Cost Share Tracking System (CSTS)

Cost Share Roles & Responsibilities

Requirements for Cost Share

Cost-sharing commitments become requirements upon award. If the university proposes cost sharing commitments, the university agrees to the following:

  • University funds are provided to pay for expenses that directly benefit the project.
  • Cost shared expenses for each project are documented.
  • Allowable costs are timely and accurately documented.
  • Cost shared expenses are incurred or services are rendered during the period of award.
  • Expenditures for cost sharing direct costs are certified.
  • Records for cost sharing direct costs are retained for the same period as the records for the related sponsored agreement.
  • In-kind cost sharing is properly valued based on the (fair market) value added to the project.

Roles and Responsibilities

Tracking, reporting, and certifying of cost share direct costs are shared responsibilities among principal investigator, department administrator (account manager/delegate/account associate), and Contracts & Grants Accounting (CGA):

The principal investigator (PI) is responsible for:

  1. Preparing the cost share pledge by:
    • clearly documenting cost sharing on the proposal budget justification;
    • leaving any discussion of cost sharing out of any other proposal text;
    • attaching signed documentation from each source promising to contribute. If the contribution is from the university, a signed letter from a provost, dean, or chair is acceptable. If the contribution is from a third party (not university or the sponsor), the letter must be on the contributor's letterhead and submitted with the rest of the proposal package to Office of Research.
  1. Reviewing information in the Cost Share Tracking system and/or financial system to ensure that all cost share contributions are captured correctly and that all cost sharing obligations are met in a timely manner. Principal investigators should notify the Office of Research Administration as soon as they reasonably know that the cost sharing commitment for a particular project may not, or will not, be fulfilled. This includes situations when a principal investigator transfers to another institution during the performance period of a project, as the sponsor may hold UCD responsible for fulfilling all or a proportionate share of any cost sharing commitment associated with the project.
    • submitting cost share contribution reports at the required intervals.

The department contract/grant administrator is responsible for:

    • entering information in the Effort Commitment and Cost Share Tracking systems. For cross-college/department collaborations, the department who administers the contract/grant is responsible for entering information in the Effort Commitment & Cost Share Tracking system and communicating with the other department(s) to ensure that they have the necessary UC Fund and account information.
    • working with the PI to ensure the cost share pledge is met.
    • contacting Contracts & Grants Accounting if discrepancies are found in the Effort Commitment & Cost Share Tracking system.

Contracts & Grants Accounting is responsible for:

    • setting up UC Funds for cost sharing.
    • notifying account managers and principal investigators that cost sharing data should be entered in the Effort Commitment & Cost Share Tracking system.
    • receiving the cost share contribution reports from the PI.
    • reporting to the sponsor as required.

Supplemental content

Cost Share System Menu