Match/Cost Sharing

G Maggie GriscavageRetired Director

OGCA, University of Alaska Fairbanks

Simple Definitions

Match vs. cost-share – simple definitions (but not all institutions embrace this)

• Match is non-agency funding that has to be expended by the end of the award

• Cost-share is non-agency funding that is spent at the same time as the federal award

Sources

• State funds (not federal pass-through!)• Private funds• University funds• Donations (a.k.a. Foundation funds)• In-kind use of equipment or property (must

have commercial equality)Source of match/cost share has to be unique – you cannot re-use these dollars again!

Documentation

For third-party match, at least every three months because those who signed off on the promissory note may not be available after the length of the whole award. For internal non-federal funds, check these as frequently as you do your federal project award expenditures to make sure you are actually utilizing them, and you are using them as you said you would. Your expenditure record will be your documentation.

Identification

• Format of third-party match – get it on letterhead and must be signed by an officer of that organization. Have them quantify the match/cost-share in the same increments that are reflected in the original promissory letter.

• For your internal, institutional match you will need the same kind of unique fund identifiers as you use for your federal funds. This ensures you never use those dollars twice!

Closeout

• You are as equally responsible for reporting on the match/cost-share as you are your federal award. If you’ve done your due diligence during the lifetime of the award and obtained the third-party match at the appropriate time(s) and kept them in the portfolio, then end-of-award reporting won’t be difficult. When your AOR certifies the federal funds expended via the FFR, they will also be certifying the match.