Understanding the basics of cost sharing for partner schools.

Cost Sharing

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Instructions

•To view the entire tutorial, click through to each slide.

•To view the tutorial in full screen, click on the icon on the bottom right of the control panel.

•If you are looking for the answer to a specific question, advance to the next slide to see a Table of Contents. Enter the slide number in the box on the control panel to jump directly to that slide.

•You can also download the tutorial and view as a Power Point presentation on your desktop. Click on the “View in SlideShare” on the bottom left of the control panel, then click “Download” on the top menu.

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Table of Contents

Topic Slide #

What is cost share? 4

What are sources for cost share? 5-10

Personnel 11

GEAR UP coordinator time? Administrator time? 12

Teacher time? Guidance counselor time? 13

Benefit packages? 14

Professional Development? 15

How can I figure out staff salaries? 15

Travel 16

Equipment 17

Topic Slide #

Materials & Supplies 18

Gift Certificates and Waivers 19

Technology utilized by GEAR UP coordinator? 20

Curriculum material? 21

Supplies purchased with other grant funds? 21

Consultants & Contracts 22

Mentor and volunteer/chaperone hours? 23

College personnel and tour guides? 24

Discounted service rates? 24

Additional Questions 25

4

What is cost

share?

The funds or support that your school contributes to the GEAR UP program.

Also known as match, matching funds or in-kind contributions.

5

What are sources

for cost share?

Teacher time in the classroom is generally not acceptable for match.

Anything you could use GEAR UP funds for may also be considered for cost sharing.

However, it CANNOT include anything paid for with grant funding.

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Common sources

for cost share

Examples: •Field trips/college visits•Making phone calls•Making copies•Organizing events•GEAR UP paperwork•Student/parent outreach

School staff volunteering their time (for planning/administrative tasks, assisting with GEAR UP events) outside their normal duties. You can use their regular wages.

•Distributing program information•Attending meetings with GU staff•Attending internal meetings re: GU•Participating in conference calls•Attending or organizing other GU related meetings

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Common sources

for cost share

Volunteer activities include the same examples as school staff, as well as being a guest speaker or panel member to a group of students.

Volunteers can be counted at the current volunteer rate ($23.07 as of 2014) or their regular work wages, if they are volunteering in their area of work, or during their normal work hours.

Non-school staff volunteering their time for GEAR UP activities, including parents, students, community members, etc.

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Common sources

for cost share

Substitute teacher time, if school staff go to a GEAR UP event or GEAR UP-sponsored training during school time.

9

Common sources

for cost share

Related costs for GEAR UP events and activities including:

•Materials/supplies

•Travel/transportation

•Food/snacks

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Common sources

for cost share

Indirect costs.* Use your district’s federally approved rate or 8%, whichever is lower.

* Indirect costs, or overhead, are those costs that benefit grant activities but might be difficult to account for, such as taxes, personnel or administrative costs.

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Details and FAQ -

Personnel

Personnel can include time donated by any staff member in your organization or school (teachers, administrators, guidance counselors, support staff, etc.).

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Details and FAQ -

Personnel

Can GEAR UP coordinator time count as match?Only the portion of their salary that is NOT paid with GEAR UP dollars or other federal funds could count. If the GEAR UP coordinator is fully paid by GEAR UP dollars, you may count contributions of time that exceed their FTE and are not paid in overtime with federal funds.

Can administrator time count as match?Yes, the percentage of their time spent on GU work can be counted as long as it is not paid by the GU budget or other federal funds.

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Details and FAQ -

Personnel

What about teachers?Teacher time can ONLY count if they are doing GEAR UP work outside of their regular work day. This is true even if they receive NO funds from GEAR UP.

And guidance counselors? Can their time count?This depends on their contract with your school. If guidance counselors are considered as administrators, the rules for counting administrator time apply. If they are considered teachers, the rules for counting teacher time apply.

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Details and FAQ -

Personnel

What about benefit packages – can that count as match?For district/organization employees, you can include an equal percentage of their fringe benefit package as match. For example, if an employee spends 10% time on GEAR UP work, you can also count 10% of their fringe benefit package and put that dollar amount in the "employee benefits" field. Again, this can only count if they are not paid out of the GEAR UP budget or other federal funds.

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Details and FAQ -

Personnel

Can professional development (PD) count as match?If the PD is paid for out of the district budget, and not GU, this can count for administrators and GU Coordinators. Workshops attended by teachers/staff outside the normal workweek that impact GU initiatives/goals can also count. Also, if a GU teacher attends a GU workshop during the normal workweek and the school pays for a sub, the cost of the sub is match.

I don’t have access to the person’s salary to calculate the percentage. How do I figure out how much their time is worth?Exact amounts are always best, but if that is not possible you can use the approved volunteer rate.

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Details and FAQ -

Travel

This covers travel expenditures not funded with your GEAR UP allocation. Examples include staff or volunteer mileage in association with an event or donated or discounted buses (the amount of the discount qualifies as match).

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Details and FAQ -

Equipment

Equipment is defined as a single item that exceeds $5,000.00. If an item is under that amount, please enter it under materials and supplies.

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Details and FAQ –Materials, Supplies & Gift

Certificates

technology that is funded with local dollars should be recorded here at the percentage of time used by GEAR UP students and/or faculty and staff. Use of school fax, copier, desk chair etc. can count as match but documentation is necessary to show the rate, rental, per page amount, etc.

Contributions of materials and suppliesthat benefit GEAR UP students or associated personnel can be counted. For example, the cost of laptops and other

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Details and FAQ –Materials, Supplies & Gift

Certificates

Waivers received by GEAR UP students for college applications as well as the SAT and other standardized tests can count as match.

Gift certificates donated to the GEAR UP program can count as match, as well as the amount of any discounts received for products or services.

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Details and FAQ –Materials, Supplies & Gift

Certificates

What about technology utilized by GU coordinator (e.g. computers at the school, software)?The percentage that supports GEAR UP students can count. If it’s something that GEAR UP created and has been sustained by the school, the entire amount can count, but documentation of this must be clear and approved by the program director.

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Details and FAQ –Materials, Supplies & Gift

Certificates

Can curriculum materials such as College Ed count as match since they are clearly in line with GU goals and objectives?Yes, as long as they’re not paid for out of the GEAR UP budget or other federal funds (does this sound like a broken record yet?)

What about supplies purchased with foundation or other non-GEAR UP grant money?Yes, these can count as well.

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Details and FAQ –Consultants and Contracts

Services donated or purchased with non-federal funds to be used for GEAR UP program initiatives. This includes aspirations initiatives, professional development, etc. that is funded with local dollars. This is the section for people not employed at the school district who volunteer their time or who are not paid with GU/federal dollars.

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Details and FAQ –Materials, Supplies & Gift

Certificates

Can I count mentor hours?Yes. Use the approved volunteer rate. (Remember? It’s $23.07 as of 2014).

What about other volunteers, like chaperones?Absolutely.

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Details and FAQ –Materials, Supplies & Gift

Certificates

How do I handle college personnel?Count their time here either at their actual rate or the volunteer rate. This would include student tour guides, panelists, etc.

If a professional gives a GU school a lower rate for their services, can the discount count as match?Yes. The difference between that rate and their usual rate can be counted as match. Documentation of this reduced rate is necessary.

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The End!

Congratulations! You are now an expert on cost sharing for the Oregon GEAR UP grants.

Please refer to the Table of Contents on the third slide to go back to specific issues you might have, or contact a GEAR UP staff member.

For more information, see oregongearup.org/grant/invoices-cost-share.