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TEARS Monthly Cost Sharing Report

How this report should be used:

This report shows estimated cost sharing dollars for a monthly period. The information contained in this report is an estimate of cost sharing based on the data available in labor distribution and TEARS at the time the report is created. The supporting monthly data may have future changes (payroll reallocations, cost sharing setup changes etc.) that would impact a particular month's calculation. These changes will be reflected in future month cumulative figures but the changes will not be applied retroactively to a prior report's current month data. You may also see minor differences in the monthly report and the year-end main system cost sharing report due to rounding.

How can this report benefit me?

This report can be used to monitor Cost Sharing Commitments throughout the life of the project.

It can be used to prepare Monthly/Quarterly Cost Sharing Reports for sponsoring agencies.

It is used to estimate Final Cost Sharing for a Fiscal Year (when these figures are needed) before Effort Reports/Final Cost Sharing Reports are generated.

Special Considerations

If Cost Sharing is set up for one month and the funding source used is not funded for that particular month the monthly report will show $0. If at the end of the Fiscal Year there was enough money in the funding source to fund the cost sharing, there will be a dollar amount for that account in the Fiscal Year Cost Sharing Report.

The Monthly report is calculated on whole percentages (7%). If cost sharing for a fiscal year is 7% and the actual amount in the funding source is 7.15069%, the Fiscal Year Cost Sharing Report will show the dollars equal to 7.15069%. This will produce a difference in the June Monthly Report cumulative figure versus the FY CS Report.

If the employee is not paid for the full survey period, the percentage will be diluted at the end of the year. The monthly report will show a higher cumulative than the FY CS Report

When setting up multiple cost sharing setups for the same funding source make sure there are enough dollars in the funding source for all cost sharing set ups. The monthly report is looking at the funding source on a setup by setup basis - not overall.

For a 9/12 person, CS for 8/16 - 8/31 looks a lot smaller than it will at the end of the year. This is due to the way the calculations are handled in the different reports.

For 9/12 employees - we are annualizing the monthly amounts. If there is a variation in salary (one month is higher than another) cost sharing could be distorted.

Make sure cost sharing dates reflect actual cost sharing - if a project ends 3/15/04, set up should also reflect this date.