Guideline RAG52 - CENTRAL MATCHING FUNDS PROGRAM FOR RESEARCH ASSISTANTSHIPS / TRAINEESHIPS (Formerly RAG03)

Policy Steward:  Vice President for Research, and Corporate Controller

Contents:

  • Purpose
  • Guidelines
  • Central Matching Funds Example
  • Approval Procedures
  • Access to Matching Funds
  • Further Information
  • Cross References

  • PURPOSE:

    This program is intended to lead to more competitive research proposals and to increase the number of externally-funded University research assistantships/traineeships by making Central matching funds available for support of research assistantships/traineeships as proposed in an externally-funded research project.

    GUIDELINES:

    1. Central matching funds for the support of research assistantships/traineeships are available only when a research proposal is submitted to an external agency/sponsor seeking funds for the support of research assistantships/traineeships, and the sponsor requires matching.

    2. All requests for Central matching funds are reviewed in the Office of the Vice President for Research (OVPR), and approval is subject to meeting these guidelines and the availability of funds. The approval of Central matching funds is not automatic.

    3. Research assistantship/traineeship costs that may be included in the calculation of the Central matching funds include stipend, student summer wages, fringe, and tuition.

    4. Requests for GA funds will be considered only if the Central matching fund contribution exceeds $10,000 annually.
    5. An exception will be reviewed when the research assistantship/traineeship costs are included in a career development/young investigator proposal or a high profile research proposal/project as determined by the research dean/institute director, in consultation with OVPR.
    6. Central matching funds may be requested up to a maximum of 10 percent of the total research assistantship/traineeship costs supported by the sponsor [defined in (3)] or 50 percent of the F&A amount with the research assistantship/traineeship costs included in an externally-sponsored proposal. The PI, in conjunction with the relevant research deans, can choose which mode of matching to follow.

    7. College/institute/department matching funds must total an amount equal to or greater than the total GA match requested from Central. The matching funds committed from the colleges/institutions/departments must be used to support research assistantships/traineeships [defined in (3)] associated with the externally-funded project. 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.

    8. 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.

    9. Central matching fund commitments expire eighteen months from the date of approval on the approved match form. If after eighteen months, the match is still needed, a new match form should be submitted to centralmatch@psu.edu.

    CENTRAL MATCHING FUNDS EXAMPLE:

    An investigator is applying for a graduate training grant and includes 8 students on the sponsor's budget. The sponsor costs for 8 students are equal to $288,000 and the F&A related to those costs are $144,000 (round numbers are used in these examples for demonstration purposes and do not precisely reflect actual costs).

    Match using 50% of GA Costs with F&A

    Sponsor GA Costs (w/o F&A)    $ 288,000  
    Sponsor F&A on GA Costs    $ 144,000 [50% = $72,000]
    University Match:      
        Central (50% of F&A on GA Costs $ 72,000     
        College $ 36,000     
        Institute $ 18,000    
       Department $ 18,000    
    Total University Match   $ 144,000   
    Total Amount to support students   $ 432,000   

     

    Match using 10% of GA Costs without F&A

    Sponsor GA Costs (w/o F&A)    $ 288,000 [10% = $28,800]
    Sponsor F&A on GA Costs    $ 144,000  
    University Match:      
        Central (50% of F&A on GA Costs $ 28,800     
        College $ 14,400     
        Institute $ 7,200    
       Department $ 7,200    
    Total University Match   $ 57,600   
    Total Amount to support students   $ 345,600   

    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-Assistantship-6.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 and a budget page including only assistantship/traineeship costs and F&A must be submitted with the Central matching request funds form, excluding personal salary data if considered confidential.

    3. If the Central matching funds request is approved, the Vice President for Research will sign the form. An approved copy of the Central matching funds request 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 OVPR at centralmatch@psu.edu. Relevant financial officers should also be notified that matching funds will be forthcoming from Central. OVPR 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 assistantship/traineeship 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.

    FURTHER INFORMATION:

    For questions, additional detail, or to request changes to this policy, please contact the Office of the Vice President for Research, or the Office of the Corporate Controller.

    CROSS REFERENCES:

    RAG51 - Central Matching Funds Program for Research Equipment


    Effective Date: February 26, 2016
    Date Approved: February 22, 2016
    Date Published: February 26, 2016

    Most recent changes:

    Revision History (and effective dates):

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