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Cost Share

Last updated on July 13, 2023 2 min read Administrator Guidelines for Office of Research Reporting Areas - Cost Share

What is Cost Share?

Cost sharing is a commitment of institutional funding or resources for which the University is not reimbursed by the sponsor.

As a general rule, anytime an individual’s level of effort exceeds the amount of equivalent payroll distributed as a direct charge to a sponsored project, the result is cost sharing (i.e., when effort exceeds pay, the University must pay for the difference out of its own funds) because this cost is not paid by the sponsor.

For questions, contact your Sponsored Programs RA or ospinfo@bu.edu.

Getting Started

Requesting Support From the Office of Research

Required Materials

If you are requesting cost share or stipend supplementation support, contact the Office of Research with the documentation listed below and anything else that will be helpful for the VP of Research to review:

  1. Proposal Summary Form (PSF)
    • The PSF must provide a summary of the relevant details on the proposal
    • The completed PSF must be approved and signed by all appropriate parties (the VP of Research will be the final sign off)
    • Under the funding source, you can write “Office of Research” (make sure to include all funding sources if there are others).
    • In the comment fields, include the cumulative amount and yearly amounts being request from my office
    • In the comment field, provide details about the request (i.e., if you are requesting stipend supplementation make sure to mention it).
  2. Cost share budget worksheet
  3. Relevant supporting proposal documentation / justifications
  4. F&A waiver requests and PI Status forms (only if applicable)

Timeline

Please provide the Office of Research with a minimum of 2-3 days to fully review the proposal. If the request is submitted close to the proposal deadline, we can’t promise it will be reviewed in time.

We will notify you of the VP of Research’s decision. If approved, we will follow-up with the grant administrator listed in the PSF at the end of the fiscal year to confirm the actuals for the past year. We will ask for documentation/records and will transfer funds to the 909 account that has been provided to us.

Fiscal Year End Reimbursement Process

If the Office of Research committed to supporting a grant, a representative will touch base with the appropriate grant administer at the end of the fiscal year to confirm the actuals that will be reimbursed.

Please make sure to provide the following by the deadline provided or the Office or Research will not be able to transfer reimbursements funds.

  1. The amount requested (documentation/records of the actuals)
  2. The SAP grant number (if grant # is applicable)
  3. The 909 account that should receive the credit

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