of the total project costs not borne by the Sponsor.” RPH 3.5 Definition

ENGINEERING RESEARCH ADMINISTRATION, STANFORD UNIVERSITY RFA Roles 1.Identify Need 2.Find Sources (PI) 3.Prepare Budget 4.PDRF Proposal Award Setup Post Award

ENGINEERING RESEARCH ADMINISTRATION, STANFORD UNIVERSITY 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 PI Determines Sources for Cost Sharing

ENGINEERING RESEARCH ADMINISTRATION, STANFORD UNIVERSITY 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 Funding of Cost Sharing PTAs

ENGINEERING RESEARCH ADMINISTRATION, STANFORD UNIVERSITY Sponsor Costs Non- Sponsor Costs Total Project Costs In the ERA Budget Template: 1.On Summary Sheet, click on “Review” tab 2.Click on “Unprotect Sheet” This allows you to edit the Summary Sheet 3.Add 2 columns to each period and label “Sponsor” and “Stanford”, and recalculate totals for each… Creating Total Project Budget

ENGINEERING RESEARCH ADMINISTRATION, STANFORD UNIVERSITY Sample Budget

ENGINEERING RESEARCH ADMINISTRATION, STANFORD UNIVERSITY 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 Cost Sharing Faculty Salary

ENGINEERING RESEARCH ADMINISTRATION, STANFORD UNIVERSITY 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, cost sharing Cost Sharing Tuition

ENGINEERING RESEARCH ADMINISTRATION, STANFORD UNIVERSITY 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 Cost Sharing Forgone IDCs

ENGINEERING RESEARCH ADMINISTRATION, STANFORD UNIVERSITY Go to your SERA dashboard –On Budget Questions page select cost sharing type Mandatory Voluntary –On the Proposal & Attachments page Upload letter of commitment for cost sharing Include cost sharing amount in budget PDRF

ENGINEERING RESEARCH ADMINISTRATION, STANFORD UNIVERSITY RFA Roles 1.Identify Need 2.Find Sources (PI) 3.Prepare Budget 4.PDRF 1.NoA 2.ePTA Set-up 3.OSR Form 37 Proposal Award Setup Post Award

ENGINEERING RESEARCH ADMINISTRATION, STANFORD UNIVERSITY OSR form #37 Set up Cost Sharing PTA

ENGINEERING RESEARCH ADMINISTRATION, STANFORD UNIVERSITY RFA Roles 1.Identify Need 2.Find Sources (PI) 3.Prepare Budget 4.PDRF 1.NoA 2.ePTA Set-up 3.OSR Form 37 1.Expense Control 2.Fund Transfer 3.Cover OD at Year- End Proposal Award Setup Post Award

ENGINEERING RESEARCH ADMINISTRATION, STANFORD UNIVERSITY Shows the full amount committed, not amount funded Expense Control

ENGINEERING RESEARCH ADMINISTRATION, STANFORD UNIVERSITY Request transfers of funds from the Department Manger Fund Transfer

ENGINEERING RESEARCH ADMINISTRATION, STANFORD UNIVERSITY 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 End of the Fiscal Year Cost Sharing

ENGINEERING RESEARCH ADMINISTRATION, STANFORD UNIVERSITY 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 Cost Overruns

ENGINEERING RESEARCH ADMINISTRATION, STANFORD UNIVERSITY RPH 3.5 Cost Sharing: Stanford University Policy and Procedure: Cost Sharing Implementation Guidelines: Additional Resources