Cost Sharing

What is cost sharing?

Sponsors sometimes require that the university contribute funds toward a funded project. Cost share can take the form of cash or in-kind contributions such as tuition remission for graduate research assistants are in-kind personnel support. The amount varies, but is usually expressed as a percentage of the total cost of the project. For example, if a sponsor requires 50% cost share, it means that Baylor must contribute 50% of the total costs of a project, with the sponsor contributing the other 50%.

Required and non-essential cost sharing

Baylor strictly discourages unnecessary cost sharing and will only provide cost sharing in cases where the sponsor's written guidelines state that cost sharing is required of all applicants.

When cost sharing is included in a proposal to a sponsor as the University's contribution toward a project, these costs become required costs of the project.

Cost Sharing of Tuition

Baylor will cost share the tuition for graduate students working full-time on the project and receive a full monthly stipend from sponsored project funds. It is important, however, to not use the tuition as part of a guaranteed cost sharing amount unless the chair, and dean and the Vice Provost for Research specifically approve this guaranteed cost share amount. Sometimes, despite the best of intentions, it is difficult to expend the total amount of tuition projected in the proposal budget sent to the sponsoring agency. If the cost sharing is guaranteed and the University fails to meet the guaranteed amount, severe financial repercussions may result which must be resolved by the respective department and college/school.

Cost Sharing on Equipment Proposals

Proposals requesting acquisition of a major piece of equipment typically require institutional cost sharing, per the sponsor's guidelines. The typical procedure for such requests is to discuss the matter first with your department chair and to make an internal determination of the department's priorities, in terms of the equipment's value to both research and teaching efforts, and then to determine whether the department is willing to contribute to cost sharing. The department should then consult with the dean's office, and the appropriate dean may in turn consult with the Office of the Vice Provost for Research to determine how much each unit can contribute to the need.

The university has a limited pool of money for cost sharing. As with tuition cost sharing, it must ensure that the money is committed wisely to support research central to department, college/school, and University priorities. It is advisable to write a clear justification for the cost sharing request that identifies any benefits the equipment may have beyond the immediate benefits to the principal investigator's own research agenda.