Occasionally, a funding agency may require matching funds (cost-sharing) for a project. Sometimes, Congress requires matching funds in the language of the appropriation.
If there is a matching-fund requirement, you are already aware of this obligation.
Match may be in the form of WSU cash, in-kind contributions, or third-party contributions.
In-kind match is the value of allowable non-cash project costs provided by the University and/or eligible third parties that can be documented by supporting records. This type of match may be in the form of reassigned salaried time and benefits, volunteer time, travel expenses, non-routine supplies, specialized equipment, materials, and, in some cases, contributed indirect costs.
In-kind match must be documented. You can access printable in-kind forms at the OSP website.
Cash match is actual cash from the University and/or eligible third parties dedicated to defray a portion of a project’s costs. Cash match may be from the Provost’s cost-sharing fund, from deans’ or department chairs’ budgets, or from gifts, donations, or cash participation of eligible third parties.
Cash and in-kind match, once identified as a university contribution to a sponsored project, cannot be claimed as match on any other project. No Federal funds can be claimed as cash or in-kind match on any other Federally funded project.
Cash cost-sharing funds must be spent in accordance with the sponsor’s approved budget for allowable expenditures, and must be available and used within the defined project period.
The most important thing about match, it must be documented in a way that an auditor can easily verify information. Therefore, a separate account must be set up to document any match.
However, if the match is from a gift fund, a letter from the dean, indicating that the match is dedicated, will satisfy an audit.
If a match is to be satisfied by dedicating part of a salary, an ePAR is needed to reflect that measure. It does not change the source of the salary, only the account number.
It is safe to say that documenting matching funds can be problematic. OSP will assist with the legal requirements.
Again, the ePAR for matching funds must be created in the same way as ePAR's for compensation. The ePAR must originate with the department, and follow the same approval path.
NOTE: An ePAR for matching funds does not change the source of your salary, nor the amount. This is an accounting mechanism for auditing purposes only.