4.3 Cost Sharing

Additional Resources: 

Policy No: RESEARCH 4.3  
Type of Policy: Administrative
Effective Date: April 2013    
Last Revised: July 2014

Policy Owner: OSP
Policy Contact: Duane Hutchison, Executive Director, duane.hutchison@osp.gatech.edu

1. Policy Statement

Cost share (Matching) funds are those funds contractually obligated by the Institute to meet the financial requirements specified in a sponsored award. These expenses represent the Institute’s contribution to an externally funded sponsored project.  When a cost share obligation is identified in the sponsored agreement, it must be accounted for in the records of the Institute and reported to the sponsor.  Cost share expenses should generally be incurred at the same rate as the sponsor’s portion of award expenses.

2. Scope

This policy applies to all Georgia Tech Faculty and Staff.

3. Procedures

3.1 General Procedures
From OMB Circular A-110, Section 23 (2 CFR 235), "Uniform Administrative Requirements for Grants and Agreements with Institutions of Higher Education, Hospitals, and Other Non-Profit Organizations":

"All contributions, including cash and third party in-kind, shall be accepted as part of the recipient's cost sharing or matching when such contributions meet all of the following criteria.”

  1. Are verifiable from the recipient's records.
  2. Are not included as contributions for any other federally-assisted project or program.
  3. Are necessary and reasonable for proper and efficient accomplishment of project or program objectives.
  4. Are allowable under the applicable cost principles.
  5. Are not paid by the Federal Government under another award, except where authorized by Federal statute to be used for cost sharing or matching.
  6. Are provided for in the approved budget when required by the Federal awarding agency.
  7. Conform to other provisions of this Circular, as applicable.

** If any expense cannot meet the above criteria, it is not eligible to be recorded and reported as cost share. **

4. Related Information

Resource Link
Grants & Contracts Cost Share Info http://policies.gatech.edu/business-finance/cost-share-expenses

5. Policy History

Revision Date Author Description
01-02-2014 OSP Rev 1.0