As a public institution, Georgia Tech’s commitment to responsible stewardship ensures that any financial support provided is well-considered and documented. Requests for financial support are thoroughly vetted, and detailed documentation is maintained for each decision. If you’d like to explore further details, you can review Georgia Tech’s policy on cost sharing. 

Types of Financial Support


Cost Share

Cost share involves the contribution of institutional funds or resources toward a sponsored project. This contribution is outlined in a proposal and reported to the sponsor throughout the life of the project. Essentially, it represents a commitment by Georgia Tech to share a portion of the project costs. However, it’s important to note that cost share is typically used only when mandated by the sponsor or when the initiative is a demonstrated priority of the schools and colleges.

Institutional Support

Institutional support also involves the contribution of institutional funds or resources toward a sponsored project. However, unlike cost share, it is not documented in the proposed budget and is not reported to the sponsor. Institutional support can be used for sponsored research activities and initiatives led by a Principal Investigator (PI). For instance, junior faculty who receive federal new investigator awards (such as NSF CAREER, ONR Young Investigator Award, or DARPA YFA) may receive institutional support.

Waiving of F&A Costs

F&A costs, also known as overhead or indirect costs, are typically associated with sponsored projects. However, there are cases where these costs can be waived. Waiving F&A costs means that Georgia Tech does not seek reimbursement for certain indirect costs from the sponsor. The decision to waive F&A costs is based on specific circumstances and considerations.

External Cost Share
  • When proposing a project, funds that are going to be provided by entities outside of Georgia Tech, also known as third-party cost sharing, must be supported by written documentation from the outside entity. 
  • This documentation should indicate the commitment to provide cost sharing and the value of the resources committed. 
  • In case there is a deficit in what is ultimately provided by the third party, the unit originating the proposal will be held responsible for addressing and, if necessary, fulfilling any external commitments.
     

Criteria for Approvals


Cost Share

According to the Code of Federal Regulations 200 (also known as the Uniform Requirements), federal agencies cannot use cost share as a criterion for proposal review unless it is mandatory. To ensure fair and equitable support to all units, the EVPR Office will typically provide cost share only in the following cases:

  • When the sponsor mandates cost share as a required element of a proposal. 
  • When the initiative is a demonstrated priority of the schools and colleges.

In some cases, federal agencies may publish requests for proposals that don't require cost sharing but allow it voluntarily. In such instances, colleges and schools may choose to commit their funds to cost share if the terms are compliant with the Uniform Requirements and approved by OSP.

Institutional Support

To ensure fair and equitable support to all units, the EVPR Office will typically provide institutional support only under the following circumstances:

  • When the initiative is a demonstrated priority of the schools and colleges.
  • When a PI qualifies for New Investigator Support.
     

First Steps for Preparing Cost Share Requests

If you are a principal investigator (PI) and new to cost share discussions, we recommend having a general conversation with your college's Associate Dean for Research (ADR) early in the proposal process. If you are leading a large, collaborative proposal, you can refer to the PI Project Management Reference Manual on the Grants and Contracts Accounting website. 

  • For specific projects, the PI should initiate the request by talking to the unit chair or the chair's delegate. 
  • If multiple units are involved, the PI and co-PIs should engage with all the relevant chairs. 
  • The chair then brings the request to the dean or the dean's delegate, who is often the ADR. 
  • If multiple colleges are involved, the chairs should engage with all the relevant deans. 
  • Finally, the dean brings the request to the EVPR's office, if appropriate.
     

Submission Process for Cost Share

Cost share is an important aspect of sponsored projects, and accurate tracking and reporting helps maintain good stewardship of institutional resources. It’s essential to follow the proper steps.

Cost Share Form Completion
  • The Principal Investigator (PI) or their delegate initiates the cost share request.
  • They break down the cost share details on the Cost Share form.
  • This form includes information about the proposed project, the amount of cost share, and the source of funds (e.g., department, college, or other units).
Document Upload
  • The financial administrator uploads the necessary documents related to cost share.
  • These documents are attached in the GT-TRACS system, which is used for tracking sponsored projects.
Unit Approvals
  • All relevant units (departments, colleges, etc.) must approve their commitments to provide cost share.
  • This ensures that everyone is aware of their responsibilities and agrees to contribute as needed.
OSP Submission
  • Once all unit approvals are in place, OSP submits the proposal to the sponsor.
  • The proposal includes the documented cost share commitments.
Award and Reporting
  • If the proposal results in a sponsored award, the PI’s financial manager can request the cost share funds.
  • The Grants and Contracts Accounting system tracks awards that include cost share.
  • Reporting to the sponsor ensures transparency and compliance.
     

Submission Process for Institutional Support 

Ensuring the documentation is properly curated and adhering to the specified steps is essential for Institutional Support requests.

Internal Institutional Support Form
  • The Principal Investigator (PI) or their delegate initiates the request on the Internal Institutional Support Form.
  • The form captures essential details related to institutional support commitments.
  • Notably, the EVPR’s office does not require signatures directly on the form, although local units might have their requirements.
Creating a GT-TRACS Package
  • The financial administrator of the lead PI creates a GT-TRACS package, using the "Other" package type, and the "Institutional Support" subtype.
  • Attachments included in the package:
    • Request for Proposal (RFP)
    • Budget details
    • Completed Institutional Support Form
    • Notice of Award (if applicable)
    • Correspondence related to the proposal (before GT-TRACS entry creation)
Handling Fringe, F&A Costs, and Tuition
  • While fringe benefits, facilities and administrative (F&A) costs, and tuition should be included on the internal support form, they are not considered hard cash commitments for any unit.
  • However, because these costs must be paid at an institute level, they should be documented on the form.
Unit Approvals
  • All involved units (departments, colleges, etc.) approve their commitments in GT-TRACS.
  • This ensures that everyone is aware of their responsibilities and agrees to provide the specified support.
OSP Submission
  • Once all unit approvals are in place, the Office of Sponsored Programs (OSP) submits the proposal to the sponsor.
  • The proposal includes the documented institutional support commitments.
Award and Fund Request
  • If the proposal results in a sponsored award, the PI’s financial manager can request the funds.
  • The Grants and Contracts Accounting system tracks awards that include institutional support.