OFC PPM Department Guide to Managing Cost Sharing


Overview


The article will describe and demonstrate cost sharing resources on Projects/Research Awards in Oracle.

For most up to date information on Cost Sharing, please review this link.

Critical Concepts


Steps to Take


 How Converted Cost Sharing Works

Explanation and How to Review Internal Funding Source

  1. On Oracle Home page, select Projects and Awards > Awards > Manage Awards
  2. In the Manage Awards page, in the Search field, enter the Award/Project #, click the associated Award link
  3. In upper right corner of page, select View, displays Details page
  4. Select Financial tab
  5. Under Funding Sources, are the Internal Funding Sources

Tasks on Cost Sharing

Viewing Funding Allocation and Budget on Cost Sharing

1. In the Award Details page, at top of page, click the #3 Funding for both internal and external Funding Summary

2. In the Award Details page, at top of page, click #2 Projects

3. Select Manage Project Budgets

4. To view current Budget on both Internal and External Sources, select Current Baseline 

Direct Cost on Cost Sharing

Reviewing Cost Share Costs

1. On Oracle Home page, select Projects and Awards > Awards

2. Select the Task panel, select Manage Awards

3. On the Manage Awards page, in the Search field, enter the Project/Award Number, press enter

4. In the Search Results, select the Award, click the Award # link

5. In the desired Award, there may be multiple projects, use the drop down arrow and select Manage Projects Costs

6. This will display the Manage Project page and show all the costs on the Project

7. In the Funding Source column, search for the Internal Funding Source(s) or view costs based on the cost sharing source

View Sub Ledger Accounting (SLA) on Cost Share

8. Select the desired cost (row), go to Actions > Accounting > View Accounting

9. Hover the cursor over the Account column, the Chart of Accounts (CoA) will display

10. The example below shows that the Fund for the cost is the Internal Funding Source charged to the Project Owning Organization’s Financial Unit

Non UCSD or 3rd Party Cost Sharing

1. 3rd Party Cost Sharing is when UCSD agrees to cost-share expenses that are incurred through an outside entity

2. When creating the Award, the Award accountant will designate an Internal Funding Source called 3rd Party Cost Share for cost sharing commitment in the Financial Tab’s Funding Sources panel

3. A Task needs to be created to track 3rd Party Cost Sharing

4. The Expenditure Type = 539505 - 3rd Party Cost Sharing was created specifically for this purpose

5. When non-UCSD entities are involved in a project, the Department will need to submit a Service Now ticket to provide evidence of their cost sharing expenditures, including amount of the 3rd Party Costs Share, letter below demonstrates required information:


6. SPF will Upload the document into the Award

7. SPF Accountant will manually add the cost to Oracle using the Expenditure Type 539505 - 3rd Party CostSharing

8. This cost will zero out when posting to the ledger through the SLAs, see accounting chart string on 3rd Party Cost Share below

If you still have questions or need additional assistance, please submit a ticket