PAMC Request for Cost Share

Cost sharing is the financial and non-financial support contributed by the University or a third-party to sponsored projects in order to complete the project’s statement of work. It is University policy to commit cost-share only when required by the sponsor and only to the extent necessary to meet the sponsor’s specific requirements. For detailed information about cost sharing, refer to myRESEARCHpath and GAP 200.140, Cost Sharing on Sponsored Projects.

All associated PAMC schools, centers, institutes, and units are required to obtain approval for cost share commitments prior to including them in proposals for external funding. School and, in most cases, management center review is needed to include a commitment of cost share in a proposal. Requests should be submitted using the PAMC form in MRH. Instructions for completing the request can be found here. Once approved, the cost share can be included in the SPS record for submission to sponsor. At time of award, ORS will initiate the cost share confirmation request to the department to accommodate any changes or clarifications needed prior to set up of the WBSE(s) in SAP.

Proposal Stage

Commitment of cost sharing requires prior approval before the application is submitted to the sponsor. Submit the Cost Share Request Form to obtain necessary approvals prior to submission of the proposal in SPS.

The process and requirements for inclusion of cost share in proposals may differ by school or area. The submitter and department or school level approver are responsible for reviewing for compliance with all guidelines prior to routing to management center for institutional review.

Submission

Responsible Area, Role: Department, Grant Manager, PAL, or designee

Review these steps for guidance on completing the form.

Checkpoints

Key Actions

Decision Outcomes

All required fields completed (WBSE, amount, period, purpose)?
Budget, justification, and approvals attached?
Data matches across form and documents?

Identify & apply applicable requirements
Complete form
Upload all required documentation

➡️ If NO: Revise before submitting

➡️ If YES: Submit → Route to School/Unit

School / Unit Approval

Responsible Area, Role: School / Unit / Center / Institute, Finance Manager or designee

Checkpoints

Key Actions

Decision Outcomes

Complete submission (no missing fields/attachments)?
Cost share aligns with school/unit expectations?
Required departmental approvals documented?
Budget, justification, dates, and amounts consistent?
Funding sources and WBSE valid and appropriate?
No duplicate or conflicting commitments?

Verify compliance with all unit, school, institutional and sponsor guidelines
Validate funding source details and alignment with cost share requirements
Review for completeness, accuracy, and appropriateness

➡️ If NO: Return to Submitter with comments

➡️ If YES: Approve → Route to Management Center

Management Center Approval

Responsible Area, Role: PAMC designee

Checkpoints

Key Actions

Decision Outcomes

School approval completed in workflow?
Cost share meets institutional policy and sponsor requirements?
Financial details accurate (amount, period, allocation)?

Confirm approval by school or unit
Conduct final compliance and financial review based on institutional guidelines

➡️ If NO: Return to Submitter with comments

➡️ If YES: Final Approval

Final Outcomes

✅ Approved request is attached to SPS record by GM/PAL for consideration during ORS’ review

🔁 Returned requests must be revised and resubmitted through workflow

❌ Denied requests are stopped, unable to be included in proposal

Award Stage

Upon receipt of award notice, ORS will prompt the department/unit for any adjustments or confirmations needed for WBSE setup by initiating stage 2 of the existing request form in Kuali.
Review and confirmation at time of award ensure accuracy prior to WBSE setup.

Award/Agreement Received

Responsible Area, Role: ORS

Action Items	System(s)
Identify differences in proposal and award terms Initiate stage two of the Cost Share Request form in Kuali Complete fields with specific needs for award set up while noting identified variances between the proposal and award. Route to PAL for response in Kuali	SPS - Kuali

Cost Share Allocation Review

Responsible Area, Role: Department/Unit, PAL or Designee

Action Items	System(s)
Acknowledge responsibility or Assign designee Complete the requested information Confirm changes comply with applicable guidelines and requirements Submit Kuali form for WBSE set up	Kuali

Cost Share Setup for WBSE

Responsible Area, Role: ORS

Action Items	System(s)
Save department/unit response in SPS Review and incorporate information provided by department Attach final form details to the SPS award record Continue with established awarding process to set up WBSE(s)	Kuali - SPS

Common Errors to Avoid

Stage	Common Errors to Avoid	Examples
Overall	Missing or incomplete attachments	Commitment letter referenced in the form but not uploaded; sponsor guidelines missing for mandatory cost share
Overall	Submitting draft or outdated documentation	Uploading an unsigned commitment letter instead of the final signed version
Overall	Not following unit or school procedures	Document, understand and consistently follow business unit and school expectations
Proposal	Mismatch between form fields and supporting documents	Form lists $50K cost share, but attached budget shows $45K; dates in justification do not match project period
Proposal	Cost share not aligned with sponsor or institutional requirements	Including voluntary cost share when sponsor discourages it or does not require it
Proposal	Incorrect or missing funding source / WBSE	Entering a WBSE that is inactive, expired, or not authorized for cost share
Proposal	Missing required approvals	Department chair approval referenced in email but not documented or attached in the system
Proposal	Duplicate or overlapping commitments	Same cost share dollars committed on two proposals or already allocated to another active award
Proposal	Insufficient or unclear justification	Justification states “to support project” without explaining why cost share is necessary or how it benefits the project
Proposal	Submitting before all required fields are complete	Leaving funding period or cost share detail field blank, causing workflow rejection or delays