Tracking Cost Share
Principal investigator should work with their departmental grant administrators at the inception of an award to identify the expenses they anticipate using for cost share (with the exception of waived overhead, which is automatically tracked by the Office of Sponsored Programs).
If you have cost share required under your award, then you must report any effort expended towards the project on your Personnel Activity Report. Effort charged directly to the project will show up under the project budget number. Cost share effort is that portion of time worked on the project, but charged to another budget (nonfederal). To designate that effort as cost share simply enter the appropriate information in the available fields at the bottom of the report. For more information, please visit our Instructional Resources page.
Please email a list or spreadsheet of cost-shared expenses to the Office of Sponsored Programs Cost Accounting Unit at firstname.lastname@example.org. This list should include document numbers, amounts and budgets the expenses were charged to. Prior to submission please verify that the expenses occurred within the project period, that the expenses were directly attributable to the project, and that the expenses were paid for by nonfederal sources. OSP is responsible for entering these expenses into the cost share tracking system and for reporting cost share to the sponsoring agency.
Cost shared expenses should be submitted to the Office of Sponsored Programs on a regular basis (e.g. monthly or quarterly) and cost share must be completed within the project period and fully reported by the time final reporting is due to the agency. For cost-shared effort where a grant/contract has termed but the Personnel Activity Report is not yet due, please request a manual PAR report form from the OSP Cost Accounting Unit at email@example.com.
The Office of Sponsored Programs has provided departmental grant administrators with the ability to view and report on cost share expenses entered into the OSP cost-share system (OSPRE) in Banner.
Instructions for accessing OSPRE are as follows:
- Go to the Administrative Applications: Banner website.
- Click on the Other Apps tab.
- Scroll to the bottom and click on OSPRE: Production (or access directly).
- Logon using your Banner username and password.
- Click on the Cost Share link at the top of the page
- To create a report for a single budget, enter the budget number you would like to generate a report for in the budget box at the top of the page, click on the Reports tab, click on the Grant Code box, and then click the Run Cost Share Report button. Please note that the first time you click on the Run Cost Share Report you may encounter a Forms Error (FRM-41214: Unable to run report). Click OK and then click the Run Cost Share Report button again and your report will be generated. You will then have the option of saving the report, in PDF format, or printing it.
- To create reports for multiple budgets, do not enter a budget number in the Budget box at the top of the page. Click on the Reports tab. In the Grant Code box, you can enter up to six digits in order to come up with multiple budgets. An example is to enter a “B” in the grant code box, and this will generate all cost share reports for the College of Agricultural and Life Sciences. You can further refine this report by typing in “BJ” to generate a report of all PSES budgets. You can drill down even further and enter “BJK8” to pick up all PSES budgets that start with BJK8.
- In the Reports tab, you can also click boxes to only generate active grants, inactive grants, to exclude transaction detail, or exclude waived overhead (WOH) detail. The defaults for generating reports are to include all active and inactive grants and to provide all detail about transactions and waived overhead.
- The function keys in OSPRE are the same as in Banner (i.e., F4 to exit, F3 to roll back to top of form, etc.).
- If you have any questions about working with the Cost Share subsystem in OSPRE, please contact Wendy Kerr at (208) 885-2147 or firstname.lastname@example.org.
Yes. It is not enough to provide a letter of commitment from the third party. The PI/department must provide written documentation from the third party that committed cost share is complete. This documentation must be signed by someone with signature authority and specifically indicate that none of the cost share was provided from federal sources.