Grants & Contracts

Grant and Contract Billings:
The Accounting Section of Grants and Contracts is responsible for managing grant and contract billing activities and performs appropriate follow-up when payments are past due. The exception to this would be non-federal clinical trials or awards that have a deliverable such as a written report as a condition of the award. In these situations, it is the responsibility of the department conducting the research to complete invoices and/or financial reports that are sent to the sponsor. For more information related to contracts and/or clinical trials, please refer to Fiscal Policy 4-1, 4-2 & 4-13.

The persons to contact regarding contract billing and payment are Alice Runa at 303-724-0259 or by e-mail at Alice.Runa@uchsc.edu or Cathy Hatter at 303-724-0279 or by e-mail at Cathy.Hatter@uchsc.edu.

Cost Sharing:
Cost sharing is that portion (cost) of a sponsored project or program that is not supported by the sponsor. Cost sharing consists of three types: mandatory, obligatory and voluntary. Please see Fiscal Policy 4-8 for details regarding cost sharing. The Accounting Section is responsible for the proper documentation and monitoring of campus cost sharing.

The persons to contact regarding cost sharing are Ginger Bentzen at 303-724-0258 or by e-mail at Ginger.Bentzen@uchsc.edu.

Time and Effort Reporting:
The Federal government requires universities which receive grant and contract awards to document and support the salaries and wages paid to individual employees working on these projects. Effective November 1, 2006, the electronic Personnel Effort Report (ePER or time and effort report) was implemented at the University. This is a web based method to certify the level of effort that has been devoted by an individual to a sponsored project(s) during a particular period of time. This mechanism replaced the previous paper based certification system effective with the June through August 2006 summer semester. The University has implemented this new web based ePER on a system-wide basis for time and effort reporting. ePERs must be completed each semester (fall, spring and summer).

The accounting section of the Office of Grants and Contracts is responsible for oversight of the system and follow up regarding outstanding ePERs at the Fitzsimons and 9th and Colorado campuses of UCDHSC. ePERs must be completed and certified within 120 calendar days from ePER creation. For further information about ePER certification, please click on the following link: Step-by-Step Guide: Certifying Electronic Personnel Reports (ePERs). This site includes information about the Electronic Personnel Effort Reporting Blackboard course. Anyone who is funded by sponsored projects is required to take this course.

Format

Instructions for Completion of ePERs for Terminated Employees		PDF
Instructions for Generating a Report To Provide a Listing of Individuals With Outstanding ePERs	Word	PDF

Questions regarding ePERs should be directed to Ed Gilbert at 303-724-0248 or by e-mail at Ed.Gilbert@uchsc.edu or Ginger Bentzen ad 303-724-0258 or by e-mail at Ginger.Bentzen@uchsc.edu.

Payroll Expense Transfers:
The persons to contact regarding the review and approval of Payroll Expense Transfers (PETs) are Sandra Janis at 303-724-0247 or by e-mail at Sandra.Janis@uchsc.edu, or Ginger Bentzen at 303-724-0258 or by e-mail at Ginger.Bentzen@uchsc.edu.

Creation and Administration of Gift Programs:
The persons to contact regarding the creation and administration of gift programs are Sandra Janis at 303-724-0247 or Sandra.Janis@uchsc.edu, or Ginger Bentzen at 303-724-0258 or by e-mail at Ginger.Bentzen@uchsc.edu.

Cash Receipts and Deposits:
Grants and Contracts Accounting is responsible for the receipt and deposit of sponsored projects payments including cash, checks and electronic bank transfers.

For any questions that you might have regarding checks, cash receipts or deposits, you may contact Marge Bunkers at 303-724-0083 or by email at Margaret.Bunkers@uchsc.edu or Luz Maya at 303-724-0219 or by email at Luz.Maya@uchsc.edu.