Skip to main content

Cost Share Affidavit Form Instructions

Purpose

To help the departments to properly complete the Cost Share Affidavit form which is required if this option was chosen in lieu of a cost share project.

Overview

  • Basic Information
  • Salary and Wages (Salaried and Hourly Employees)
  • Other Items (Eligible for F&A and Non-F&A Eligible)
  • F&A Rate
  • Approvals

Required Backup Documentation

  • Salary: Salary Ledger Report from OFC showing the amount the employee was paid from the cost share funding source
  • Other Items: Account Analysis Report or Transaction Dashboard Report from the funding source where the items were purchased

All backup documentation MUST match what is claimed in the affidavit. If you have any questions about this process, please contact your Sponsored Projects Administrator (SPA).

Basic Information

  • Department ID* Enter the 5-digit department number where the main sponsored project is housed followed by a hyphen and the 7-digit OFC award number (e.g., 19300-3289008).
  • Project ID* The 10 digit project number (usually 200000XXXX) associated with the cost share you are reporting.
  • Project Short Title* The technical title of the sponsored project.
  • OSP #* The 4 digit number associated with the sponsored project, also known as the proposal number.
  • Reporting Year** The Fiscal Year (FY) during which the cost share that is being recorded took place.

* The New Award Notification, sent out by the appropriate Sponsored Projects Administrator, will reference each of these unique project identifying numbers

** Working dates listed on the cost share affidavit cannot cross multiple fiscal years.

Salary and Wages (Salaried and Hourly Employees)

Fill out the appropriate section based on the status of the employee being cost shared:

  • If this employee is a salaried employee, proceed to the “Salaried Employee” section below.
  • If this employee is an hourly employee, you may skip to the “Hourly Employee” section below.

Salaried Employee

Follow the steps listed below and repeat for each additional salaried employee with cost share to be reported.

  • Fund Source (FDCC): The accounting string where the employee was paid from, this should include at minimum the following information: fund.department.costcenter (ex: 3010.12800.2141008).
  • Employee Name: The name of the employee who is cost sharing their time, or a portion of their time, worked on the project.
  • Employee ID: The 9 digit Boise State Employee ID of the employee who is cost sharing their time, or a portion of their time, worked on the project.
  • Working Start Date*: The day the employee started working on the project – Or the start date following the previous affidavit end date
  • Working End Date*: The day the employee stopped working on this project, or the last day that this affidavit will cover.
  • Percent of Effort: A best estimate of the percentage of effort that was expended on activities related to the grant during the working period (working start date to working end date).
  • Rate of Pay (per mo.): The monthly amount that the employee earns. Note: this needs to be the full monthly amount, which is not equal to two pay periods. This can be calculated as amount of pay for one pay period * 26 / 12.
  • Number of Months: The number of months the employee worked on this project while being paid from the funding source (i.e., the number of months between the working start date and the working end date covered by the affidavit).
  • Total Salaries: This is the total amount of Salary that will be cost matched based on the percentage of Effort, Rate of Pay, and number of months that were recorded in items (f)-(h). [ I.E. Total salaries = monthly pay X %effort X #months]
  • Fringe Rate: This should be the actual fringe rate of the employee, calculated from the salary ledger reports. [i.e., Total amount of fringe paid out during working period / Total amount of salary paid out during working period. This to be based on actuals and supported by the salary ledger detail report.]
  • Total Fringe: This field will automatically populate by taking Total Salaries and multiplying this amount by the calculated fringe rate.
  • Total Cost of Service: This field will automatically populate based on the information entered in Total Salaries and calculated Total Fringe.

Hourly Employee

Follow the steps listed below and repeat for each additional hourly employee with cost share to be reported.

  • Fund Source (FDCC): The accounting string where the employee was paid from, this should be at minimum the following information, fund.department.costcenter (ex: 3010.12800.2141008).
  • Employee Name: The name of the employee who is cost sharing their time, or a portion of their time, worked on the project.
  • Employee ID: The 9 digit Boise State Employee ID of the employee who is cost sharing their time, or a portion of their time, worked on the project.
  • Working Start Date*: The day the employee started working on the project – However, if this is not the first affidavit for this employee, the working start date should be when the employee started working on the project any time after the “Working End Date” from their previous affidavit.
  • Working End Date*: The day the employee stopped working on this project, or the last day that this affidavit will cover.
  • Number of Hours: The number of hours the employee worked on this project while being paid from the funding source.
  • Rate of Pay (per hr): The hourly amount that the employee earns
  • Total Salaries (hrs X rate): Take the # of hours recorded and multiply by the Rate of Pay.
  • Fringe Rate: This should be the actual fringe rate of the employee, calculated from the salary ledger report.
  • Total Fringe: This field will automatically populate by taking Total Salaries recorded and multiply this amount by the calculated fringe rate.
  • Total Cost of Service: This field will automatically populate based on the information entered in Total Salaries and calculated Total Fringe.

Other Items (Eligible for F&A and Non-F&A Eligible)

First, determine if the item to be cost shared is eligible for F&A. Items of categories such as Other Expenses, Travel and Subrecipients equal to or under $25,000 are F&A Eligible. Put these in the appropriate space, titled “Other Items (Eligible for F&A).” Most often, an expense should be put in the space titled “Other Items (Non-F&A Eligible)” if the item is of one of the following categories: Subrecipients over $25,000, Capital, or Student Costs. If you are unsure if the item is F&A eligible or allowable to be reported as cost share, please contact the appropriate SPA.

  • Fund Source (FDCC): The accounting string where the item was purchased from, this should be at minimum the following information, fund.department.costcenter (ex: 3010.12800.2141008).
  • Description of Item: Describe the item in this field briefly (what is the item?).
  • Expense Category: Choose the appropriate option from the dropdown list.
  • If F&A Eligible, (Is this item considered “Other Expenses”, “Travel”, or “Subrecipients”?).
  • If Non-F&A Eligible, (Is this item considered “Subrecipients”, “Capital”, or “Student Costs”?).
  • Transaction Date: The date the item was purchased.
  • Amount: The total amount of the item.

F&A Rate

Please enter the F&A Rate allowable on the cost share portion of the award. If you are unsure what the F&A rate is, please contact the appropriate SPA.

Approvals

If you are the preparer of this form, please type your name in the space next to “Individual Providing Service or Authorized Signatory” and sign and date just below.  All PIs should have their name typed or written next to “Principal Investigator or Authorized Signatory” and then signed and dated just below. There must be a signature from either the person completing the form or the PI in order for OSP to process the affidavit.

Back To Top