Grants & Contracts
Award Administration
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.
For questions about contract billing and
payment, contact Cathy Hatter
at 303-724-0279 or by e-mail at Cathy.Hatter@ucdenver.edu.
Journal Entries
Guidance Document for creating and accumulating sufficient supporting documentation for Journal Entries:
JE Review Guidance Document
ARRA - Award Administration
OMB has issued management requirements for all ARRA Funding. In addition, each Agency has been charged with implementing these requirements. The ARRA requirements will be located on each Agency’s Website in addition to the OMB’s website and the overall Recovery Act’s website.ARRA Award Administration
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.
Please contact Ginger Bentzen with questions about cost sharing at 303-724-0258 or by e-mail at
Ginger.Bentzen@ucdenver.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 9th and
Colorado and Anschutz Medical Campuses of UCD. 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 Electroinc Personnel Effort 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.
| Formats | ||
| Instructions for Completion of ePERs for Terminated Employees | ||
| Instructions for Generating a Report To Provide a Listing of Individuals With Outstanding ePERs | Word | |
Questions regarding ePERs should be directed to Ed Gilbert at 303-724-0248 or by e-mail at Ed.Gilbert@ucdenver.edu or Ginger Bentzen at 303-724-0258 or by e-mail at Ginger.Bentzen@ucdenver.edu.
Payroll Expense Transfers
For issues regarding the review and approval of Payroll Expense Transfers (PETs), contact Shanelle Mays at 303-724-0260, Shanelle.Mays@ucdenver.edu for the Downtown Campus, and Ed Gilbert for the Anschutz Medical Campus, 303-724-0248, Ed.Gilbert@ucdenver. Ginger Bentzen is the back up and is available at 303-724-0258 or by e-mail at Ginger.Bentzen@ucdenver.edu.
Creation and Administration of Gift Programs
The persons to contact regarding the creation and administration of gift programs are Shanelle Mays at 303-724-0260 or by e-mail at Shanelle.Mays@ucdenver.edu, or Ginger Bentzen at 303-724-0258 or by e-mail at Ginger.Bentzen@ucdenver.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@ucdenver.edu
or Luz Maya at 303-724-0219 or by email at Luz.Maya@ucdenver.edu.
Postaward
Federal Regulations Commonly Accessed for Postaward Reference
National Institute of Health
Office of Management and Budget
- OMB Grants Management (includes applicable circulars and standard forms)
- OMB Circular A-21 - Cost Principals for Educational Institutions (Section J lists allowable and unallowable costs - both direct and indirect)
- OMB Circular A-110 - Uniform Administrative Requirements for Grants and Other Agreements with Institutions of Higher Education, Hospitals and Other Nonprofit Organizations
- OMB Circular A-133 - Audits of States, Local Governments, and Nonprofit Organizations
Information related to sponsored research can be found in Chapter 4.
A quick reference for sponsored programs expenditures on federal awards can be found in Fiscal Policy 4-7, Direct Chages to Federal Sponsored Projects.
Roles and Responsibilities for grant and contract administration can be found in Fiscal Policy 4-13 Roles and Responsibilities for Sponsored Project Administration.
Contact information for ordering or changing charge information related to General Air cylinder rentals
Non-Profit Organization Profiles (requires COGR username & password to access)
View summaries or highlights of non-profit sponsor terms and conditions by either Intellectual Property or Research Administration
Procurement Service Center Policies & Procedures