ENGINEERING RESEARCH ADMINISTRATION, STANFORD UNIVERSITY Deb Michael C OST S HARING R EQUEST P...
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Transcript of ENGINEERING RESEARCH ADMINISTRATION, STANFORD UNIVERSITY Deb Michael C OST S HARING R EQUEST P...
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• [email protected]
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