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Cost Share

Last updated on February 17, 2026 2 min read Administrator Guidelines for Office of Research Reporting Areas - Cost Share

What is Cost Share?

Cost sharing is a commitment of institutional funding or resources for which the University is not reimbursed by the sponsor.

As a general rule, anytime an individual’s level of effort exceeds the amount of equivalent payroll distributed as a direct charge to a sponsored project, the result is cost sharing (i.e., when effort exceeds pay, the University must pay for the difference out of its own funds) because this cost is not paid by the sponsor.

For questions, contact your Sponsored Programs Pre-Award Officer or ospera@bu.edu.

Getting Started

If Your Cost Share Request Includes Support from the Office of Research

Required Materials

If you are requesting cost share or stipend supplementation support, contact Sponsored Programs with the documentation listed below and anything else that will be helpful for the Associate VP of Sponsored Programs to review:

  1. Proposal Summary Form (PSF)
    • The PSF must provide a summary of the relevant details on the proposal
    • The completed PSF must be approved and signed by all appropriate parties (the Associate VP of Sponsored Programs will be the final sign off)
    • Under the funding source, you can write “Sponsored Programs” (make sure to include all funding sources if there are others). Funding
    • In the comment fields, include the cumulative amount and yearly amounts being request from my office
    • In the comment field, provide details about the request (i.e., if you are requesting stipend supplementation make sure to mention it).
  2. Cost Share Budget tab on the appropriate budget worksheet (Federal (download) or Non-Federal (download))
  3. Relevant supporting proposal documentation / justifications
  4. F&A waiver requests and PI Status forms (only if applicable)

Timeline

The cost share request should be submitted to the Associate Vice President of Sponsored Programs, Diane Baldwin (dbaldwin@bu.edu), at least seven (7) business days prior to the sponsor deadline. Requests submitted to dbaldwin@bu.edu after this deadline are not guaranteed to be reviewed in time. Requests submitted on the day of the deadline are not likely to be approved.

The department administrator and PI will be notified if the request has been approved or denied.

Fiscal Year End Reimbursement Process

If the Office of Research committed to supporting a grant, a representative will touch base with the appropriate grant administer at the end of the fiscal year to confirm the actuals that will be reimbursed.

Please make sure to provide the following by the deadline provided or the Office of Research will not be able to transfer reimbursements funds.

  1. The amount requested (documentation/records of the actuals)
  2. The SAP grant number (if grant # is applicable)
  3. The 909 account that should receive the approved PSF.

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