Principal Investigators Guide
Cost Share / Matching Funds
Cost share is defined as the project or program costs not borne by the sponsoring agency. In order to include an item as a cost sharing it must be:
- Verifiable
- Not included as a cost share to another grant or contract account without agency approval.
- Necessary and reasonable for project..
- Allowable and allocable under applicable cost principles.
- Not funded from another grant or contract without agency approval.
- Incurred within the time frame of the project.
Additional Guidelines for Cost Sharing
- Unrecovered indirect costs (waived IDC) can be used as cost sharing only with agency written approval.
- Tuition and waived IDC are the preferred methods of cost sharing because they are easily verifiable.
- Cost sharing should be limited in proposal preparation to only those costs making a direct contribution to the project. Excessive cost sharing causes additional work on everyone’s part. Voluntary cost sharing is strongly discouraged.
- Cost sharing identified in the text of the proposal must be listed in the budget.
- All sources of university cost share should be easily identifiable in the budget. For example, differentiate between costs contributed by the department versus those contributed by the school or another unit.
- A letter of support, with specific reference to the cost sharing, from a third party source, must be included with the proposal. Written confirmation of third party support will be required at the time the final cost sharing report is prepared for the agency.
- The university is required by federal guidelines to account for all cost share associated with federal or federal pass through accounts. This is true regardless of the granting agency involved and whether the cost share is considered mandatory or voluntary.
Proposal Review and Approval (PRA)
The University of Denver requires all proposals be reviewed at the department, dean and ORSP level to assure compliance with federal and university policies. The Proposal Review and Approval (PRA) form is an internal form that documents budgetary and compliance issues. The Principal Investigator is responsible for completing the form and obtaining departmental signatures before submitting to ORSP with the final proposal document.
An electronic .pdf version has been developed so that proposals and the PRA form http://www.du.edu/orsp/forms.html#pra can be routed electronically and digitally signed.
EFFECTIVE 10/1/06: Completed PRA forms are required PRIOR to submission of proposal.
There are a limited number of individuals who can commit the University to receive external funding by signing proposals. The signature authority is based on a monetary limit. The following contact information may be requested by the sponsor on the proposal documents.
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James Moran, Vice Provost W: 303.871.2706 F: 303.871.2623 Email: jmoran@du.edu
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Proposals up to $1.5 million
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Margaret Henry, Controller W: 303.871.3740 F: 303.871.3635 Email: mhenry@du.edu
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Proposals above $1.5 million
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Craig Woody, Vice Chancellor for Business and Financial Affairs W: 303.871.3588 F: 303.871.4002 Email: cwoody@du.edu
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Robert Coombe, Chancellor W: 303.871.2111 F: 303.871.4101 Email: chancellor@du.edu |
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Submission
All proposals must be submitted through the Office of Research and Sponsored Programs (ORSP). Project Administrators are responsible for submitting proposals both electronically or via FEDEX.
