Office of Research



Office of Research

Cost Share/Matching Requirements

Cost share and matching are commitments from sources other than the funding agency to cover certain costs of a project or to provide in-kind services such as use of space or equipment.

If a project requires cost share, a separate account(s) will be established to document all cost share expenditures. OR will send the PI a separate cost share memo detailing how to utilize the account(s). Read and follow the directions included in the cost share memo.

It is essential that the cost share account(s) be used to document the fulfillment of your cost share commitments. Failure to properly document cost share may result in an audit finding, the requirement to return agency funds, and could negatively impact future sponsorships.

Cost share/matching sources can originate from:

OR Match Commitment Policy for Proposals to Federal Agencies.

A University department
A University College
Other sources from within or outside the University.
Implementation
A match (cost sharing) account will be established for each sponsored grant incorporating cost sharing/matching provisions. This includes grants covered by agency standing policy (National Science Foundation (NSF)), and by other required cost sharing arrangements.
All costs shared, including those that exceed the contractual requirement, must be budgeted, and recorded in the match grant except for F&A (indirect) costs allocable to the match grant. F&A will recognize both costs in their financial reporting.

For E&G accounts, the PI will coordinate with department/college personnel in the preparation and submission of a budget transfer form to fund the match account.

Cost share should be limited to the amount specifically required by the funding agency. All committed cost share must either be specifically identified in the proposal or by a separate form accompanying the proposal during internal routing and approvals, documented on the Proposal Transmittal Form (PTF) and signed by the responsible party for the cost share commitment (e.g., chair, dean, etc.). Subsequent funding of the proposal requires that all proposed cost sharing be budgeted, recorded, and documented in accordance with this policy.
The source of funds may be any E&G fund account of the university, and in some instances other non-federal C&G funded accounts (funding from a foundation could serve as cost share to a federally funded project). It could also be an F&A return account (indirect/overhead).
Upon receipt of an award OR will establish a sponsored C&G award and assign a grant number; budget as awarded; determine the required cost sharing/matching from the proposal and/or award; establish a match grant and assign a number. This information will be provided to the department responsible for administering the grant.
Charges will be recorded against the two accounts as directed by the PI on payroll vouchers, purchase, and check requests, etc.
Responsibility for substantiating cost sharing/matching is the PI’s and the department heads.
UCF's Guidance and Directive on Cost Share (Matching) Requirements