Third-Party Cost Share
Contributions and Supporting Documentation
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
Facilities and Administrative (indirect) costs unless the contribution
is associated with subcontract work performed for the benefiting budget.
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.)
- In-kind third-party contributions include any non-cash
contribution to a grant/contract from a source other than UW or the sponsoring
agency.
Third party contributions are a source of
cost sharing.
See Cost
Share Process Overview on the main cost share page.
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 date written,
- the identity of the benefiting project, such as the name of
the Principal Investigator and the name of the grant/contract,
- a statement indicating how the individual benefited the
project,
- a description and dollar value of the proposed contribution.
If the third-party is a subcontractor, the subcontractor must
specify how much of the contribution will be in direct cost and
how much in indirect cost.
- signature and title of an authorized official.
PI/Staff Procedure: Documenting Third-Party
Cost Share Contributions
To document third-party cost share contributions, supply:
- A letter (sample
letter) from the contributor, on the contributor's letterhead, that
includes:
- the date written
- the identity of the benefiting project, such as the name of the grant
and/or budget number
- a description and dollar value of the contribution. If the third-party is
a subcontractor, the subcontractor must specify how much of the
contribution is direct
cost and how much is indirect
cost.
- If the third-party contributor donates salary, support documentation
must include:
- the name of the employee contributing effort,
- the employee's title,
- rate of pay,
- total value of their effort including applicable benefits,
- a statement indicating how the individual benefited the project,
- time period of the contribution (must be within the budget
period), and
- signature and title of an authorized official.
- If a third-party contribution is a cash match instead of in-kind,
you must also attach:
- a copy of the check to document your receipt of the funds and
- highlighted BARs showing how the funds were disbursed (if required
by sponsor).
If you:
- are preparing your proposal or waiting to hear about a
submitted proposal, contact Grant and Contract Services (GCS) via:
- 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:
