Approval for Expense Items

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:

Julie Burger, Post Award Manager

• Phone: 303-724-8445
  
• Email: Julie.Burger@cuanschutz.edu

Financial Services provides a training class for JEs and PETs. You may review the Finance Powerpoint Presentation for additional information. 

For additional assistance, please contact your OGC Post Award administrator or email OGC.Postaward@ucdenver.edu​. 

Please visit our Effort Reporting section for more information.

For questions about time and effort reporting, please contact epers@ucdenver.edu.

 

Please visit the Closeout Procedures page for additional information regarding closeout.

Closeout resources:

• Closeout Timeline (90, 60, 30 Days BEFORE project end GM01)
• Closeout Requirements/Checklist (30, 60, 90 days AFTER project end GM02 and GM03)

Please contact your Post Award Administrator.

Benefit only PETs, contact OGC.Postaward@ucdenver.edu​.

Contact OGC.Gifts@ucdenver.edu regarding creating and questions about gift programs.

Please use this link to submit Fund 35 speedtype setup and change requests.

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 you might have regarding checks, cash receipts, or deposits, you may contact OGC.4Payments@ucdenver.edu.

Purpose of the A-21 Checklist Form: This form is divided into five types of costs that are generally charged to the sponsor via the Facilities & Administration (F&A) rates, but under the unusual circumstances, described below, can be approved to be included as a direct charge. For the purposes of this form, these types of direct charges will be collectively referred to as A-21 charges.

Note: Please note that this checklist does not need to be completed for the following:

• Direct awards from non-federal sponsors
• Program Project Grants (NIH example, P01)
• Center Grants (NIH example, P30)
• Fellowships (NIH example, F awards)
• Training Grants (NIH example, T awards)
• Conference Grants (NIH example, R13 and U13)
  

Two of the most common reasons that justify direct charging these types of expenses are defined as follows:

• Technical - the cost category may imply that the items are being used for administrative purposes. Checking this box indicates that the item will be used ONLY to meet the scientific, technical and/or programmatic requirements of the project being charged. Storage of supplies must be segregated from general use items, and the account code to be used should reflect the technical usage rather than general usage.
• Above standard level of service/items- because all projects require a certain amount of account reconciliation, office supplies, correspondence, phone calling, etc., checking this box indicates that the project requires items/services above the standard level of service normally required on a research project. Checking this box requires a brief explanation of why such items are significantly greater than the routine level. Provide quantifiable data, such as amount of effort required for tasks, number of surveys being conducted, number of conference participants, etc. Attach the narrative to the Checklist.

Once completed, the A-21 Checklist needs to be submitted to your OGC Post Award administrator.

Resources

• Checklist Form