Tracking Cost Share in PeopleSoft Grants Module
Cost share in grants occurs when a portion of costs is not covered by the sponsor but by resources within the university. Learn how to track cost share using the PeopleSoft Grants Module and understand the University's chartfield structure. Explore examples and the process of managing cost share expenses effectively.
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COST SHARE HOW TO TRACK USING THE PEOPLESOFT GRANTS MODULE
COST SHARE DEFINITION: Cost share occurs when a quantified portion of the costs of an award are not paid by the sponsor, but paid instead using resources within a department, school/college, or other party outside of the University. Cost share is a commitment, either required by the Sponsor or proposed (volunteered) by the PI, to use resources other than the award itself for completion of the award objectives. Cost share is mandatory when required by the sponsor, or voluntary when the PI willingly commits to providing quantified resources to complete the award objectives.
UNIVERSITY CHARTFIELD STRUCTURE: Business Unit Account Fund Department Function Entity Source Purpose Project 1. Business Unit: NORMN represents the University of Oklahoma Norman 2. Account: This field identifies the general ledger accounts that best describes each item in this transaction. 3. Fund: Fund represents the different checking accounts that we have on each campus and also identifies the type or source of fund for each transaction. 4. Department: This field is used to identify the ownership of the transaction and is commonly referred to as ORG. 5. Function: This field is used to identify the purpose or function of a transaction. 6. Entity: This field is user-defined. Departments can assign a value to identify a person in their department. 7. Source: This field will used to track transactional information for an Endowed Chair, Service Unit, Auxiliary Enterprise, Student Fees processed through the Bursar, or optional value as established by a college/department. 8. Purpose: This field can be user defined to meet any additional reporting/tracking needs of the area. It is an optional field intended to be used for events, line of service, etc. 9. Project: This field will be used to track: Sponsored grants/contracts, Capital Projects, Federal Loans.
SPONSORED PROJECT CHARTFIELD NORMN 511011 SPNSR AGS04001 00012 00000 20004086 Only SPNSR/SP490, Capital Projects and Federal Loans use the project field. This field is tied to the project costing section of PeopleSoft
PEOPLESOFT COST SHARE PROCESS: Current non-sponsored chartfield: Typically, the project field is not used on non-sponsored chartfields. When a department is providing cost share, however, the project number used with a non- sponsor fund tags the expense as cost share. Example: NORMN 511011 NONSP AGS04001 00311 00000 20004086
COST SHARE CHARTFIELD EXAMPLES NORMN 511011 EDWCH AGS04001 00311 00000 AGS33675 20004086 NORMN 511011 NONSP AGS04001 00311 00000 20004086 NORMN 511011 EDGEN AGS04001 00311 A2432 20004086 Other funds that can be used include OUFND, MISCA SUAUX and EGFEE cannot be used for cost share
WHEN SHOULD THIS BE USED? Situation 1 - Dr. Johnson proposed to the sponsor that he will dedicate 5% effort to the project, but it will not be charged to the grant. Dr. Johnson is a 12-month faculty member making $100,000 and his project number is 20004086. Calculation: $100,000 x 5% = $5,000 $5,000/12 = $416.67 An epaf should be submitted charging Dr. Johnson s salary to a non-sponsor fund but including the project number.
SALARY CAP EXAMPLE Situation 2 Dr. Chen received an NIH award. Dr. Chen proposed 10% effort and makes $225,000 per year. Dr. Chen is a 9/9 faculty member, and her project number is 20009245. The current NIH salary cap is $159,075 for a 9-month appointment. Since Dr. Chen s salary is over the NIH salary cap, the amount over the cap must be cost shared. Calculation: $225,000/9 = 25,000/month $25,000 * 10% = $2,500 $159,075/9 = $17,675/month $17,675 * 10% = $1,767.50 $2,500 - $1,767.50 = $732.50 The Department should charge $1,767.50 to the grant and must cost share $732.50. NORMN 511011 SPNSR ENG03001 00012 00000 20009245 $1,767.50 NORMN 511011 NONSP ENG01001 00311 00000 20009245 $732.50
MATCHING FUNDS Situation 3 Dr. Reyes received an equipment grant that requires a $50,000 match towards the $250,000 purchase price. The equipment grant project number is 20006336. The non-sponsored funds that will be used for the $50,000 would be charged to a non-sponsored fund using the project number for the equipment grant. NORMN 650700 EDGEN CAS31003 00311 00000 20006336
CHARTFIELD SETUP: Before you can start using the non-sponsor chartfield with a project number, the chartfield must be submitted to Research Financial Services to set up budget attributes. If the chartfield does not get set up, it will fail budget checking. All chartfields to be used for cost sharing must be emailed to refsinfo@ou.edu. **Cost share is only tracked for the period of the grant award. The university is not required to track cost share outside the project period.
PROJECT STATUS REPORTS Project 20000092 20201827 MISCA 20000092 20201827 MISCA 20000092 20201827 MISCA 20000092 20201827 MISCA 20000092 20201827 MISCA 20000092 20201827 MISCA Contract Fund Org MED16000 00311 MED16000 00311 MED16000 00311 MED16000 00311 MED16000 00311 MED16000 00311 Function Entity Source M3008 MED76001 M3008 MED76001 M3008 MED76001 M3008 MED76001 M3008 MED76001 M3008 MED76001 Purpose Account Descr 511021 511021 540100 870000 870000 870000 Journal ID HRBW210522 06/01/2021 HRBW210605 06/11/2021 FB00000016 FB00000016 HRBW210522 06/01/2021 HRBW210605 06/11/2021 Date Amount An Type Line # EndDate 51.92 CPY 51.92 CPY 31.78 CPY 2.54 CFA 4.15 CFA 4.15 CFA Title Name Smith,Steven Adam Smith,Steven Adam Smith,Steven Adam Smith,Steven Adam Smith,Steven Adam Smith,Steven Adam Req. by Sponsor Ref N N N N N N SALARY-FACULTY FULL TIME SALARY-FACULTY FULL TIME FR BEN ALLOC-FACULTY F&A F&A F&A 6533 01/31/2023 Smith,Steven Adam 6655 01/31/2023 Smith,Steven Adam 2761 01/31/2023 Smith,Steven Adam 2761 01/31/2023 Smith,Steven Adam 6533 01/31/2023 Smith,Steven Adam 6655 01/31/2023 Smith,Steven Adam BIW BIW FB-FACULTY FB-FACULTY BIW BIW 06/30/2021 06/30/2021
COST SHARE ANALYSIS TYPES PeopleSoft analysis types determine whether an expense is brought into the project costing module for invoicing to sponsors. Since cost share is expenses that will not be invoiced to the sponsor, it is very important that cost share expenses have the correct analysis type. CFA F&A CGE General ledger expense CPY - Payroll
THIRD PARTY COST SHARE If the cost share is being provided by an outside entity and is not a University general ledger transaction, then the cost share documentation must be submitted to refsinfo@ou.edu. Provide the non-sponsored chartfield for the project the cost share is for.
WHY IS THIS IMPORTANT? The University is required to track, and report cost share that is proposed in sponsored agreements. The cost share is required to be reported in financial reports, effort confirmations, F&A proposals and select research surveys. The use of the PeopleSoft Grants Module cost share process will allow the University to better track and report this important information.
