Cost Share Committed by the Division of Research & Innovation 

A solicitation which requires cost sharing as part of the application package may include a hard cash match (in addition to in-kind and/or academic time and effort). The maximum hard cash cost share that can be committed by the Division of Research & Innovation (DORI) is the lesser of (i) the DORI share of the expected indirect cost return in the grant application budget, or (ii) the total hard cash contribution committed by the schools, colleges, departments, and/or faculty member(s). Any external cost share cannot be included in the hard cash contribution for (ii). The total WSU committed cost share shall not exceed the sponsor-required mandatory cost share. 

Evaluation of Cost Share Requests 

Assuming the above elements are present, DORI will use the following criteria and guidelines to evaluate cost share requests. Cost share funding is not guaranteed. When reaching a decision, DORI will consider other cost share contributions, available budget, and institutional priorities.  

• DORI will consider requests for institutional financial support for proposals with a mandatory cost sharing requirement.  

• Requests for voluntary cost sharing support will not be considered. 

• The level of cost share from other units or investigators is appropriate.  

• DORI prioritizes contributing cost share when at least 2 other units are contributing and are providing at least 2/3 of the total cost. 

• The proposal is aligned with institutional strategies, priorities, and goals. 

• The proposal supports interdisciplinary, cross-unit research from more than one school/college, center/institute, or department. 

• The proposal will provide research equipment or facility renovation and will benefit multiple investigators from multiple schools/colleges. 

• Proposals that may advance institutional prestige will be considered. 

• Proposals from a single school will be considered only when it is part of a larger strategic initiative or has the potential to enhance institutional reputation or status. 

• The ability for the school, college, or department to self-fund in support of the research will be considered. 

Process Sequence

1. Apply for DORI cost share via InfoReady
2. Create Cayuse SP proposal record
3. Provide cost sharing commitments by DORI at the time of proposal submission to Sponsored Program Administration (SPA). 

Applying for DORI Cost Share (via InfoReady)

Requests to DORI must be received no later than six weeks before the submission deadline unless the sponsor has provided less time between its request for proposals and the deadline. Late requests will be given lower priority. Requests received less than one week before the sponsor deadline will not be considered. 

• When making your request, consider the effect of equipment and subawards on the budget and the indirect cost return the university will receive. We strongly recommend working with your unit’s research administrator and/or grant contract officer to make sure the budget aligns with DORI’s cost share policies. 

• Cost share commitments from other units should be obtained in writing before making a request to DORI. 

• Cost sharing commitments by DORI must be provided at the time of proposal submission to SPA

Procedure - Post Award

The department must document all cost sharing contributions, including third party in-kind contributions, and must provide this information to SPA in a timely fashion so that SPA may include the information in the financial reports or invoices that they must submit to the sponsor. To adequately report cost sharing expenditures, each department or center must follow these steps: 

• A “Cost Sharing” account in Banner will be created for each sponsored project, and records of expenditures that support the cost sharing must be kept in this file. Such records may include timesheets, purchase requisitions, consultant contracts, etc. 

• SPA processes funding of cost sharing accounts semi-annually. 

• Immediately after the sponsored project expires, a final review and reconciliation of the cost sharing expenses must be done. A final copy of the spreadsheet (and copies of supporting documents, if requested) must be provided to SPA. 

• All the cost sharing documents must be retained for a minimum of three years after the end of the project unless the Notice of Award specifies a longer retention period. 

If there is cost-sharing on a proposal budget, the Department must provide SPA pertinent information including funding source, type of cost-sharing, and funding unit or third-party organization. Information must be provided at the time of Cayuse proposal record establishment. If no funding source is provided at the time of proposal submission, the source will default to the department general fund.