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Cost Sharing System

Learn about the Cost Sharing System (CSS), which tracks committed cost sharing for sponsored projects.

The Cost Sharing System in FinancialLink tracks and reports all committed cost sharing at UCSD.

Read the information below for quick instructions on how to use the system. For more in-depth information, see the Cost Sharing System (CSS) Tutorial (PDF)

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About the Cost Sharing System

Cost sharing commitments

Use the Cost Sharing System (CSS) to identify fund sources and transactions used to meet cost sharing commitments.

You must record all committed cost sharing commitments in CSS.

Accessing the Cost Sharing System

To access the Cost Sharing System, a user must have the following permissions defined in ALTNG Facility

  1. FINANCIAL: WWW - FinancialLink
  2. FINANCIAL: WWW - FinancialLink - Payroll Data Access

Please work with your Department Security Administrator (DSA) for your access.

The CSS process

  1. The Office of Contract and Grant Administration (OCGA) enters project information into COEUS including cost sharing commitment.
  2. OPAFS establishes the related IFIS fund and index numbers for the sponsored project.
  3. The department tracks related expenses.
  4. The department selects appropriate cost sharing transactions to record in the cost sharing system.
  5. The department generates cost sharing contribution report and detailed reports as needed.
  6. The PI or DBO/MSO acting on behalf of the PI validates, that the cost sharing commitment has been met in the system.

Sources of information

Committed cost sharing is tracked in CSS using information from:

  • The Personnel Payroll System (PPS)
  • Integrated Financial Information System (IFIS)
  • Integrated Student Information System (ISIS)
  • Manual entry of other resources (Third Party Cost Sharing)

How to create a new bin

  1. Go to the Cost Sharing 2.0 option in FinancialLink.
  2. Select Search Award/Bin.
    1. Enter data into one of the search fields to search for awards.
    2. Click Search.
    3. Select the correct award.
  3. Create a new bin.
    1. Click Create New Bin.
    2. Enter information into the fields provided.
    3. Click Create.

Note: Bins are created to track cost sharing by award. Additional bins can be created to track cost sharing transactions for additional business needs such as tracking cost sharing by organization number, index, dates, PI, etc. Typically, you only need one bin per award.

See the tutorial (PDF) for more detailed instructions.

How to select and add transactions

  1. Go to the Cost Sharing 2.0 option in FinancialLink.
  2. Select Search Award/Bin.
  3. Select the appropriate bin and click Edit Bin.
  4. Click +Add Transactions.
  5. Select transaction expense type.
    1. Click the radio button next to:
      • Payroll/DOPES
      • Operating Ledger or
      • Miscellaneous
    2. Enter data into one of the search fields to find the transaction.
    3. Click Search.
  6. Click Add Selected Transactions.

Note 1: Funds will only display cost sharing commitment if it is in COEUS.

Note 2: If part of a multisegment award (such as NIH), each separate fund must be flagged in COEUS.  However, searching on related funds will bring up results, just not for the specific fund if the specific fund is not flagged.

Note 3: Salary recharge and non-DOPES benefits can be found through the Operating Ledger search.

See the tutorial (PDF) for more detailed instructions.

How to run a cost sharing contribution report

  1. Go to the Cost Sharing 2.0 option in FinancialLink.
  2. Select Search Award/Bin.
    1. Enter data into one of the search fields to search for awards,
    2. Click Search.
    3. Select the correct award.
  3. Click Create Contribution Report.
  4. Select display option preferences.
  5. Click Run Report.

See the tutorial (PDF) for more detailed instructions.

How to run a cost sharing detailed report

  1. Go to the Cost Sharing 2.0 option in FinancialLink.
  2. Select Search Award/Bin.
    1. Enter data into one of the search fields to search for awards,
    2. Click Search.
    3. Select the correct award.
  3. Click Create Detailed Report.
  4. Select display option preferences.
  5. Click Run Report.

See the tutorial (PDF) for more detailed instructions.

How to validate a bin

  1. Go to the Cost Sharing 2.0 option in FinancialLink.
  2. Select Search Award/Bin.
  3. Select the appropriate bin click Validate Bin.
  4. Click Yes.

Note: Once you select Yes, the cost sharing data is locked and adjustments cannot be made to this bin. If you need to un-lock a bin, contact your OPAFS Award Accountant.

See the tutorial (PDF) for more detailed instructions.

Frequently asked questions

Q. How do I cost share graduate student transactions?
A.
Departments should cost share from the funding source that paid the student (may be a departmental or OGS index). OGS has an online tool for departments to use that will allow them to look up the funding source index for a student if they are not sure what index to search for the student on in the cost sharing system.

Q. How do I un-validate (un-lock) a Bin?
A.
Contact your OPAFS Award Accountant.

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Note: This page has a friendly link that's easy to remember: http://blink.ucsd.edu/go/costshare