National Extension and Research Administrative
Officers’ Conference
Acquiring and Managing
1890 Matching Funds
May 25, 2011
L. Washington Lyons
Executive Administrator, AEA
Delbert Foster
Administrator, SCSU
Louis Whitesides
1890 Research Director, SCSU
Session Format
• L. Washington Lyons – focus on acquiring matching
funds and survey results of administrators and
directors
• Delbert Foster and Louis Whitesides- focus on what
has worked in acquiring and managing matching
dollars at South Carolina State University
• Questions
Matching Requirements
• Required to match research and extension
federal funding at 100% - 2007
• Must be able to document the match
• Match should have an audit trail
• Waiver provision is still available up to 50%
• Must document that efforts were made to
acquire the match
2011 Federal Budget
• Federal capacity funding for research and
extension
– Extension $42.592 M
– Research $50.898 M
• What does this mean for your institution?
• More demands to acquire additional matching
funds and to sustain existing funds
• What are the chances of increasing the state
funding for your program during these times?
Factors Impacting Matching Funds
• Economic recession
• State budgets are tight – many are facing
deficits
• Other state priorities
• Programs being eliminated at the state level
• University’s funding being reduced
• University may not perceive matching as a
major priority
Acquiring Matching Funds
• Positive correlation between acquiring and sustaining
matching funds and viable programs
• Funds are allocated based on needs that are
important to the state/constituents – It’s not about us
• Funding must be perceived as being a priority by
legislators and state officials
• Must be accountable for funds
• Must document how the funds were used
• Must document and share program impact
• Must be visible in the state and communities you
serve
Acquiring Matching Funds Cont…
• Must have a marketable program
• Demonstrate that research and Extension
programs are making a difference
• Engage your stakeholders
• Clients and stakeholders should do some of
the heavy lifting
• Legislators don’t want to hear from you
• You want others saying that there is a need for
funding for research and Extension
State Matching Funds Process
• Funding in the general university budget may be more difficult
to secure and could create accountability issues
• Line item budgeting process makes managing and allocating
funding relatively straight forward
No ambiguity
No confusion
Funds are accessible and can be tracked
• It could create other challenges such as paying for additional
services
• During these tight budget times you may be asked to assume
more costs - be sure that you are in compliance if you are
picking-up additional costs
Purpose of the Survey
• To determine if the match would be achieved
for FY’ 2011 and 2012
• To identify strategies being used by the
administrators and directors
• To determine if a waiver would be required
Survey Results
Institution will meet its match requirement for
FY11 and FY12
Status of 2011 matching funds
Status of 2012 matching funds
Requesting a matching waiver for 2011
Requesting a matching waiver for 2012
Strategies Used
*Other Strategies used
What are other strategies being used
to acquire state matching funds?
• Invite legislators to programs and activities
• Convene listening sessions
• Prepare a tri-fold budget request
Developed Program Impact Info to Share
Most successful strategies institutions
have utilized to acquire matching funds
 Approval of a line item in the state budget
 Providing concise information to legislators about
programs and activities
 Meeting with leaders/members of the appropriations
committees
 Convene legislative meetings on campus and showcase
programs and initiatives
 Partnership with other land-grant institutions
Most successful strategies utilized to
acquire matching funds cont…
 Meeting with Legislators
 Stakeholder advocates
 Improved collaboration with 1862 partners
 Solicit support from 1862 counterpart
 Engage legislators in Ag related activities (on
and off campus)
 Gain support of local legislators and those in
counties where extension operates
Most successful strategies institutions have
utilized to acquire matching funds cont…
• Support of Agribusiness Council and friends in
the General Assembly
• Support of the Chancellor/President
• Meeting/informing legislators about matching
requirements
State Matching Process
South Carolina State university
• What has worked best?
• What has not worked?
• How do you develop a competitive advantage
in this area?
Lessons Learned
• Brief your president and other university officials
• They should become advocates
• Your request should be included in the university’s budget
• Brief elected officials and others as appropriate
• Develop an annual budget request or as appropriate – prepare budget
document
• Develop champions for your request/plan
• Develop relationships with stakeholders and other groups
• Farm Bureau, Farm Credit, and other agribusinesses
• State Leadership and Advisory Councils
• 1862 institution
Conclusions
In this type of climate, how do you proceed?
 Develop a plan
 Justify your needs
 Show your value
 Document that you are making a difference
 Engage stakeholders/legislators/president
 Market your plan
Hopefully, this will lead to an increase in matching
funds
Questions