Requesting Cost-Sharing Support for Federally-Sponsored Research

Guidance Prior to Requesting Cost-Sharing Support

Look for Exemptions. Note that for certain FOAs, UT-Austin may be exempt from cost-sharing requirements due to its current status as a Minority Serving Institution. Review the FOA carefully for exemptions. The Office of the Vice President for Research, Scholarship and Creative Endeavors (OVPR) maintains our current Department of Education Title III & Title V Eligibility Letter and UT Certification for Hispanic-Serving Institution Program required for proposal submissions here. 

Consider In-kind Contributions. If an FOA allows in-kind cost-sharing, CNS and OVPR will expect the PI team to contribute, as is reasonable, a portion of the cost-share. In-kind contributions may include:

• contributed / unpaid effort dedicated to the grant during the 9 months paid by the university
• contributed summer effort, if the PI is not currently taking summer salary or charging summer salary to another grant. Review the current OVPR policy regarding summer salary and sponsored projects.

Estimate the Request. After considering exemptions and in-kind contributions, you may still require cost-sharing for your proposal. Generally, the Dean's office provides voluntary cost-sharing only for proposals supporting a large number of CNS researchers where UT is the lead institution. In most cases, CNS contributions will be limited to the value of the indirect costs (IDC) estimated to be retained by CNS from the award. For reference, the Dean's office currently retains 12.5% of the IDC for an award and returns 12.5% to the department. 

Approach the Right Stakeholders. The general order of operations to request cost-sharing is first to your department / ORU, then CNS, then OVPR. PIs are expected to leverage departmental and / or ORU resources for cost-sharing prior to seeking support from the Dean’s office. In addition, cost-sharing support may be requested from OVPR. In general, OVPR will not provide matching funds greater than the total value contributed by CNS, the PI team, and the department(s) / ORU(s). Therefore, PIs should request cost-sharing support from their department / ORU and CNS prior to approaching OVPR. For multi-CSU proposals, CNS will also expect contributions from the participating colleges / schools. More guidance from OVPR on cost-sharing can be found here. 

Process for Cost-Sharing Support

PIs must obtain a signed letter from the ADR outlining the cost-sharing agreement before submitting his / her proposal to the funding agency. In some cases, a cognizance letter is required at the limited submission stage. To request cost-sharing or the cognizance letter:

1. Email SRI at least 2 weeks prior to the sponsor deadline with the information prompted in the email template. 

2. SRI and the ADR will review the PI’s cost-sharing request. 

3. The ADR may suggest modifications and / or alternate cost-sharing sources to the PI if necessary.

4. If approved by the ADR, the request may require the final approval of the Dean. A signed letter outlining the cost-sharing commitment will be provided to the PI and should be included with the submitted proposal when permitted by the sponsor.

5. If the proposal is successful, notify SRI to request your matching funds. Please provide the account information for funds transfer. If funds are not requested, they will not be transferred automatically. 

Requesting Cost-Sharing Support for Industry-Sponsored Research

UT requires that industry pay all costs associated with the performance of industry-sponsored research. Any time the sponsor will not pay full costs of performing the research, including the PI's time to work on the project, appropriate department and college-level approvals are required. The CNS procedure for requesting approval to cost-share an industry-sponsored research project is as follows:   

1. At least 14 business days prior to the sponsor deadline for a proposal, the PI or research administrator should email Andreas Matouschek matouschek@austin.utexas.edu and Emily Cole emily.cole@austin.utexas.edu with the following information: 

   • the OSP Number;
   • a copy of the categorized budget;
   • a brief explanation of the request to include the intended cost share amount and any foregone IDC due to the cost share;
   • copy of the Department Chair or Unit Director's approval (email approval is sufficient);
   • copy of the sponsor's published statement regarding disallowed costs, if applicable; and
   • confirmation that the PI has no conflict of interest with the sponsor or that the PI has a management plan in place 

2. SRI will review the request and coordinate approval with the CNS Associate Dean for Research, and if necessary, the OVPR. SRI will notify the PI and research administrator accordingly.

Requesting Indirect Cost Reductions or Waivers

The Office of the Vice President for Research, Scholarship and Creative Endeavors (OVPR) approves F&A waiver and reduction requests. Waiver and reduction requests are submitted to OVPR through the Associate Dean for Research (ADR) or equivalent in the PI’s college or unit. Requests should include:

1. OSP number;
2. Detailed budget;
3. Explanation for the request;
4. Approval by the ADR; and
5. Draft commitment letter prepared for signature by OVPR if required by the sponsor

Requests for IDC adjustments must be routed by the ADR to OVPR for final review and approval at least 7 business days prior to the proposal submission deadline. To allow appropriate time for ADR submission to OVPR, please submit the information detailed above to Andreas Matouschek matouschek@austin.utexas.edu and Emily Cole emily.cole@austin.utexas.edu at least 14 business days prior to the submission deadline.

The Office of the Vice President for Research also has additional information on indirect cost rate reductions and cost sharing.