Requesting and Funding Cost Sharing Peggy Westrick June 18, 2008

A good Research Administrator manages the research process in the department. (RESIN Draft Handout #1) 2

LSA Research Administration Cost Sharing Reasons to cost share Sponsor requires it The budget is capped Fund new initiatives Increase the infrastructure Show effort Other ideas? 3

LSA Research Administration Cost Sharing Reasons NOT to cost share Takes funds from the General Fund when it isn’t clear they are needed Complicates the management of the budget Equity “the have and have nots” Other ideas? 4

LSA esearch Administration Cost Sharing What is Mandatory Cost Sharing(page 49 LSA Budget Policy Manual—Handout #2)? Sponsor requires it What is non-Mandatory (page 49 LSA Budget Policy Manual) ? Agreed upon amount but don’t mention it to sponsor When does Non-mandatory becomes mandatory? Sponsor doesn’t require it but you’ve put it in the budget or science. 5

LSA Research Administration Cost Sharing Fellowships – Topping Off Awards and Fringe Benefits (Handout #3) Required but not mandatory—might seem like a contradiction How to fund—Salary on Sponsor shortcode including FBs which causes a deficit. (Budget Manual page 31—Handout #3) 6

LSA Research Administration Cost Sharing Requesting Salary Cost Sharing (Handout #4) Faculty defines amount of effort needed to accomplish project (see effort calculator). Department makes the commitment from faculty member’s 50% allocated to departmental research/scholarship. If enough effort is not available from their research/scholarship allocation a discussion around teaching buyout might be appropriate. 7

LSA Research Administration Cost Sharing Funding Salary Cost Sharing (Method one—Handout #5) PAN arrives with two shortcodes—sponsor and Cost Sharing Holding Account shortcode (CSHA) Appointment worksheet uses the CSHA shortcode for faculty salary as appropriate (percent committed to sponsor) CSHA shortcode goes into a deficit Department funds project grant from LIREG right away so that balances in LIREG aren’t overstated 8

LSA Research Administration Cost Sharing Funding Salary Cost Sharing (Method one—Handout #5) Here is how the Fringe Benefits work for Method one: If the salary is correctly appointed to program codes CSTSH or LIREG fringe benefits will be expensed to the department id (and project grant). As a part of the monthly back-end process, the dean’s office will (systematically) fund or cover the expense (to the penny) via a general fund transfer. The system process looks at all expenses associated with the fringe benefit accounts and the salary related program codes (in this case CSTSH and LIREG) to ascertain the correct amount for the transfer. Any other expenditures hitting CSTSH (ie, equipment, supplies, etc.), won’t be impacted as the process will only fund expenses related to fringe benefits. 9

LSA Research Administration Cost Sharing Funding Salary Cost Sharing (Method two-Handout #6) When PAN arrives use the CSHA shortcode for non salary cost sharing Ask Fin Ops to open a new shortcode using LIREG as the program code (see example) Deficit will roll-up at year end into LDBAL Exception is when the project ends mid-year as Fin Ops won’t want to wait for year-end to close out the project. 10

LSA Research Administration Cost Sharing Requesting General Cost Sharing (Handout #7) Submit two weeks prior to sponsor deadline via eGIF If a multi-unit submission show the contributions from the relevant participants Attach required documents so a complete review can take place College contacts OVPR if appropriate (only requests at least $30,000) 11

Research Administration Cost Sharing Funding General Cost Sharing PAN arrives with CSHA project grant Make all your charges against that CSHA project grant. Ask all contributors to send their commitment to the CSHAproject grant 12

LSA Research Administration Cost Sharing Requesting Training Grant Cost Sharing (Handout #7) Request Rackham’s portion through John Godfrey Submit request two weeks prior to sponsor deadline via eGIF Show expected shortfall for LSA Attach required documents so a complete review can take place 13

LSA Research Administration Cost Sharing Funding Training Grant Cost Sharing PAN arrives with project grant (cost sharing doesn’t show up as it is non-mandatory—caused by deficit) Make all your charges hit against the assigned project grant. Yearly, take actual tuition and gradcare shortfalls Ask all contributors to send their commitment to the appropriate project grant 14

LSA Research Administration Cost Sharing Requesting Industrial Cost Sharing (Handout #7) Submit two weeks prior to sponsor deadline via eGIF Attach required documents so a complete review can take place Show that the sponsor is being requested for half Determine the balance needed and input into eGIF 15

LSA Research Administration Cost Sharing Funding Industrial Cost Sharing PAN arrives with CSHA project grant Move all the appropriate expenditures to the CSHA project grant. Ask all contributors to send their commitment to the CSHAproject grant 16

LSA Research Administration Cost Sharing Requesting cost sharing through eGIF What does the departmental signature mean? That all applicable documents and budget as required are included in proposal and the department supports the PI carrying out the research as proposed in the budget. That all required commitments are addressed either as a commitment or in the notes section. Your signature indicates your willingness to contribute the departmental share of the funding. 17

Research Administration is about good management Resources eGIF LSA Funding Sources DRDA/OVPR Cost Sharing rules LSA Finance Team Budget Policy Manual (under College Budget and Finance Policies) 18