OSRP Policies
The following are policies that relate to the submission and administration of sponsored research and programs at Southeastern Louisiana University.
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Budget: Cost Sharing and/or Matching Funds |
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Some sponsors require institutional cost sharing or matching funds from the University to indicate the University's commitment to the project. When required, the principal investigator should provide as much of the cost-share as possible as “in-kind” (e.g., contributions to the project that have a quantifiable value but do not require the University to commit additional cash). Do not include a match from Southeastern unless it is required. If matching or cost-sharing is not required on a grant, then the absence of cost-sharing cannot be used in evaluating the competitiveness of the grant. If there is a need to document salient efforts on the part of faculty and/or staff, do so in the proposal narrative and refrain from including such in the match budget. |
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When a cash match is required, the principal investigator must first consult with the department chair and the dean to identify departmental, school, and/or college sources of funds to meet the matching requirement. For example, a contribution of personnel time for which the faculty is released from teaching assignments (with no salary funding from the granting agency) and the related share of fringe benefits are considered a cash match. Amount of required or suggested cost sharing varies with agencies and types of proposals. Institutional matching funds or institutional commitment must be approved through the Dean of Research and Graduate Studies and/or the Provost. |
| Examples of appropriate match can be found on our Match Checklist of In-Kind and Cash match items. Remember that match or cost sharing that has been included in a grant must be properly documented and reported to Grants Accounting. |
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Indirect Cost/Facilities and Administration (F&A) Costs |
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Facilities and administrative costs (formerly referred to as indirect costs) are costs incurred by the University as related to the grant activity. Examples of such costs are maintenance, depreciation, general and departmental administration, utilities, janitorial services, accounting and purchasing services, research administration, library operations, etc. Agencies recognize these expenses and allow the University to recover these costs through a negotiated F & A rate that is included in the grant expenses. For Southeastern’s current F&A rate refer to the OSRP Quick Facts page. |
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The PI must include in the project budget the maximum allowable amount of F&A costs that the sponsoring agency will pay according to the program guidelines, while not exceeding the University’s federally negotiated rate. State and private funding sources often set a maximum allowable rate for a specific program. When the agency allowable rate is lower than the University’s negotiated rate, it must be documented in agency guidelines and provided to OSRP. |
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A reduction in F&A recovery requested in a budget below the University’s negotiated rate or the funding agencies’ set rate can be approved by only the Dean of Research and Graduate Studies and/or the Provost. |