National Extension and Research Administrative Officers’ Conference

Acquiring and Managing1890 Matching Funds

May 25, 2011 L. Washington Lyons Delbert Foster Executive Administrator, AEA Administrator, SCSU

Louis Whitesides 1890 Research Director, SCSU

Session Format• L. Washington Lyons – focus on acquiring matching

funds and survey results of administrators and directors

• Delbert Foster and Louis Whitesides- focus on what has worked in acquiring and managing matching dollars at South Carolina State University

• Questions

Matching Requirements

• Required to match research and extension federal funding at 100% - 2007

• Must be able to document the match• Match should have an audit trail• Waiver provision is still available up to 50%• Must document that efforts were made to

acquire the match

2011 Federal Budget

• Federal capacity funding for research and extension– Extension $42.592 M – Research $50.898 M

• What does this mean for your institution?• More demands to acquire additional matching

funds and to sustain existing funds • What are the chances of increasing the state

funding for your program during these times?

Factors Impacting Matching Funds

• Economic recession• State budgets are tight – many are facing

deficits• Other state priorities• Programs being eliminated at the state level• University’s funding being reduced • University may not perceive matching as a

major priority

Acquiring Matching Funds• Positive correlation between acquiring and sustaining

matching funds and viable programs • Funds are allocated based on needs that are

important to the state/constituents – It’s not about us• Funding must be perceived as being a priority by

legislators and state officials• Must be accountable for funds• Must document how the funds were used • Must document and share program impact• Must be visible in the state and communities you

serve

Acquiring Matching Funds Cont…

• Must have a marketable program• Demonstrate that research and Extension

programs are making a difference • Engage your stakeholders • Clients and stakeholders should do some of

the heavy lifting • Legislators don’t want to hear from you• You want others saying that there is a need

for funding for research and Extension

State Matching Funds Process

• Funding in the general university budget may be more difficult to secure and could create accountability issues

• Line item budgeting process makes managing and allocating funding relatively straight forward

No ambiguityNo confusionFunds are accessible and can be tracked

• It could create other challenges such as paying for additional services

• During these tight budget times you may be asked to assume more costs - be sure that you are in compliance if you are picking-up additional costs

Purpose of the Survey

• To determine if the match would be achieved for FY’ 2011 and 2012

• To identify strategies being used by the administrators and directors

• To determine if a waiver would be required

Survey Results

Institution will meet its match requirement for FY11 and FY12

Status of 2011 matching funds

Status of 2012 matching funds

Requesting a matching waiver for 2011

Requesting a matching waiver for 2012

Strategies Used

*Other Strategies used

What are other strategies being used to acquire state matching funds?

• Invite legislators to programs and activities

• Convene listening sessions

• Prepare a tri-fold budget request

Developed Program Impact Info to Share

Most successful strategies institutions have utilized to acquire matching funds

Approval of a line item in the state budget Providing concise information to legislators about

programs and activities Meeting with leaders/members of the appropriations

committeesConvene legislative meetings on campus and

showcase programs and initiatives Partnership with other land-grant institutions

Most successful strategies utilized to acquire matching funds cont…

Meeting with Legislators Stakeholder advocates Improved collaboration with 1862 partners Solicit support from 1862 counterpart Engage legislators in Ag related activities (on

and off campus) Gain support of local legislators and those in

counties where extension operates

Most successful strategies institutions have utilized to acquire matching funds cont…

• Support of Agribusiness Council and friends in the General Assembly

• Support of the Chancellor/President

• Meeting/informing legislators about matching requirements

State Matching ProcessSouth Carolina State university

• What has worked best?

• What has not worked?

• How do you develop a competitive advantage in this area?

Lessons Learned• Brief your president and other university officials

• They should become advocates• Your request should be included in the university’s budget

• Brief elected officials and others as appropriate

• Develop an annual budget request or as appropriate – prepare budget document

• Develop champions for your request/plan

• Develop relationships with stakeholders and other groups• Farm Bureau, Farm Credit, and other agribusinesses• State Leadership and Advisory Councils• 1862 institution

Conclusions

In this type of climate, how do you proceed? Develop a plan Justify your needs Show your value Document that you are making a difference Engage stakeholders/legislators/president Market your plan

Hopefully, this will lead to an increase in matching funds

Questions