1. Regional healthcare coalition match documentation

2. HPP Match Requirement Cost Sharing or Matching
ASPR and CDC may not award a cooperative agreement to a state or consortium of states under these programs unless the awardee agrees that, with respect to the amount of the cooperative agreements awarded by ASPR and CDC, the state will make available nonfederal contributions in the amount of 10% ($1 for each $10 of federal funds provided in the cooperative agreement) of the award.
Match may be provided directly or through donations from public or private entities and may be in cash or in kind, fairly evaluated, including plant, equipment or services. Amounts provided by the federal government or services assisted or subsidized to any significant extent by the federal government may not be included in determining the amount of such nonfederal contributions.
BP1 FOA: CDC-RFA-TP Hospital Preparedness Program (HPP) and Public Health Emergency Preparedness (PHEP) Cooperative Agreements

3. RHRC Fiscal Agent Match Requirement
Minnesota Department of Health Grant Agreement
4.Consideration and Payment
4.2 Terms of Payment
(b) Matching Requirements
Grantees will make available non-federal contributions in the amount of 10% ($1 for each $10 of federal funds provided) of the total regional award. Grantee certifies that the following matching requirement for the grant will be met by Grantee: $19,000 (West Central)

4. Federal Guidance §200.29 Cost sharing or matching.
Cost sharing or matching means the portion of project costs not paid by Federal funds (unless otherwise authorized by Federal statute). See also § Cost sharing or matching.
§    Cost sharing or matching.
… (b) For all Federal awards, any shared costs or matching funds and all contributions, including cash and third party in-kind contributions, must be accepted as part of the non-Federal entity's cost sharing or matching when such contributions meet all of the following criteria:

5. Federal Guidance (continued)
(1) Are verifiable from the non-Federal entity's records;
(2) Are not included as contributions for any other Federal award;
(3) Are necessary and reasonable for accomplishment of project or program objectives;
(4) Are allowable under Subpart E—Cost Principles of this part;

6. Federal Guidance (continued)
(5) Are not paid by the Federal Government under another Federal award
(6) Are provided for in the approved budget when required by the Federal awarding agency; and
(7) Conform to other provisions of this part, as applicable.

7. What kinds of contributions may be considered as a match?
Salary
Travel
Supplies
Administrative costs
Training costs
Evaluation costs
Contractors and consultant time
Indirect costs

8. Contributions For Match
Non-federally funded equipment or facilities used during conferences, meetings, or exercises can be claimed as match, but only at the time of donation.
For example, only the fair market price for the use of the facility for the period of the event can be claimed as match.
Claiming RHPC Salary as Match
An RHPC has 50% of his/her salary paid from Federal grant funds, and the rest from elsewhere, but he/she provides 60% effort in the Federal grant program that only pays 50% salary.
The additional 10% of effort/time can be claimed as in-kind match.

9. Valuing In-kind Contributions
Grantees must separately account for the federal funds and for any required matching; which is subject to monitoring, oversight and audit. The basis for determining the valuation of personal services, supplies, and equipment, must be verifiable from the grantee’s records, sub-recipient, or contractor under the grant.

10. Valuing In-kind Contributions
How to assign value to in-kind contributions:
Use fair market price
Consider what it would cost to obtain similar good or service
Value of donation should be placed by the donor (if possible)
Review donation letter or form to ensure the value is reasonable

11. Valuing In-kind Contributions
Use fair market price:
Volunteers: Rates should be consistent with those ordinarily paid for similar work, for similar services in the grantee’s organization.
Employees of other organizations: services should be valued at the employee’s regular rate of pay only if the work is the same or similar.
If a third party donates the use of equipment or space the contribution will be valued a the fair rental rate of the equipment or space.

12. Recording and Reporting Match
Enter contributions into the financial report in terms of its valuation and describe the donation and the valuation of the item or service in detail;
Contributions must meet the same standards as other expenditures in the quarterly financial report. The contribution must be allowable, reasonable, allocable, and similar contributions must be consistently applied across the grant program;
Take steps to ensure the contributions recorded in the report can be linked back to specific source documents (paid invoices, paid purchase orders, consultant agreement, packing slips, letters of donation) in the appropriate fiscal year!

13. Documentation
Document contributions in writing with a brief description, dollar value, time period donated, and signature of person making the donation.
HSPP committee meetings: Use sample sign-in sheet (records name, organization and position/title, description of event)
Additional documentation: meeting agendas, minutes.

14. Documentation
EXAMPLE: Regional HSPP Committee Meetings In-kind match value can be claimed for all people attending the regional committee meetings who are not funded by federal grant funds. The average wage for whatever position that person is in may be used for the value calculation.

15. Documentation EXAMPLE: Regional HSPP Committee Meetings
Documentation that should be kept to back up this calculation is the following: 
A sign-in sheet which records the name, organization and position of the person attending.
A meeting agenda or meeting minutes which documents the duration of the meeting.
Any spreadsheets or other documents used to calculate the number of people at the wage value used for the number of hours of the meeting.
You may perform the same calculation for the value of their travel time, if desired, based upon documented travel miles.

16. Must have documentation
Description
Dollar value
Date
Back up documentation for determination of value