Post-Award Certification Of Cost Sharing Page 3
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Instructions
Use this template when negotiating a subcontract whereby the third party subcontractor is agreeing to cost
share. The template helps to explain how to properly value committed cost share activity. Additionally, it
allows the subcontractor to anticipate the associated representations that will be requested during the
program, if it is awarded.
Template Purpose
•
To properly value cost share activity during the proposal process
•
To provide a consistent format for acceptable cost sharing certification by a third party
•
To facilitate the closeout process when subcontracts with cost sharing exist
Use of Template
Timing
During the life of the subcontract, periodically (ie, quarterly, semi-annually, in conjunction with the time
period of the subcontractor’s invoices, et cetera) print this template on your University of Rochester
letterhead.
The appropriate wording should be cut-and-pasted from the template into a customized letter, using
Microsoft WORD application software. Enter the third party’s legal name and its address at the top of the
letter under the heading “Certification of Cost Sharing.”
Mechanics
If the third party is not a higher education institution, replace the terms “percent effort” with “hours of
work”.
If only salaries and benefits are cost shared, do not include the “supplies, equipment, space, service fees,
other” section of the letter. Likewise, if expenses other than salaries and benefits are cost shared, do not
include the “salaries and benefits” section.
If a separate spreadsheet with the required information is attached, instruct the subcontractor to write “See
Attached Detail” in the appropriate section and attach the spreadsheet. The letter (on University of
Rochester letterhead) must be signed by the subcontractor representatives.
The form allows third party subcontractors to identify when cost sharing is fully satisfied, or to indicate that
cost sharing is behind what was anticipated. This is useful to fulfill the University of Rochester’s
requirement to monitor the subcontractor’s technical and financial progress.
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