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Completing Your SP Classic Budget: Cost Sharing

Emily Yeomans
  • Updated

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After filling out the Overview portion of the Budget section within your proposal, you will complete the Cost Sharing portion of the Budget section.

Cost Sharing

Please note: You must have proposal edit access to add or remove a cost share unit.

In this portion, you will indicate whether the budget includes cost sharing or cash matching in the current budget period. Keep in mind that the information on cost sharing for the entire project period is entered in the Budget Categories section.

A proposal involves cost sharing or cash matching if the institution, the Unit/Institute, and/or a subcontractor provides cost sharing or cash matching in support of the project. All cost sharing must be documented in accordance with established criteria.

  • If you answer No, you can move on to the next section of the budget.
  • If you answer Yes to the initial question, additional Internal Cost Sharing and Third-Party Cost sharing fields will appear.

Internal Cost Sharing

To input internal cost sharing, click on Add Unit.

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  1. Click into the Unit field to select the appropriate unit.
  2. Enter the Period Total amount. The Project Total amount will auto-populate.
  3. Enter the Commitment Type from the drop-down menu. Cost sharing may be mandated by law or sponsor policy (Agency Mandated), or offered when not required to demonstrate your institution's commitment to the project (Voluntary).
  4. Enter the Match Type from the drop-down menu:
    F&A: The PI elects to provide cost sharing by charging less than the full indirect cost rate or indirect cost amount applicable to the project.
    In-Kind: A contribution of services from outside the institution donated by student tutors, private M.D.s, dentists, volunteers, or consist of property donated by non-federal third parties. These must be documented and should entail records of dates and time donated by individuals.
    Cash Matching: An institutional contribution of funds specifically appropriated for and allocated to the project. The allocation and billing of project cost is processed in accordance with the agreement such as 75% federal and 25% non-federal.
    Salary Cap: A mandatory form of cost sharing whereby a sponsor (typically NIH) limits the salary payable to a PI.
  5. Enter the Account Number associated with the cost sharing. Enter TBD if you don't know this number, or None for In-Kind cost sharing.
  6. Click Add Unit.

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You can repeat this process for as many units as are involved in cost sharing. Units entered as Cost Sharing Units will appear on the Approving Units screen as units that must approve the proposal. The IPF Approver(s) for this unit, as well as the proposal's Lead Principal Investigator, must certify and approve the cost sharing as part of proposal approval.

Please note: If the total of internal cost sharing, as allocated to the internal cost sharing units, is not the same as the total internal cost sharing indicated, you will receive an error message when attempting to save the budget. Be sure that you have accounted for all of the cost sharing under the Cost Sharing Units before saving.

To remove a cost sharing unit, click Remove on the far right of the Cost Sharing Units table. Click Edit to edit the unit's details.

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Third Party Cost Sharing

You can also add third-party organizations for cost sharing. Click on Add Organization.

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  1. Click the magnifying glass to search for the organization.
  2. Type in all or part of the organization name and click Search to bring up a list of matching names.
  3. Select the organization.
  4. Click Add Organization.

To remove a third-party cost sharing unit, click Remove in the far right column of the Third-Party Cost Sharing Units table. Click Edit to edit the unit's details.

The amount entered for third-party cost sharing will appear in the Current Period column on the budget form under Budget Categories. If there is more than one budget period, you will need to enter the third-party cost sharing amount for the entire project. This amount must be greater than or equal to the amount entered for Third-Party Cost Sharing above.

Please note: If the total of third-party cost sharing as allocated to the third-party cost sharing units is not the same as the total third-party cost sharing indicated, you will receive an error message when attempting to save the budget. Be sure that you have accounted for all third-party cost sharing before saving. 

Next, you will fill out the F&A Rates portion of the Budget section.

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