Tools & Templates

Cost Share Calculator

Plan salary cap distributions across fiscal years and review adjustment scenarios in one place.

Excel Template Available

Prefer to work in Excel?

Download the blank cost share template and complete it offline in the spreadsheet format.

How to Use This Tool

Enter the project dates first, then complete the key inputs. The calculator will generate fiscal-year rows automatically and apply the salary cap logic by year.

Proration method

This tool uses month-based fiscal year proration so results are aligned to fiscal-year month segments rather than daily allocation.

Grant vs. cost share

If projected salary is at or below the cap, grant LOE equals total LOE. If projected salary exceeds the cap, grant LOE is reduced and the remainder moves to cost share.

Adjustment section

Use the adjustment table to test a known grant salary or known grant LOE for a selected fiscal year and review the reverse-calculated split for a defined adjustment period.

Project Details

Enter the project dates to generate the fiscal year breakdown automatically.

Project start date Project end date

This tool uses month-based fiscal year proration and treats the entered end date as inclusive. Enter the last day of the project period as reflected on the NOA and follow institutional salary allocation policies. This calculator is intended for planning purposes—final decisions should align with the award and sponsor terms.

Key Inputs

These values drive the salary cap and cost share calculations for each generated fiscal year.

Base salary Annual salary growth % Enter as a percentage, not a decimal. Total LOE % Enter as a percentage, not a decimal. Fringe rate % Enter as a percentage, not a decimal. Salary cap Set as $228,000 per NIH salary cap effective as of January 11, 2026. Name / scenario label

Fiscal Year Breakdown

The online version is dynamic and can generate as many fiscal years as needed based on the project dates.

Enter a project start and end date to generate the fiscal year table.

Main Cost Share Calculation

Grant LOE is capped when salary exceeds the cap. Cost share LOE is the remaining effort.

Enter project dates and key inputs to calculate the fiscal year results.

Summary

High-level totals across all generated fiscal years.

Summary totals will appear once the calculations are generated.

Adjustment / Reverse Calculation

Select a fiscal year and test a known grant salary or known grant LOE for that year.

Adjustment calculations apply within a single selected fiscal year. Enter the number of months to prorate for the adjustment period. If salary changed during that fiscal year, use the salary override field or confirm the correct salary basis before relying on the result.

Generate the main calculation first to activate the adjustment section.

Selected fiscal year Months to prorate Salary override for adjustment period Known grant salary Known grant LOE %

Need a clean record of the calculator output? Use the print dialog and choose Save as PDF.