Third-party contributions are contributions given to a specific grant or contract by an individual or group from outside both the University of Washington and the sponsoring agency. These contributions do not include UW Facilities and Administrative (indirect) costs. There are two types of third-party contributions:
- Cash-matching third-party contributions are funds (cash) from a source other than UW or the sponsoring agency. (Cash-matching third-party contributions are very rare.)
- Cash contributions, once deposited into a UW Grant or Gift budget are accounted for in the same manner as other cost shared contributions that are provided by the university. Learn more about Reporting Non-FEC Cost Share.
- In-kind third-party contributions include any non-cash contribution to a grant/contract from a source other than UW or the sponsoring agency. (examples: Personnel effort/services, supplies, materials etc.)
Cost Share Process Overview
For more details see the Cost Share Process Overview.
When proposing third-party cost share contributions, the following must be included with the proposal when submitted to Office of Sponsored Programs:
- A letter from the proposed contributor, on the contributor's letterhead, that includes:
- the identify of the benefiting Award, and, ideally, the PI
- a description of the items or services being contributed
- a statement indicating how the contribution will benefit the award
- the dollar value of the contribution (if available; see below for more information)
- if the contributor is including F&A on the value, a copy of their approved F&A rate agreement or other documentation supporting F&A to be claimed
- a point of contact for the 3rd party
- If the dollar value cannot be ascertained at the time of proposal, then the department should enter an estimate on the Cost Share Addendum. This estimated amount will be entered by GCA into the Cost Share Module.
Per GIM 21, the PI is repsonsible for fulfilling the total cost share commitments on the Award. If a 3rd party does not provide the amount of Cost Share as entered into the Cost Share Module (which may, as noted above, be an estimate, the PI must either find an acceptable alternative 3rd party contribution resource or request that the sponsor modify the Award to reduce the Cost Share Commitment.
When the 3rd party hs compled their Cost Share Contribution, they should provie the following in wiring to the PI:
- A letter (sample letter) from the contributor, on the contributor's letterhead, that includes:
- If the third-party contributor donates salary, supporting documentation must include:
- the name and title of the employee contributing effort,
- rate of pay,
- total value of their effort including applicable benefits, and
- the time period of the contribution (must be within the budget period)
If a third-party contribution is a cash match instead of in-kind:
- Follow the procedures for reporting Non-FEC cost share as applicable, reporting expenditures on the budget where the cash was deposited as they were contributed to the project.
- UW Grants Information Memorandum (GIM) 21 - Cost Sharing Policy for Sponsored Agreements
- Federal Uniform Guidance
- Faculty Effort Certification (FEC)
- Non-FEC Cost Share Contribution Reporting
- are preparing your proposal or waiting to hear about a submitted proposal, contact the Office of Sponsored Programs (OSP) via:
- email at firstname.lastname@example.org
- phone at 206.543.4043
- have cost share questions on your award, contact Grant and Contract Accounting (GCA) via:
- have faculty effort questions on your award, contact Management Accounting and Analysis (MAA) via:
- email at email@example.com