College of Science Cost Sharing Process

Guiding Principles: 

• In general, the college will cost share when it is required by the sponsor. Cost sharing should be discussed first with the appropriate Dept. Head by the PI or Co-PI's, at least one week in advance of the due date. Department Heads and Deans reserve the right to deny requests that are not submitted at least one week in advance.
• The college strongly prefers to cost share graduate student support via PRF assistantships. We cost share at the PRF rate; lines we have are limited.
• Departments are encouraged to cost share with faculty release time whenever possible in order to conserve departmental resources.
• Departments Heads should investigate the request with the PI or co-PI's, asking all necessary questions and communicating a decision promptly as most requests are time sensitive and your decision – yes or no – could impact the final proposal.
• Cost sharing should only be provided when the proposal fits within the strategic priorities of the department and will bring benefit to the departmental investigators as well as the department. Department Heads should ask what resources from the sponsored funding will accrue to its investigators, and should talk with their departmental investigators to make sure they are committed to the project.

Responsibilities:

PI and/or Co-PI(s):

1. Make a request for cost sharing to the appropriate department head(s). Email requests are suggested in order to document the request in writing and to avoid having to explain the same information multiple times to different parties.  It also helps to speed up the process in the event decision makers are traveling and makes it easy to communicate the final decision quickly and to all the necessary parties.
   1. The request should explain:
      1. benefit to the department and how it fits within departmental strategic priorities
      2. amount and type of sponsor funding that will come to the department  (i.e. grads, equip, etc.)
      3. amount of cost sharing requested from all parties including other departments, colleges, VPR, etc., i.e. a cost-share split proposal should be prepared.
      4. Given that a cost-share is a partnership aimed at producing a successful proposal, the proposal should be made available to all partners (at least in draft form) at least one week in advance of the submission deadline.
      5. The PI is responsible for ensuring that co-PIs in other Departments/Colleges follow these guidelines accordingly.
   2. Secure department head approval and then forward the request for Associate Dean for Research and Graduate Education and Vice President for Research Operations Manager if appropriate

Department Head(s):

• Investigate the request to be sure your departmental PI's are aware of and committed to the project.  Confirm that the proposal is consistent with strategic priorities of the department. Ask any needed questions of the PI/Co-PI and make decision promptly after all needed information is obtained.
• Communicate your decision via e-mail to the requestor; cc your departmental business manager. If College cost sharing is requested, also cc Associate Dean for Research and Graduate Education.

Associate Dean for Research:

• If not already properly documented, investigate request to ensure consistency with departmental priorities, benefit to the department, and reasonableness of request.
• Communicate decision promptly to PI/Co-PI's with a cc to the Department Head(s) and Assistant Director of Financial Affairs for Research in the College business office

Departmental Business Managers:

• Facilitate department head commitment as needed and appropriate.
• Assist PI's with management of cost sharing accounts if award is received including helping ensure cost sharing $$ are properly charged and cost sharing obligation is met.

 

College of Science Associate Deans

Vice President for Research Operations Manager
Mary Millsaps
HOVD
millsaps@purdue.edu

Assistant Director of Financial Affairs for Research for the College of Science
Mary Bell
MATH 940
765-496-2212
bellm@purdue.edu