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Cost Share Funding
Responsibility: Cash Management
Prepared by: FOT
Work Instruction Number: WI-EP-45

Overview

Cost share companion accounts are funded to budget on a semi-annual basis. Funding occurs in January and July. Adjustments will be made as required to accommodate unusual circumstances. These accounts are locally funded and furthermore, some accounts are funded only by OKED. For guidance on state-funded cost sharing companion accounts, please go here. The following sections detail how to process cost share funding:
 

Generate Report

Spreadsheet Tracking

Approvals

Refunds

Generate Report

1. Run a current Cost Share Report in MyReports

1.1. Choose explore and navigate to Sponsored/OKED/Research Operations/Operations – AMT

1.2. Select report OKED Cost Share

1.3. Click process

1.4. Select appropriate fiscal year and click OK

1.5. When results appear on R-Cost Share Daily Cash Balance screen, go to File menu and select export Section…

1.6. When save prompt appears, locate the Cost Share Funding folder location: ACCTG/CASHMGT—CMT/CMT Current/Cost Share Funding. Create a new folder for this funding increment (i.e. December 2013 Funding Cycle). Rename section being saved to match (i.e. December 2013 Funding Cycle). Change save as type to Excel. Save file in newly created folder.

2. Prepare new Cost Share Excel spreadsheet for use

2.1. Copy the results onto two additional worksheet tabs in the workbook

2.2. Label one tab as OKED and the other as LOCAL

2.3. Filter the OKED tab to only display OKED funded accounts and filter Local tab to display all others. Filter by the Sponsor Type Description field.

2.4. Sort alphabetically by account numbers

NOTE: TRIF funds cannot be transferred to cost share companion accounts. TRIF accounts are administered by OKED Finance. When a contributor wants to fund their commitment with TRIF funds they need to work through OKED Finance to do so. Other xx9 funds can be transferred to cost share companion accounts. Financial Services requires a letter from the contributor (for ASUF accounts it would be the account owner, usually the P.I.) confirming that the use of funds for fulfilling cost share commitments meets the donor intent.

Spreadsheet Tracking

Tracking the accounts on a spreadsheet allows the CMT GCO to determine which accounts need to be funded and the funding amount.

1. Rollover account information from previous funding cycle

1.1. Go to tracking spreadsheet from previous funding cycle

1.2. Copy over the information on the OKED funding tab and the LOCAL funding tab to 2 new tabs in the current funding cycle’s workbook

1.3. Using the list of accounts downloaded from MyReports, on the OKED and LOCAL tabs, verify that all accounts listed have been previously tracked.

2. Add account information for new accounts not previously tracked

2.1. Add new rows for account information

2.2. Capture all necessary information to populate all columns using Coeus and documentation in Award file on Sharepoint

3. Make any necessary updates

3.1. End dates – these may have been extended

3.2. Funding sources – these can be updated at any time and need to be updated in Coeus (see Coeus Updates section below)

3.3. Commitment amounts – allocation of commitment amount could change

4. Calculate funding amount for current funding cycle

4.1. Total commitment for multiple years given – use a simple calculation of total commitment amount divided by number of funding cycles the award will go through

4.2. Commitment is divided up by fiscal year – using the amount for the current fiscal year, determine how much of the transfer should happen during this funding cycle. Some contributors may want the whole amount for the fiscal year transferred all at once.

Approvals

Approvals from the respective departments are necessary before funding transfers can be processed. Also, Financial Services processes locally funded transfers and the CMT GCO processes the IIA and OKED transfers.

1. Send emails for approvals

1.1. Template for email correspondence is located at ACCTG/CASHMGT—CMT/CMT Current/Cost Share Funding/Cost Share Templates

1.2. Local funding – Email the department contact best suited to approve a cost share transfer. Look at past transfers, if applicable, to see who contact is. If new cost share account, find out who the best contact is.

1.3. OKED funding – Email Dan Tyrrell (OKED Finance) for approval. Send one email with all of the transfer requests listed.

2. Local funding transfers

2.1. Complete Cost Share Transfer Request Form using the template located at ACCTG/CASHMGT—CMT/CMT Current/Cost Share Funding/Cost Share Templates

2.2. Go to ORG1 table in Advantage to see list of signers on the account. Print this screen to PDF.

2.3. Print the email with approval to PDF.

2.4. Using all three of these documents, merge into one PDF and send to Financial Services to complete transfer. Currently, Alexandria Laughton  is the Financial Services contact.

NOTE: Rename transfer packet following this pattern -
(Agency/Org of the C/S Companion Account) Cost Share Packet (Agency/Org of Committed C/S) (Date JV Processed) Example: MPS0262 Cost Share Packet MP51018 061813

3. IIA account and OKED transfers

3.1. Once Dan Tyrrell’s (OKED Finance) approval is received, J1 can be created to process transfer

3.2. Use previous transfer as a guide for completing J1

3.3. Send J1 to Dan Tyrrell (OKED Finance) for his approval

3.4. Once approval is received, go onto suspense table in Advantage and approve J1 document

3.5. Merge J1 document and email approval into one PDF

4. Save transfer documentation on Sharepoint

4.1. All cost share documentation for transfers can be saved in the Award file under the Cost Share account. A folder should be created for Cost Share.

Refunds

At times a refund will need to be issued back to the contributor(s). The AMT GCO will send an email requesting the refund.

1. Once refund request has been received from the AMT GCO  the refund will need to be calculated based on the percentage that each department contributed. Use the Cost Share Refund worksheet to calculate refund located at ACCTG/CASHMGT—CMT/CMT Current/Cost Share Funding/Cost Share Refund Worksheet.  After refund amounts have been calculated follow same process for Local funding transfers. Be sure to note this is a refund in the upper right hand corner of Research Operations Revenue Cost Sharing Transfer Request. Send refund requst with backup to Alexandria Laughton in Financial Services.

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