Cost Share/Match Expeditures

Cost Share

Cost Share or Match are commitments by the University or third parties to provide support for the project. Cost share or match can be in the form of purchases of equipments or supplies as well as effort. A third party can also make a cost share commitment. Cost share or match requirements of projects must be met by the PI. PeopleSoft Accounts will be established for tracking and monitoring match whenever possible. The PI is responsible for providing required documentation on cost shared to the ORA and sponsor. Third party cost share must be documented by the third party.

UMassD Cost Share Policy can be found at (ACA-022).

Unallowable Costs

The PI is responsible for ensuring that expenditures charged to sponsored projects are in compliance with federal, state and University policies as well as sponsored requirements. Costs determined to be unallowable on a project must be transferred to an unrestricted account of the PI, department of college. All expenditures are subject to review by ORA prior to final invoice as well as to auditors. Any expenditure subsequently denied by an audit is to be transferred to a PI unrestricted account.

Overdrafts

Overdrafts occur when spending is greater than the approved budget or budget line item or when spending occurs after the end date. In most cases, the approval process will prevent overexpenditures from occurring. However, there are times when expenditures such as salaries are processed even when in overdraft.  In those instances where a project is overspent, the PI is responsible for transferring the overexpenditure to an unrestricted account or in the case of an error to the correct project account on a timely basis. Overexpenditures will be transferred to the indirect cost account of the PI, department or college if not resolved by the PI. Deficits should be cleared from projects within 60 days of the end date of a project to allow timely closing of the account. PIs will receive notifications from ORA when their projects are in an overdraft position. These notices will be sent monthly.

Notices will also be sent to notify PIs when 80% of their budget has been expended and to notify PIs that projects will be ending in three months.

Payroll authorizations and encumbrances must be cancelled on accounts that have ended and transferred to other appropriate accounts on a timely basis to prevent expenditures occurring after the end date of the project. Expenditures after the end date will be handled in the same fashion as budget overexpenditures. Cost Share or Match are commitments by the University or third parties to provide support for the project. Cost share or match can be in the form of purchases of equipments or supplies as well as effort. A third party can also make a cost share commitment. Cost share or match requirements of projects must be met by the PI. PeopleSoft Accounts will be established for tracking and monitoring match whenever possible. The PI is responsible for providing required documentation on cost shared to the ORA and sponsor. Third party cost share must be documented by the third party.

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