Cost Sharing Roles and Responsibilities

DLCI

• Enter all cost share commitments in KC.
• Obtain documentation of cost sharing commitment from subrecipients and third parties.
• Identify all unit(s) responsible for funding cost sharing.
• Confirm all cost sharing is consistent with sponsor or MIT policy requirements.
• If applicable, upload or link to the sponsor's cost sharing requirements in the KC Dev Proposal.

RAS

• Confirm all cost sharing is consistent with sponsor or MIT policy requirements.
• Review that cost sharing is accurately documented in KC Proposal.
• Review for unintentional or voluntary cost sharing.

DLCI

• Review award information with cost sharing.
• Complete Cost Sharing Template [XLSX] initially for every fiscal year of the entire project, including both funded and non-funded cost sharing, and send to RAS. Must be routed and approved at award start.

RAS

• Request a Cost Sharing Template from the DLCI.
• Review award information with cost sharing.
• Request cost share child account(s) in Pending status if known that one will be needed

When Cost Sharing Template is received from DLCI:

• Review DLCI's completed template to confirm that the full cost sharing obligation under the award is described.
• Replace proposal cost sharing data on Level One (parent) WBS element with all data in completed template.
• Create a lower level cost sharing WBS for any cost share plan that includes MIT funded cost sharing types. 
  • (Do not include "Non-Funded" cost share types and Tuition Subsidy)
• Example: Level One WBS element with $100,000 cost share; 10% is tuition subsidy. Level 2 is $90,000

VPF

• Confirm that all funded cost sharing for the fiscal year in the cost share child account(s) is equal to that in the Parent Account.
• Process JV funding entries for all funded cost sharing type lines, excluding tuition subsidy, to the lower level cost sharing WBS account, based on amounts shown in Kuali Coeus using the funding source accounts for the current fiscal year.

DLCI

• For cost sharing involving salary and EB, make appropriate payroll distributions to cost sharing WBS.
• Monthly, review exception report and correct any discrepancies between cost sharing data entered for the Level One WBS vs the cost sharing child WBS.
• If there are changes in the current year, update the Cost Sharing Template [XLSX], including updated source codes, prior to the end of the fiscal year and submit to RAS.
• For the upcoming year, submit the Cost Sharing Template [XLSX] to RAS.

RAS

• Review DLCI's Cost Sharing Template to make sure that the plan for the full obligation under the award is described and valid source accounts have been provided.
• Enter changes into KC and upload Cost Sharing Template to KC Award as a Non-Shared Attachment.
• Generate Change Notice and attach in OST.

VPF

• Confirm that all funded cost sharing for the fiscal year in the cost share child account(s) is equal to that in the parent account.
• Process JV funding entries for all funded cost sharing type lines, excluding tuition subsidy, to the lower level cost sharing WBS account, based on amounts shown in Kuali Coeus using the funding source accounts for the current fiscal year.

DLCI

• When submitting subaward request, include subrecipient’s cost-sharing commitment.
• Review subaward invoices for cost sharing and track internally.
• Annually provide copies of documentation of non-MIT funded cost sharing and RA tuition subsidy to RAS and VPF Sponsored Accounting and maintain copies.
• Send copies of any financial reports submitted to the sponsor to VPF Sponsored Accounting and RAS.

RAS

• Monitor completion of documentation and report unresolved problems to dean/VPR.
• Subawards team: Include cost sharing requirement in subaward agreements with requirement for including cost sharing on invoices.

VPF

• Maintain copies of non-MIT funded cost sharing and RA tuition subsidy documentation prepared by DLCI.
• When reporting cost sharing for award with subrecipient expense, check with RAS Subawards team to determine if subrecipient cost sharing should be included.
• In required interim financial reports, report all documented cost sharing.
• Monitor completion of documentation and report problems to RAS.

DLCI

• Submit any sponsor-requested special reports to VPF Sponsored Accounting for signature.
• Submit signed sponsor-requested special reports to sponsor and send a copy to RAS.
• Check sponsor-specific information or contact your CA if you have questions.
• If a change is needed, prepare and submit to RAS a Cost Sharing Template [XLSX] to ensure cost sharing obligation stated in the award is being reported.

RAS

• Enter cost sharing closeout changes in KC.
• Subawards team: During subaward closeout, confirm with DLCI that subaward cost share requirements have been met.

VPF

• Conduct final audit of cost sharing WBS to make sure actual expenditures and Non-funded Cost Sharing documentation meet full cost sharing obligation of award.
• Each Cost Share Type in the KC Cost Sharing Plan (e.g., Salary & EB, Tuition Subsidy, Subrecipient) should match what is charged to the WBS in SAP and/or documented by DLCI.
• After full cost sharing commitment has been fulfilled, documented, audited: submit final financial report to sponsor (including reporting cost sharing) unless required to be submitted by DLCI