Guideline RAG02 CENTRAL MATCHING FUNDS PROGRAM FOR RESEARCH EQUIPMENT (formerly Equipment Matching Funds Program)

Contents:

  • Purpose
  • Guidelines
  • Central Matching Funds Example
  • Approval Procedures
  • Access to Matching Funds

  • PURPOSE:

    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.

    GUIDELINES:

    1. 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.


    2. 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.


    3. 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).


    4. A request for Central matching funds is considered only if the total cost of the research equipment [defined in (3)] exceeds $100,000 annually.


    5. 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.


    6. 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.


    7. Confirmation of the research equipment cost(s) must be verified by providing either a vendor’s price quote or a website/catalog price list.


    8. 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.


    9. 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.


    10. 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 centralmatch@psu.edu.
    CENTRAL MATCHING FUNDS EXAMPLE
    Description Amount Percentage
    Total Amount of Equipment (refer to 3) $100,000  
    Sponsor’s Equipment Costs $ 77,500  
    Central $ 15,000 [15.0% of $100,000]
    College/Institute/Department $ 7,500 [7.5% of $100,000]

    APPROVAL PROCEDURES:

    1. Requests for Central matching funds must be approved by the research dean or institute director and submitted to centralmatch@psu.edu 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.


    2. A proposal budget, list of the equipment, and vendor’s quote must be submitted with the Central matching funds request form.


    3. 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.

    ACCESS TO MATCHING FUNDS:

    1. If a proposal is awarded, the relevant research office must send a copy of the award letter/notice to OSVPR at centralmatch@psu.edu. 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.


    2. 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 centralmatch@psu.edu.


    3. If a proposal is not awarded, the relevant research office must send an e-mail to centralmatch@psu.edu indicating that the matching funds may be released.

    Effective Date: June 12, 2009
    Date Approved: June 11, 2009
    Date Published: June 11, 2009 (editorial change - January 1, 2010)

    Most Recent Changes:

    Revision History (and effective dates):

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