Cost Share Tracking System (CSTS)

How to Process Cost Share Transactions

Use these step-by-step instructions to process transactions in the Cost Share Tracking System (CSTS).

Only Awards that have been identified as having "cost sharing" will appear in the Cost Share Tracking system. If you are unable to locate a UC Fund for which a cost share commitment exists in the Cost Share Tracking system, contact the CGA Fund Manager and ask to have the cost share indicator on the Award set to yes.

At least one expense account must be active (no expiration date) to access the fund in the Cost Share Tracking system. If the award has ended and the account has been expired, remove the expiration date to process cost share entries, then restore the expiration date when the cost share reporting is complete.

Additional information on system use is available in the Best Practices section.

  What to do/When How to do it
1 Determine that an Award (UC Fund) must report Cost Sharing
  • Award set-up

An automated e-mail will be sent to the Fiscal Officer and Project Director when Contracts & Grants Accounting has set up the UC Fund for cost sharing. Review the information in the e-mail carefully.

Note: If the Fiscal Officer or other department employee determines that an award must report cost sharing after the initial award setup is complete, it is necessary to contact the CGA Fund Manager and ask to have the cost share indicator on the Award set to yes.

2 Log into the system
  • Award set-up
  • Monthly during the life of the award
  • Close-out
Access CSTS via the FIS Decision Support menu by clicking on the FIS Web Applications link.

Note: Access is restricted to KFS Project Director, Fiscal Officer, Account Delegate(s), and Account Associate assigned to cost-shared Awards. The KFS Account document can be used to make changes to the Project Director, Fiscal Officer, and Account Associate assigned to an account. Account Delegates can be changed on the KFS Account Delegate document.

3 Set up Cost Share Tracking Entries
  • Award set-up
  • As needed during the life of the award
  1. From the FIS Web Applications menu, click on the Cost Share Tracking link then the Manage Cost Share Entries link.
  2. Select your UC Fund from the drop-down menu in the upper left of the screen.

    The Manage Cost Share Entries (Tracking Entry Summary) screen is used to manage cost share commitments and pull transactions from the ledgers into the Cost Share Tracking System.
  3. Click on the appropriate link to add entries for committed effort (Salaries and Wages), Equipment, and Supplies/Travel. Fields with red asterisks are required. More than one account can be specified for the different categories (i.e., Salaries and Wages, Equipment, etc) by creating multiple entries. Salary entries will calculate the cost share percentage specified against the employee’s total salary including benefits from all fund sources.

Note: Only non-federal funded accounts can provide cost shared contributions in the Cost Share Tracking System. Cost shared expenses must be incurred during the performance period and must be allowable expenses on the award.

  • Always round up the percentage for cost share commitments. We must demonstrate to our sponsors that we met or exceeded the amount of cost sharing committed.

In-kind contributions from UCD, such as waived indirect costs and waived fees may be added by clicking on the Manage Other University Contributions link, available from the main CSTS menu.  These items must be approved by Contracts and Grants Accounting.

Contributions from entities outside of UCD, such as volunteer equipment, supplies, or time should be documented by clicking on the Manage 3rd Party Contributions link, available from the main CSTS menu. The value of third party contributions should be properly documented in writing and retained in the department files. Review the Uniform Guidance §200.306 for requirements concerning third party contributions.

4 Import, Review and Approve Transactions for Cost Sharing
  • Award set-up
  • When tracking entries are added or changed
  • At close-out if needed
  1. If there are transactions existing in the ledgers at the time the Cost Share Tracking entry is created or changed, it is necessary to perform a Retroactive Transaction Import. From the Cost Share Tracking menu, click on the Retroactive Transaction Import link.
  2. Select your UC Fund from the drop-down menu.
  3. Select a tracking entry to look for matching transactions in the KFS ledgers. The Retroactive Transaction Import must be performed for EACH tracking entry.
  4. Enter a fiscal period range to indicate which ledger months should be searched for transactions that match the tracking entry (usually the award start date through the current period).
  5. After running the query, click the Processing Complete link to jump to the Imported Transaction Review page.
  6. Review the resulting transactions and determine whether each transaction is appropriate for cost sharing on the fund. Refer to the Requirements for Cost Sharing Allowability.
  7. Click Approve or Reject for each transaction that imported. Click the Reject Viewable Transactions link if none of the transactions displayed should be cost shared. Only approved transactions will appear on the cost share contribution report.

Note: Starting with July 2011 payroll transactions, if an expense is imported and approved for cost sharing and is later transferred off the non-sponsored fund source (i.e. is no longer available for cost sharing), any approved transactions must be manually removed from the Review Approved Transactions page. Once a cost share report has been submitted to the sponsoring agency, cost transfers should not be processed on expenses that have been cost-shared.

5 Imported Transaction Approval
  • Monthly during the life of the award
  1. Throughout the life of the project, CSTS automatically imports any new expense transactions that match the Cost Share Tracking Entries set up in step 3.
  2. Review the imported transactions monthly by selecting the UC Fund then the Imported Transaction Approval screen from the menu.
  3. Determine whether each transaction is appropriate for cost sharing on the fund. Refer to the Requirements for Cost Sharing Allowability.
  4. Click Approve or Reject for each transaction that imported. You may also click on Reject Viewable Transactions link if you want none of the given transactions to be cost shared. Only approved transactions will appear on the cost share contribution report.

Note: Starting with July 2011 payroll transactions, if an expense is imported and approved for cost sharing and is later transferred off the non-sponsored fund source (i.e. is no longer available for cost sharing), any approved transactions must be manually removed from the Review Approved Transactions page. Once a cost share report has been submitted to the sponsoring agency, cost transfers should not be processed on expenses that have been cost-shared.

6 Review Approved Transactions
  • As needed during the life of the award to ensure commitments will be met
  • Close-out
  1. From the Cost Share Tracking main menu, click Approved Transaction Review.
  2. Select your UC Fund from the drop-down menu.
  3. The entries are separated into 2 categories: GL transactions and Payroll transactions. Review the transactions as needed and before generating a Contribution Report.

Note: Click on document numbers to drill down to the ledger for more information on a transaction.

Note: Transactions that were previously approved may be deleted by clicking the Remove link if they are found to be unallowable or not needed.

Note: Starting with July 2011 payroll transactions, if an expense is imported and approved for cost sharing and is later transferred off the non-sponsored fund source (i.e. is no longer available for cost sharing), any approved transactions must be manually removed from the Review Approved Transactions page. Once a cost share report has been submitted to the sponsoring agency, cost transfers should not be processed on expenses that have been cost-shared.

7 Generate Cost Sharing Contribution Report
  • As needed for cost share reporting during the award period
  • Close-out
  1. From the Cost Share Tracking main menu, click on Contribution Report.
  2. Select your UC Fund from the drop-down menu.
  3. Choose which type of report you wish to generate. The Summary report will show totals for each tracking entry; the Detail report will show each individual transaction that was approved for cost sharing.
  4. Run the Cost Sharing Contribution Report.
  5. Always round up the total amount of cost share commitments. It must be demonstrated to our sponsors that we met or exceeded the amount of cost sharing committed.
  6. Report must be signed by the Project Director unless the cost share is for PI minimum effort only. Send reports to the appropriate Fund Manager in Contracts & Grants Accounting (CGA).
Note: The cost share contribution report is used to demonstrate to the sponsoring agency that committed cost share commitments were met. It provides documentation for identification of cost shared direct costs when Facilities and Administration (F&A) proposals are prepared, as it is necessary to include cost shared direct costs in the organized research base.
8 Close out UC Fund
  • Close-out, but only AFTER the cost share reporting is finalized.
  1. CGA will close cost sharing for the UC Fund which makes all entries read-only.
  2. When the last expense account for the UC Fund is expired, the fund will no longer be accessible in CSTS.

Supplemental content

Cost Share System Menu