ENGINEERING RESEARCH ADMINISTRATION, STANFORD UNIVERSITYENGINEERING RESEARCH ADMINISTRATION, STANFORD UNIVERSITY

Deb Michael

COST SHARING REQUEST PROCESS

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 Need2. Find Sources

(PI)3. Prepare

Budget4. PDRF

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

In the ERA Budget Template:1.On Summary Sheet, click on “Review” tab2.Click on “Unprotect Sheet”This allows you to edit the Summary Sheet3.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

Microsoft Excel 97-2003 Worksheet

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 – $10,090.23 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 Need2. Find Sources

(PI)3. Prepare

Budget4. PDRF

1. NoA2. ePTA Set-up3. OSR Form 37

ENGINEERING RESEARCH ADMINISTRATION, STANFORD UNIVERSITY

• OSR form #37• OSR_EIL_preaward@stanford.edu

Set up Cost Sharing PTA

ENGINEERING RESEARCH ADMINISTRATION, STANFORD UNIVERSITY

RFA Roles

1. Identify Need2. Find Sources

(PI)3. Prepare

Budget4. PDRF

1. NoA2. ePTA Set-up3. OSR Form 37

1. Expense Control

2. Fund Transfer3. Cover OD at

Year-End

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: http://rph.stanford.edu/3-5.html

• Cost Sharing Implementation Guidelines:http://www.stanford.edu/dept/DoR/Resources/csimp/index.html

Additional Resources