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Source: Sponsored

Cost Sharing Source: Sponsored Contributions

Commitments that are paid from another non-federal sponsored awards at Harvard (represented by the fund range 200000-299999). These types of commitments must be tracked manually by the department or local unit managing the award. 

Item Details
GMAS Instructions The information in this table contains summarized guidance. Research administrators are responsible for reviewing University’s detailed instructions:
GMAS Tips
  • Enter the Sponsored project Fund ID or Project ID, if known. If f unknown, check “TBD”
  • Ensure the amounts listed in the cost sharing detailed budget, match the amounts listed in the GMAS cost sharing budget periods
Supporting Documentation Required in GMAS
  • Cost Sharing detailed budget (must match amounts listing in GMAS and sponsor approval)
  • Prior approval must be obtained from the non-federal sponsor providing the cost sharing commitment (must match amounts listing in GMAS and detailed budget)
  • Supporting docs (i.e., sponsor guidelines for mandatory cost sharing)
  • Refer to the documentation required during the award lifecycle
Tracking Commitments When the cost sharing source is another nonfederal sponsored fund, in-kind, or subrecipient contributions must be documented, tracked manually, and confirmed by the department managing the award

This approach requires, a separate sponsored fund to be used to track the cost sharing, allowing the “sponsored” cost sharing expenditures to be tracked separately under a different fund in the general ledger from the initial sponsored fund

Supporting Documentation Required in GMAS 

Table 1: Sponsored Contributions (Matching) Documentation

Document

Description

At Proposal Phase

At Award Phase

During Award Phase

At Closeout Phase

Repository

Sponsor Approval

Approves use of funds for cost sharing

Required

 

Required (if changed from Awarded amt)

 

Cost Sharing

Revised Budget (See Note 1)

For sponsored matching fund

 

Required (if changed from proposal)

Required (if changed from awarded)

 

Cost Sharing

Acknowledgement of reduced commitment

Provided by sponsor, if commitment is not met

 

 

Required (if reduction is known during the award)

Required

Cost Sharing

Note 1: Budget & Revised budgets containing cost share information are noted here for consistency, but they are typically included in the proposal package (or subagreement for subrecipient cost sharing) and can be uploaded as they currently are in the Request or Subagreement document repositories. There should be no duplication of uploaded documents.

In addition to the documentation noted above that is uploaded by the department/local level managing units, OSP Research finance uploads all approved invoices and reports to the financial deliverables repository which include cost sharing information when applicable.