Background Information on Cost Share. Cost Share Training. Submitting Cost Share with the Invoice.

Transcription

1 Background Information on Cost Share. Cost Share Training. Submitting Cost Share with the Invoice.

2 Training Goals: 1. Carefully walk you through the cost share requirements. 2. Answer your specific questions about GEAR UP cost share. 3. Provide you with forms, tools, and resources to help you.

3 GEAR UP Matching Requirements Dollar-for-dollar match: for every dollar of federal grant money spent on the project, the grantee (USU STARS!) must find an equal dollar amount of match in the form of state, local, or donated funds. The cost share requirement is for $2,234,000. It is the grantee s job to generate and document this match with the same care and attention to accuracy, accountability, and timeliness as documenting the use of federal grant funds. If a grantee does not meet the match requirement, they could have their federal funds reduced, or their award could be terminated.

4 Sources of Matching Contributions School districts. Private organizations. Individuals.

5 Matching contributions may be made from any non-federal source, including: Allowable costs incurred by the grantee. The value of third party in-kind contributions (such as personnel, equipment and space). Non-Federal grants may be used as matching contributions.

6 Why Match???? When Congress created the GEAR UP program, they wanted to create partnerships that would sustain themselves. The result is the dollar-for-dollar match requirement. The total project cost is shared between federal and non-federal sources. Match helps ensure that local partnerships are created and that GEAR UP grant resources are being directed to communities.

7 Match? In-Kind? In-Kind Match? Match is a general term that refers to anything donated to the project, regardless of who paid for it. In the case of GEAR UP grants, it means the non-federal share of program costs. "In-Kind" refers to non-cash contributions of goods or services made by third party individuals or organizations to GEAR UP Projects. Match must follow the same rules as the money you spend allowable, reasonable, and allocable.

8 How to Meet Match Collect and document match on an ongoing basis. Train school staff and teachers. A training outline is included in the match section of the Site Coordinator's Manual. Refer to the Common GEAR UP Costs in the Site Coordinator Manuals. Remember: If it is an allowable expenditure, it s also allowable match!

9 To avoid potential audit findings, documentation of match should: Capture the entire amount of the cost sharing. Contain adequate source documentation Match Contribution of Goods form with receipts as appropriate Volunteer Match Forms Match Contribution of Teacher or School Staff Time and Effort forms Provide support of cost sharing by partners. Contain clear valuation of in-kind matching.

10 And, the Details Match cannot be claimed from other sources/programs that are federally funded. Match can be counted only ONCE. If you work with a partner, designate which program gets the match, or share it. Matching contributions cannot be shifted from one project to another. Matching contributions must be obligated during the grant period.

11 Question to Ask yourself: When considering match, could I pay for this (item or service) using my federal GEAR UP funds? If in doubt, contact USU STARS! Administrative Team.

12 Volunteer Services If a volunteer provides services in their profession, their time is valued at their rate of pay and benefits. For example, if an attorney allows a student to job shadow for a day, she uses her normal rate of pay and benefits. If a volunteer provides services other than their profession, they should be valued at the rate of what someone would ordinarily be paid to do the work rather than the their actual paid wage. The current volunteer rate for professional services is $35/hour.

13 Volunteer Services (continued) If the organization has no one doing similar work, then the value needs to be consistent with what is paid for that type of work in the local area or you can use the value of volunteer time for our state. The current rate for volunteers is $ Keep supporting documentation on how the rate was determined.

14 Teacher and other school staff time may be counted as in-kind match IF it meets these criteria: 1. It must support the goals and objectives of GEAR UP. 2. It must be in addition to the general tasks expected of the teacher or staff person. 3. Teacher time may only be counted if it is outside of their normal contracted workday. 4. Teachers and staff must use the In-Kind Match Contribution of Teacher or School Staff Time and Effort Report.

15 School District Space and Equipment Use depreciation or cost allowance to value space and equipment. Definitions of depreciation and cost allowance are found in the Site Coordinator s Manual. Generally, schools just use their negotiated Indirect Cost Rate rather than calculate depreciation or cost allowance.

16 Rate Sheet Requirement When documenting volunteer time, space, and services, develop a rate sheet to document how you determined the value. Many schools and organizations already have established rates. You may have to do some research to find out the fair market value in your area. Submit the district s rate sheet at the beginning of the grant year to the state GEAR UP office.

17 Each month, Schools/Districts must submit documentation of their effort to meet the USU STARS! GEAR UP matching requirement. Matching documentation must be mailed/ ed along with the Invoice by the 15th of each month.

18 In-Kind Match Forms Monthly Match Summary This form provides an overview of the match for the reporting month. Each line should be supported by an In-Kind Match Form. Match Contribution of Goods This form should be filled out by any partner or donor providing goods as match to a School/District. The form must be completed and signed by both the donor and the Authorized School Representative. Volunteer Certification Match Form This form should be filled out by any person (other than teachers or district staff) providing in-kind services as match to a School/District. The form must be completed and signed by both the donor and the Authorized School Representative. In-Kind Contribution of Teacher or School Staff Time and Effort Report This form should be completed by school district staff members who contribute time to the USU STARS! GEAR UP project. Please refer to matching guidelines for qualified activities.

19 Monthly Match Summary

20 Match Contribution of Goods

21 Volunteer Certification Match Form

22 In-Kind Contribution of Teacher & Staff Time & Effort Report

23 USU STARS! is obligated to contribute $1/$1 match. If we fail to meet this, our funding is at risk. Remember we are here to help you. If you are concerned about your match, don t wait contact us right away so we can work together.

24 And now, a few words from our schools on how they met their match during Year 1.

25 Contact Information If you have questions about the matching requirements of your grants, please contact: Meg Boudrero Budget Officer