Documenting Matching Costs
Matching costs will be subject to the same financial review
procedures as cash expenditures and must be supported with appropriate
documentation. To the extent feasible, documentation for matching
contributions should be supported by the same methods used by the
subgrantee’s organization to support all other costs.
Subgrantees and their subcontractors must retain records that
clearly support the source, the amount, and the timing of all matching
contributions. In addition, if a project has included within its
approved budget contributions that exceed the required matching
portion, the subgrantee must maintain records of these contributions
in the same manner as it does the awarding agency funds and required
matching share. The subgrantee has primary responsibility for subcontractor
compliance with these requirements.
To adequately document matching costs, documentation should
include:
- A description of the goods or services contributed.
- The purpose of the goods or services as related to grant performance.
- The basis for determining value and supporting calculations and documentation.
- Time sheets for volunteer personnel services.
- Any additional documentation necessary to authenticate the transaction.
If there is a shortfall in the match provided, the subgrantee
will potentially be required to pay back any federal funds because
of their match shortage.
See
available on the eGrants Help Page for further
assistance on determining match eligibility and examples of match
funding sources.