RAG51 Central Matching Funds Program for Research Equipment

Contents:

• Purpose
• Guidelines
• Central Matching Funds Example
• Approval Procedures
• Access to Matching Funds
• Further Information
• Cross References

PURPOSE:

This program is intended to lead to more competitive research equipment proposals and to improve University research facilities by making Central matching funds available for the acquisition of major pieces of research equipment, or a series of items that function as a single piece of research equipment, as proposed in an externally funded research project.

GUIDELINES:

1. Central matching funds for the acquisition of research equipment are available only when a research proposal is submitted to an external agency/sponsor seeking funds for the acquisition of research equipment. This program does not provide matching funds for donated or acquired equipment from a non-sponsored source. Central matching funds are intended for the acquisition of research equipment only if the funding agency/sponsor requires matching.
2. All requests for Central matching funds are reviewed in the Office of the Senior Vice President for Research (OSVPR), and approval is subject to meeting these guidelines and the availability of funds. The approval of Central matching funds is not automatic.
3. Research equipment is defined as one major piece of research equipment or a series of items that function as a single piece of research equipment. Other related costs that may be included in the calculation of Central matching funds are delivery, setup and up to one year of initial technical support, salaries (for setup), or installation of the research equipment. In general, the costs that may be included are expenses required to get the equipment in place and operational, excluding F&A. The proposal budget should not be included in the match calculations, (e.g., salary for other than initial setup, graduate student tuition, maintenance and warranty costs).
4. A request for Central matching funds is considered only if the total cost of the research equipment [defined in (3)] exceeds $100,000.
5. Central matching funds may be requested based on a maximum of 15 percent of the total cost of the research equipment [defined in (3)] included in an externally sponsored proposal.
6. College/institute/department matching funds must total a minimum of 7.5 percent of the total cost of the research equipment [defined in (3)] or at least 50 percent of the funds being requested from Central. The Central matching funds request form must be completed including the research dean's/institute director's approval, which indicates that the college/institute/department matching funds are confirmed.
7. Confirmation of the research equipment cost(s) must be verified by providing either a vendor's price quote or a website/catalog price list.
8. An exception to guidelines 1, 5, and 6 will be reviewed when the research equipment is included in a Career Development/Young Investigator proposal or a high-profile research proposal as determined by the research dean/institute director in consultation with the OSVPR.
9. There is no guarantee that an untimely request will be reviewed in time to meet a proposal deadline. Request forms should be submitted at least one week before the sponsor deadline.
10. Central matching fund commitments expire eighteen months from the date of approval on the approved match form. If after eighteen months the Central matching funds are still needed, a new match form should be submitted to centralmatch@psu.edu.

CENTRAL MATCHING FUNDS EXAMPLE

APPROVAL PROCEDURES:

1. Requests for Central matching funds must be approved by the research dean or institute director and submitted using the appropriate Central matching funds request form. The form must be completed including the research dean's/institute director's approval, which indicates that the college/institute/department matching funds are confirmed.
2. A proposal budget, list of the equipment, and vendor quotes must be submitted with the Central matching funds request form.
3. If the Central matching funds request is approved, the Senior Vice President for Research will sign the form. An approved copy of the Central matching funds form will be electronically disseminated to the appropriate research dean(s), institute director(s), research administrator(s), PI(s), and submitting staff. The approved Central matching funds request form will also be sent to the relevant OSVPR staff.

ACCESS TO MATCHING FUNDS:

1. If a proposal is awarded, the relevant research office must request an Internal Order (IO) in their business unit for funds to be collected.  Working with the Unit Financial Officer, a request is emailed to centralmatch@psu.edu, to include lead PI name, OSP number, fiscal year the request, what year of funding, amount of transfer, business area of the unit receiving funding, IO number, or a copy of the email of the central match approval form.  Then the OSVRP will start the transfer.  If you have further questions, please reach out to your unit financial officer, or centralmatch@psu.edu.
2. If a proposal is awarded with a revised budget from the sponsor/agency that decreases the research equipment support, the amount of Central matching funds must be recalculated to comply with the above guidelines and resubmitted through the appropriate Central matching funds request form.
3. If a proposal is not awarded, the relevant research office must send an e-mail to centralmatch@psu.edu indicating that the matching funds may be released.

FURTHER INFORMATION:

For questions, additional detail, or to request changes to this policy, please contact the Office of the Senior Vice President for Research or the Office of Budget and Finance.

CROSS REFERENCES:

RAG52 - Central Matching Funds Program for Assistantships / Traineeships

Revision History:

• October 31, 2024 - Editorial changes to funding request process and funds collection. 
• July 10, 2023 - Changed Corporate Controller to Office for Budget and Finance or Associate Vice President for Budget and Finance. 
• September 13, 2019 - Changed Vice President for Research to Senior Vice President for Research
• February 26, 2016 - This new guideline (incorporating old RAG02 and RAG21) has been created as part of the policy reorganization brought about by implementation of the Uniform Guidance (2 CFR 200).
• April 27, 2011 - New Policy Guideline