Completing the Cost Sharing Template

Complete the Cost Sharing Template [XLSX] for RAS to maintain the Kuali Coeus award database and to ensure accuracy in SAP.

When to Submit the Cost Sharing Template

Send the template to RAS:

• At award setup, including each fiscal year of the project
• At the start of each fiscal year, to document the upcoming year (including updated source codes)

Before the template goes to RAS, it must be routed for approval of cost sharing from outside funding sources. 

Required Information

Using the template, provide a detailed funded cost sharing plan and if applicable, detailed cost sharing plan provided by subrecipient.

• Type: Mandatory or voluntary
• Cost sharing detail: Description of source
• Fiscal year: If your project period crosses two fiscal years, create a separate tab in the spreadsheet for each fiscal year.
• Amount
• Funding source: Provide source accounts for all new/current FY funded cost sharing except RA tuition subsidy.
• Destination account: 
  • Usually, only one cost sharing child account will be required
  • If the DLCI wants more to meet unusual cost sharing reporting requirements, the DLCI enters the destination account as “A,” “B,” “C,” etc.

Accounting by MIT Fiscal Year

Accounting for cost sharing by MIT fiscal year is preferred. Accounting by MIT fiscal year ensures that common forms of cost sharing (e.g., tuition subsidy, academic year salary) are correct, with minimum paperwork by the DLCI.

^{Updated December 18, 2025}