CERES: Complete a Cost Share Budget

Create a Cost Share Budget

Note: The attachments contain a job aid related to this article

If a funding proposal’s primary sponsor budget has project effort exceeds salary requested, the budget workspace alerts you to create a cost share budget to show how the additional funds will be provided. Cost share budgets must also accompany funding proposals that have mandatory or voluntary committed cost sharing. Cost share commitments requiring institutional commitments (such as cash or fellowships) will be finalized by contributing units via Ancillary Reviews. Review the NU SR Cost Sharing website and the Create a Cost Share Budget job aid for more information.

To create a cost share budget

1. From the Budgets tab on the funding proposal workspace, click the name of the primary sponsor budget that will include cost sharing.
2. On the budget workspace, click Create Cost Share.
3. On the Cost Share Information page, select the cost share type:
   • Mandatory: required by the sponsor.
   • Voluntary Committed: a voluntary but binding commitment.
   • Third Party In Kind: external party non-cash contribution.

4. Under Cost share entity, start typing the submitting department’s name, then select it from the list of matches. You can use “%” as a wild card. Alternatively, click the ellipsis to browse for the organization.
5. Click Save or Continue. The system creates a cost share budget and lists it on the Budgets tab of the funding proposal workspace. If any effort months exceed the corresponding salary requested months, the system automatically populates the cost share budget you've created with the difference.
6. Complete the other pages of the cost share budget as you would for a primary sponsor budget. 

• The cost shared effort of each person entered on the Personnel Costs page of the primary sponsor budget will automatically populate into the cost share budget.
• For cash contribution, on the General Cost Definition page of the cost share budget, select the General cost type Other. Enter the amount of the cash contribution in the cost field and enter “Cash contribution” in the description field.
• For fellowships, on the General Cost Definition page of the cost share budget, select the General cost type Other. Enter the amount of the fellowship stipend in the cost field and enter “Fellowship Stipend” in the description field.
• On the General Budget Information page of primary sponsor budget, click No for a detailed Trainee budget. On the General Cost Definition page of the cost share budget, select the General cost type Tuition. Enter the amount of the tuition in the cost field and enter “Tuition” in the description field.
• Leave the selection as Yes to apply inflation. If the cost share amount differs each year for a specific line item, select No. This allows the user to edit the amount for each year on the General Cost page.
• Leave the selection as Yes to include F&A costs in calculations. Unrecovered F&A will automatically be calculated. On the last page, click Finish.

Cost Share Ancillary Review

Funding proposals that require institutional commitments (such as cash or fellowships) require an additional step. These cost share commitments will be finalized via Ancillary Review. 

1. On the funding proposal workspace, click Manage Ancillary Reviews.
2. On the Manage Ancillary Reviews slide-in window, click Add.
3. On the Add Ancillary Review slide-in window, select the submitting unit in which to route the request. S
4. elect Cost Share Approval as the review type.
5. Select Yes to make the response required. Add any necessary comments you wish the ancillary reviewer to see.
6. Click Add to attach required supporting documents, including:
   • Cost Share Workbook
   • Completed DocuSign Package
   • Subaward cost share budget if a subaward organization is committing cost share
7. When finished, click OK.