Penn State - Research Administration
Guideline RAG02 CENTRAL MATCHING FUNDS PROGRAM FOR RESEARCH EQUIPMENT (formerly Equipment Matching Funds Program)
This program is intended to lead to more competitive research equipment proposals and to improve University research facilities by making Central matching funds available for the acquisition of major pieces of research equipment, or a series of items that function as a single piece of research equipment, as proposed in an externally-funded research project.
- Central matching funds for the acquisition of research equipment are available only when a research proposal is submitted to an external agency/sponsor seeking funds for the acquisition of research equipment. This program does not provide matching funds for donated or acquired equipment from a non-sponsored source. Central matching funds are intended for the acquisition of research equipment only if the funding agency/sponsor requires matching.
- All requests for Central matching funds are reviewed in the Office of the Vice President for Research and Dean of the Graduate School, and approval is subject to meeting these guidelines and the availability of funds. The approval of Central matching funds is not automatic.
- Research equipment is defined as one major piece of research equipment or a series of items that function as a single piece of research equipment. Other related costs that may be included in the calculation of Central matching funds are delivery, setup and up to one year of initial technical support, salaries (for setup), or installation of the research equipment. In general, the costs that may be included are expenses required to get the equipment in place and operational, excluding F&A. The proposal budget should not be included in the match calculations, (e.g., salary for other than initial setup, graduate student tuition, maintenance and warranty costs).
- A request for Central matching funds is considered only if the total cost of the research equipment [defined in (3)] exceeds $100,000 annually.
- Central matching funds may be requested based on a maximum of 15 percent of the total cost of the research equipment [defined in (3)] included in an externally-sponsored proposal.
- College/institute/department matching funds must total a minimum of 7.5 percent of the total cost of the research equipment [defined in (3)] or at least 50 percent of the funds being requested from Central. The central matching form (see link below) must be completed including the research dean’s/institute director’s signature, which indicates that the college/institute/department matching funds are confirmed.
- Confirmation of the research equipment cost(s) must be verified by providing either a vendor’s price quote or a website/catalog price list.
- An exception to guidelines 1, 5, and 6 will be reviewed when the research equipment is included in a career development/young investigator proposal or a high profile research proposal as determined by the research dean/institute director in consultation with the OSVPR.
- There is no guarantee that an untimely request will be reviewed to meet a proposal deadline. Request forms should be submitted at least one week before the sponsor deadline.
- Central matching fund commitments expire eighteen months from the date of approval on the approved match form. If after eighteen months, the Central matching funds are still needed, a new match form should be submitted to firstname.lastname@example.org.
CENTRAL MATCHING FUNDS EXAMPLE
|Total Amount of Equipment (refer to 3)
|Sponsor’s Equipment Costs
||[15.0% of $100,000]
||[7.5% of $100,000]
- Requests for Central matching funds must be approved by the research dean or institute director and submitted to email@example.com using the appropriate Central matching funds request form (located at
http://www.research.psu.edu/osp/documents/proposal/Matching-Funds-Equipment-8.pdf). The form must be completed including the research dean’s/institute director’s signature, which indicates that the college/institute/department matching funds are confirmed.
- A proposal budget, list of the equipment, and vendor’s quote must be submitted with the Central matching funds request form.
- If the Central matching funds request is approved, the Vice President for Research and Dean of the Graduate School will sign the form. An approved copy of the Central matching funds form will be electronically disseminated to the appropriate research dean(s), institute director(s), research administrator(s), PI(s), and department head(s). The approved Central matching funds request form will also be sent to the relevant Central staff.
- If a proposal is awarded, the relevant research office must send a copy of the award letter/notice to OSVPR at firstname.lastname@example.org. Relevant financial officers should also be notified that matching funds will be forthcoming from Central. OSVPR will contact the Provost’s office for the release of funds.
- If a proposal is awarded with a revised budget from the sponsor/agency that decreases the research equipment support, the amount of Central matching funds must be recalculated to comply with the above guidelines and resubmitted to email@example.com.
- If a proposal is not awarded, the relevant research office must send an e-mail to firstname.lastname@example.org indicating that the matching funds may be released.
Effective Date: June 12, 2009
Date Approved: June 11, 2009
Published: June 11, 2009 (editorial change - January 1, 2010)
Most Recent Changes:
- January 1, 2010 - Editorial changes. Title changed FROM "Senior Vice President for Research and Dean of the Graduate School" TO "Vice President for Research and Dean of the Graduate School," to reflect position changes, effective January 1, 2010.
Revision History (and effective dates):
- June 12, 2009 - Major rewrite of the entire guideline to reflect the current process. Title changed from Equipment Matching Funds Program to Central Matching Funds Program for Research Equipment.
- August 14, 2006:
- University matching funds will no longer be available to match on faculty grant/contract proposals unless the funding agency requires that match; exceptions may continue for high profile or career programs.
- Changed the Vice President's title to Senior Vice President; other minor editorial changes.
- March 30, 2004:
- A restated purpose was added emphasizing the goals of the equipment
matching funds program.
- The levels for matching funds consideration has been changed
from falling below a minimum of $55,000 to exceeding $75,000 annually;
the levels for Central Administration match has been changed from
falling below $8,250 to exceeding $11,250 annually.
- Confirmation of equipment cost(s) should now be verified by providing
either a vendor's price quote or a website/catalog price list with
the matching funds request.
- The expiration of matching funds commitments has been extended
from twelve to eighteen months.
- Significant changes to the procedures for processing requests
for Central Administration matching funds.
- Substantial editorial rewording.
- The policy title has changed from "University Equipment Matching
Funds" to "Equipment Matching Funds Program."
- December 4, 2000 -
- Policy title changed from "Requesting Equipment Matching Funds"
to "University Equipment Matching Funds."
- New POLICY GUIDELINE item # 1 states that University Equipment
Matching Funds may be requested simultaneously with graduate assistant matching
- Under POLICY GUIDELINES item #2, the percentage was changed from
20 to 15. In addition the conditions for matching were clarified.
- Under POLICY GUIDELINES item #3, the percentage was changed from
10 to 7.5.
- Under POLICY GUIDELINES item #4, the percentage was changed from
20 to 15.
- Under POLICY GUIDELINES item #5, the minimum level was changed
from $40,000 to $55,000, and the Central Administration match level from $8,000
to $8,250; the note in this section was also changed.
- POLICY GUIDELINES item #6 was completely reworded.
- The APPROVAL PROCEDURES section has position title changes and
- February 20, 1998 - New policy guideline.