Transcript Documenting Match- A Short Primer for Partners

ANY ITEMS THAT WOULD BE ALLOWABLE UNDER THE APPLICABLE
COST PRINCIPLES (FEDERAL REGULATIONS) IF CHARGED
DIRECTLY TO THE GEAR UP PROGRAM, MAY BE INCLUDED AS
MATCH TO MEET THE COST-SHARING REQUIREMENT.
WHAT IS MATCH?
GEAR UP IS A DOLLAR-FOR-DOLLAR MATCH PROGRAM
 At least 50 percent of the total cost must be paid with State, local,
institutional, or private funds
 For each dollar of Federal funds received, at least one dollar of state or
private funds must be contributed
 Matching contributions can be in the form of cash or documented in-kind
contributions.
WHAT ARE THE MATCHING REQUIREMENTS?
FOUR TYPES OF MATCH IN GEAR UP PROGRAMS
 Financial Assistance: Financial assistance paid to students from State,
local, institutional, or private funds;
 Waivers: Amount of college tuition, fees, room, or board waived or
reduced for GEAR UP students; and
 Early Intervention Activities: Non Federal funds expended on
documented, comprehensive mentoring, outreach, financial aid
information & supportive services to participating GEAR UP students.
 Other: Resources recognized by ED including equipment and supplies,
cash contributions from non-Federal sources, and facility usage.
WHAT ARE THE TYPES OF MATCH?
DOCUMENTATION FOR MATERIALS AND SUPPLIES PROVIDED TO GEAR UP IN
EXECUTING EARLY INTERVENTION ACTIVITIES MUST INCLUDE:
1.
Adequate documentation of the source of the expenditure
claimed
2.
The actual cost of the materials or supplies purchased
3.
Description of the goods/services credited to the matching
contribution
4.
Description of the use—i.e. purpose for the materials/supplies
HOW DO I DOCUMENT MATCH?
DOCUMENTATION OF IN-KIND CONTRIBUTIONS OF MATERIALS OR SUPPLIES MUST
INCLUDE:
1.
Description of the items and description of use
2.
Name of donor(s) with an authorized signature
3.
Date donated
4.
Description of method used to determine value
HOW DO I DOCUMENT MATCH?
DOCUMENTATION OF IN-KIND CONTRIBUTIONS FOR SERVICES PROVIDED BY
PARTNER ORGANIZATION MUST INCLUDE:
1.
Time and effort reports (time sheets) for employees PAID by the
partner organization
2.
Calculation (cost-basis) of the staff effort (time) provided to GEAR
UP at no cost (in-kind/match)
3.
Signature of authorized personnel at partner organization on
supporting documentation (time sheets)
HOW DO I DOCUMENT MATCH?
WHEN NON FEDERAL FUNDS ARE SET ASIDE EXCLUSIVELY FOR SCHOLARSHIPS
FOR GU STUDENTS, DOCUMENTATION MUST INCLUDE:
1.
Evidence of funds specifically designated for scholarships—
include source
2.
Evidence of deposits placed in an account designated for GU
scholarships, OR
3.
Evidence of deposits placed into individual accounts set up on
behalf of individual GEAR UP students, such as in 529 plans
HOW DO I DOCUMENT SCHOLARSHIPS?
WHEN GU PROGRAMS OR PARTNERS SET ASIDE SCHOLARSHIP FUNDS EXCLUSIVELY
FOR GU STUDENTS, DOCUMENTATION MUST INCLUDE:
1.
Evidence of scholarships specifically set aside for one or more
GEAR UP students, or specific school(s)—include source
2.
Evidence of a defined process and timeline for awarding
scholarships
3.
Other evidence of fiduciary management , and earned interest on
scholarship funds
HOW DO I DOCUMENT SCHOLARSHIPS?
WHEN SCHOLARSHIP WINNERS ARE SELECTED DURING THE GRANT PERIOD,
DOCUMENTATION MUST INCLUDE:
1.
Source of scholarship funds
2.
Evidence of a selection, award process and timeline
3.
Description of specific requirements for scholarship winners
4.
List of scholarship winners—including unique data elements such
as DOB, SS#, etc.
WHEN DO I DOCUMENT SCHOLARSHIPS?
DOCUMENTATION OF CASH CONTRIBUTIONS TO GEAR UP MUST INCLUDE:
1.
Evidence of cash received and source
2.
Evidence of cash expenditures or outlays
3.
Description of purpose of funds and documentation of use
4.
Name of donor(s) with an authorized signature
5.
Date donated
HOW DO I DOCUMENT MATCH?
GU PARTNER ORGANIZATIONS MAY CHARGE INDIRECT COSTS OF EIGHT PERCENT OR
THEIR FEDERALLY NEGOTIATED INDIRECT COST RATE (WHICHEVER IS LESS) OF
ALLOWABLE MATCHING CONTRIBUTIONS:
1.
Organization must have a Federally approved indirect cost rate
agreement
2.
Indirect cost rates cannot be charged to scholarship programs
3.
Unrecovered indirect costs cannot be counted as matching funds
INDIRECT COSTS & MATCH
 MATCHING CONTRIBUTIONS MUST BE INCURRED SOLELY TO ADVANCE THE GEAR
UP PROGRAM
 MATCHING CONTRIBUTIONS CAN BE COUNTED ONLY ONE TIME
 MATCHING CONTRIBUTIONS MUST BE OBLIGATED DURING THE GRANT PERIOD
(SCHOLARSHIPS—MATCH MUST BE PUT IN INDIVIDUAL TRUSTS OR SET ASIDE FOR
STUDENTS)
 ALL DOCUMENTATION MUST BE PRESENTED TO THE GEAR UP PROGRAM AT THE
TIME MATCH CONTRIBUTIONS ARE REPORTED
MATCH LIMITATIONS
HOW WILL I KNOW THAT IT IS “MATCH”
 When considering match, could I pay for this (item or
service) using my federal GEAR UP funds?
 Is it legal and ethical?
 Does it pass the “headline test”?
 If in doubt, contact your regional program manager or, if you
are the RPM, the finance officer at your designated fiscal
agent.
IT’S MATCH IF…