The University of Iowa

Requesting Cost Share Funds from the OVPR*

*Note: This form applies only if you are seeking funding from the Office of the Vice President for Research. If you wish to request approval for departmental or collegiate funds, including providing salary/effort as cost share, please contact your department or college directly.

 

What are OVPR cost share funds?

Cost share or matching funding is the portion of project costs not paid by the research sponsor. 

Mandatory cost share funds or matching funds are identified by the sponsor in the funding announcement or request for proposals as a requirement of the proposal submission.

The Office of the Vice President for Research (OVPR) has a limited amount of funding available to assist with cost share requests.  The Division of Sponsored Programs and OVPR give careful review to the nature of the activities for which support is requested, their relationship to the overall goals of the proposed project, and the justification of cost.

If departmental funding or PI/staff effort will be used as cost share, such requests should not be made using this OVPR cost sharing form.

Process

  1. A faculty member should submit a cost share request at least four weeks prior to proposal submission using the Cost Sharing Request Form.
  2. Upon submission the form will route through Workflow to the Departmental Executive Officer and Dean for approval before reaching the Division of Sponsored Programs (DSP).
  3. DSP will review the form and forward it to the OVPR for a final determination.
  4. If your cost sharing request is approved, attach the notice of cost share approval and all accompanying commitment letters to the UI Proposal Routing Form, which is due to DSP five (5) business days before the sponsor’s due date.

OVPR Cost Share requests should include:

  1. If the funding sponsor requires cost sharing, attach a copy of the published mandatory cost sharing provision or provide a link to the same.
  2. A detailed budget* for the cost share funds showing the anticipated fiscal year(s) for expenditures. 

    *Costs that are unallowable as direct costs for the project are generally unallowable as cost share. Such requests may be considered for OVPR commitment funding. 

    *OVPR cost share funds are generally limited to non-personnel expenses such as supplies, travel, etc.
  3. A clear list of financial contributions from the PI’s department and college. OVPR funds for cost sharing are limited. You are required to first seek funds from your department and/or college and include these commitments in the cost sharing budget. DSP and the OVPR give careful review to the nature of the activities for which support is requested, their relationship to the overall goals of the proposed project, and the justification of the cost.
  4. Equipment cost sharing requests should also include the following:
    a. Description of the equipment and anticipated benefit to the institution
    b. Description of users
    c. Proposed location
    d. Detailed budget including cost of purchase, necessary building modifications, and operation costs (including personnel and maintenance contracts, if applicable)

 When your project is funded

  1. If your project is funded at less than the proposed dollar amount and you have approved cost sharing for the project, the amount of your cost share may be adjusted in accordance with the funding adjustment.
  2. Funds approved for a specific University fiscal year but not expended during that year cannot be rolled over to a subsequent fiscal year without specific approval to do so.  If you wish to defer the allocation of funds to a subsequent fiscal year, you must obtain approval prior to June 1 using the Cost Sharing Request Form.

Questions regarding OVPR cost sharing requests should be directed to the Division of Sponsored Programs (319-335-2123) or dsp@uiowa.edu.

Questions regarding departmental or collegiate cost sharing requests should be directed to the applicable department or college.