 |
|
Office of Associate Provost For
Research/ Dean of Graduate Studies
|
| FROM:
|
Nasir Ahmed, Interim Associate Provost for Research |
| TO:
|
Deans, Directors and Chairs |
| COPY TO:
|
William Gordon, Provost and VP for
Academic Affairs
David Mc Kinney, VP for Business and Finance Margaret Gonzales (file) |
| SUBJECT:
|
Cost Sharing on Sponsored Projects |
| DATE:
|
August 5, 1998 |
The University Business Policies and Procedures (UBPP) Manual was recently revised to include a formal policy on “Cost Sharing on Sponsored Projects”. This policy was distributed to all holders of the UBPP Manual (Policy # 2430). It can also be accessed from the web (http://www.unm.edu/~ubppm/ubppmanual/2430.htm).
The rationale for this policy is that federal regulations for cost sharing on sponsored projects have been tightened up substantially. These regulations require the University to be accountable in documenting and verifying cost sharing commitments, with the same diligence as actual expenditures on contracts and grants. The issue of accountability also includes cash and in-kind commitments, and has a significant impact on existing University infrastructure resources. Hence the policy strongly discourages “voluntary cost sharing”; i.e., cost sharing that is not directly stipulated or recommended by agencies in their requests for proposals. Consequently, my office will be conservative in approving voluntary cost sharing requests.
Cost sharing must be fully documented in the proposal budget. Details of the sources of funds must be included on the Cost Sharing Commitment Form available from the Office of Research Services (ORS). As explained in my FY99 IDC budget memo of May 4, 1998, my office has no funds available for investing in new cost sharing commitments for this fiscal year, since it will just be able to cover the costs for existing multi-year commitments. My assessment at this point in time is that this will be the case for fiscal years 2000 and 2001. To the extent possible, my office will assist in efforts that have institutional impact; e.g., one-time contributions to certain equipment-acquisition proposals involving several colleges/schools/centers.
Please distribute this information to principal investigators in your area. Feel free to let me know your thoughts on this important topic; my email address is: ahmed@unm.edu.
Should you have specific questions regarding the cost sharing policy, please contact Ann Powell of the ORS. Thank you.