Sponsored Project Match Accounts
for Institutional and Other Funding

Coordination of match account requests should be managed through the Office for Sponsored Programs (OSP) with assistance from the Project Investigator (PI). The PI and OSP must be aware of the match requirements and the department's access to funds for the match amount needed. This information is necessary in order to initiate the match process whether the matching fund source is a single source or multiple sources.

To establish FRS match accounts for a sponsored project, the following procedure should be used in establishing the new account and budget.

1. The PI will identify matching fund sources and amounts then notify OSP.  OSP will advise the PI in understanding how the account request should proceed.
2. Single source matching fund sources should be straight-forward.
   • If the matching fund source is Capital Equipment or Ledger 2, the Budget Office must be informed of the FRS account that will fund the match account and the amount of the match. Budget will assist in establishing a new FRS account to be used for the match. The PI can then have the FRS account owner process an online A1 to move the match budget to the new account. OSP will be notified of the new match account.
   • If the matching fund source is other than Capital Equipment or Ledger 2, OSP will establish an FRS account in ledger 4 as Grant administered and assist the PI in requesting the transfer of funds.  The match account should have the same fundsid as the funding account and the G/C field on screen 6 should indicate that the account is OSP administered.  The screen 9 project end date should be the same for the sponsored program account and the match account.
3. When multiple matching fund sources are used, OSP will establish an FRS account in ledger 4 as Grant administered and assist the PI in requesting the transfer of funds.
   • Capital Equipment funds may not be transferred outside of the Capital Equipment general ledger; matching funds from Capital Equipment ledger 7 must be expensed in ledger 7. If Capital Equipment funds are to be used, a separate match account will need to be established. If a Ledger 2 match account is required, Budget will assist in establishing a new FRS match account (see #2 above).
4. See Capital Equipment account and activity considerations below when the matching fund source is Capital Equipment.

UCONN 2000 Match Accounts

1. UCONN 2000 equipment match funds may only be used for equipment purchases.
2. UCONN 2000 funds must be spent within 3 years of the original allocation.

• Equipment purchased using UCONN 2000 funds must follow the strict definition of equipment, an item costing $1,000 or more with a useful life of over one year. Items that cost less than $1,000 may not be purchased with UCONN 2000 funds.

Match Accounts Funded from Self-Supporting Accounts

If a department agrees to match a sponsored project with funds from a self-supporting account, OSP should establish and monitor the match account. Departments are responsible for managing their self-supporting accounts and OSP has responsibility for reporting on the match funds. The department can send an email to Accounting or Budget to have the funds transferred to the new match account.

Budget Contact:  Matching fund requests coming from OSP should be emailed to the Budget Office.  The Subject of the email may be or include 'Matching Funds Request' and the to/from accounts need to be identified.

Information needed to establish a Match Account

• the account that will supply the matching funds
• the FRS sponsored project account number that will use the matching funds
• project start date
• project end date
• the match amount

The sponsored project account attributes will be used in establishing the match account.

Matching Funds Account Set-up

For reporting purposes the format should be:

• The short description should begin with the word ‘Match’.
• The 2nd line of the long description should be the project account for which this account provides matching funds.
• Function must be the same as the sponsored project account being matched.
• Screen 9 Budget Period Start Date and End Date should be the same as the sponsored project account being matched.

Budget funds remaining in the ledger 2 match account 4 months after the Budget Period End Date will be included as part of the year end 5% carry forward budget cap and will be carried forward to the Dean’s account. The ledger 2 match account will be deleted at that time.

Updated: 7/28/08