Budget: Cost Sharing and/or Matching Funds

Some sponsors require institutional cost sharing or matching funds from the University
to indicate the University’s commitment to the project. When required, the principal
investigator should provide as much of the cost-share as possible as “in-kind” (e.g.,
contributions to the project that have a quantifiable value, but do not require the
University to commit additional cash). Do not include a match from Southeastern unless
it is required. If matching or cost-sharing is not required, then the absence of cost-sharing
cannot be used in evaluating the competitiveness of the project.  If there is a need
to document salient efforts on the part of faculty and/or staff, do so in the proposal
narrative and refrain from including such in the match budget.

When a cash match is required, the principal investigator must first consult with
the department head and the dean to identify departmental, school, and/or college
sources of funds to meet the matching requirement. For example, a contribution of
personnel time for which the faculty is released from teaching assignments (with no
salary funding from the funding agency) and the related share of fringe benefits are
considered a cash match. Amount of required or suggested cost sharing varies with
agencies and types of proposals. Institutional matching funds or institutional commitment
must be approved through the Provost.

Examples of appropriate match can be found on our Match Checklist of In-Kind and Cash match items. Remember that match or cost sharing that has been
included in an award must be properly documented and reported to Grants Accounting.

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Indirect Cost/Facilities and Administration (F&A) Costs

Facilities and administrative costs (also referred to as indirect costs) are costs
incurred by the University as related to the award’s activity. Examples of such costs
are maintenance, depreciation, general and departmental administration, utilities,
janitorial services, accounting and purchasing services, research administration,
library operations, etc.  Agencies recognize these expenses and allow the University
to recover these costs through a negotiated F&A rate that is included in the award
expenses. For Southeastern’s current F&A rate refer to the OSRP Quick Facts page.

The PI must include in the project budget the maximum allowable amount of F&A costs
that the sponsoring agency will pay according to the program guidelines, while not
exceeding the University’s federally negotiated rate. State and private funding sources
often set a maximum allowable rate for a specific program. When the agency allowable
rate is lower than the University’s negotiated rate, it must be documented in agency
guidelines and provided to OSRP.

A reduction in F&A recovery requested in a budget below the University’s negotiated
rate or the funding agencies’ established rate requires the Provost’s approval.

Indirect Cost/F&A Rate Information – 2023-2027

As of July 1, 2019, Southeastern Louisiana University will use the federally negotiated
Indirect Cost/F&A rate of 38.6% (on campus) and 11.6% (off-campus) of total modified
direct costs. This rate will be effective until June 30, 2027.  Keep in mind that
the indirect allowed may be agency specific, so always check the guidelines.

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Cellular Phone Policy

Effective February 1, 2012, Southeastern will implement a new cellular phone policy,
which will cover all current and future cellular phone users. For more information
on the new policy check here or contact Basic Computing/Telephone Services at 549-5050.

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Fringe Benefits

For 2023-2024, Southeastern will use a fringe rate of 38% for most academic year and summer salaries. Additional duties/activity pay for faculty/staff
should use a fringe rate of 28%.  A minimum of 7.65% should be included for part-time
staff.

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Travel Regulations 

For 2023-2024, mileage is reimbursed at the state rate of $0.655/mile, up to a maximum
of 99 miles. For official state business travel, employees may utilize a state vehicle
when available, may rent a vehicle under the Enterprise Rent-A-Car’s State Motor Pool
Rental Contract; or may use their personal vehicle, with reimbursement not to exceed
a maximum of 99 miles.  Please see Travel Regulations for other changes in state travel.

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Electronic Submission Recommendation

Many agencies, particularly federal agencies, are now requiring proposals to be submitted
electronically. While some PIs see the electronic submission as “additional time”
because the proposal doesn’t have to be mailed one to two days before the deadline,
this really should not be the case.

The electronic submission process often requires feedback time to insure that the
application has been properly submitted. As with grants.gov (the system now used by
most federal agencies), it may take up to 48 hours for your submission to be processed
and e-mail notification sent to Southeastern that your proposal has been accepted
for review.

To avoid last-minute problems and to allow ample time to resubmit an application if
necessary, OSRP strongly recommends that all electronic submissions be made no less than 48 hours
prior to the official deadline.  PIs may run the risk of having an application not accepted if problems arise and
notification is not received in time to make corrections and resubmit before the deadline.

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Audit Information

Southeastern is audited as part of the ULL System. For agencies that require a copy
of Southeastern’s latest audit, you can use the Southeastern Management Letter issued December 15, 2022 or the UL System Basic Financial Statements and Independent Auditor’s Report as of and for the year ended June 30, 2023 (issued December 2023) from the Louisiana Legislative Auditor’s web site.  In addition, you can view Southeastern’s FY22 Report Highlights.   Audit information from previous years also is archived on the Louisiana Legislative
Auditor’s web site.

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New Awards – Documentation

As new budgets are set up for sponsored activities, PIs will be required to sign a
Principal Investigator Certification and Compliance Agreement.

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Closeout Information

Southeastern’s Office of Sponsored Research and Programs has developed a Principal Investigator’s Project/Program Closeout Checklist. As your project/program nears its end, use this handy list to review tasks required
to finalize the administrative portion.