You DO Need Permission to Make Your Own Decision
While it is your prerogative to choose your index when cost sharing is a necessity, you need verification from several sources that your chosen account will support your intention. Whether your salary is over the cap or sharing is mandated by your announcement, your cost share form (available here, if you need it) needs to pass through a few hands during the preaward phase before it is valid. If you are in the School of Medicine, here are the approvals you need before it goes to SPA:
- Your department chair. This is the signature that goes on the “Unit Head” line. This ensures that your department is aware of the intent to cost share, should the funds get awarded, and is committed to your plan to do so.
- Fiscal Affairs. Though no line is present for the Fiscal Affairs signature, it has been made clear that they need to see and approve your cost share plan at both the pre- and post- stage. This generally goes through the Grants & Contracts Officer in Fiscal Affairs (see their contacts page to make sure you are sending it to the right person).
- Vice Dean for Research. One your cost share form has been returned to you from Fiscal Affairs, you’ll need to send it to the Vice Dean of Research through the Director of Research Administrative Services (that’s us!). Once the intent to cost share has been recorded here, you’ll get it back with a signature (again, no line on the form for this but it IS necessary) and you can then upload into your eProp.
Please keep in mind that if/when your proposal is awarded, you will need approval from Fiscal Affairs a second time; they need to verify that the funds you intended to use for your cost share are still available. We know this can be a confusing and lengthy process, so please feel free to contact us if you have any problems discerning where to go or projecting accurate figures for your form. We’re always happy to help!