Select lifecycle phase below:
Find Funding
Select lifecycle subphase below:
Office of Research Development and Strategy
About this Organization
The Office of Research Development and Strategy facilitates sharing of information and resources related to obtaining external support for research and teaching activities.
SPIN Fund Search Database
Sponsored Programs Information Network (SPIN) Fund Search Database
Sponsored Programs Information Network (SPIN) Fund Search Database features over 40,000 opportunities offered by both federal and private sources. SPIN provides three different search types - Basic, Keyword and Advanced Search. You may also set up automatic notifications of upcoming funding opportunities in your research interest areas, and have them sent directly to your inbox.
You may access SPIN directly from the InfoEd ERA portal used to submit and manage proposals.
You may access SPIN directly from the InfoEd ERA portal used to submit and manage proposals.
Links & Resources
SPIN Resources
NIH Funding
NIH Funding
NIH offers funding for many types of grants, contracts, and even programs that help repay loans for researchers. Learn about these programs, as well as about NIH's budget process, grant funding strategies, and policies, and more.
Grants.gov
Grants.gov Funding
The Grants.gov Database lists funding opportunities for 26 Federal granting agencies including the National Institutes of Health, National Science Foundation, National Aeronautics and Space Administration, Department of Energy, National Endowment for the Humanities, Environmental Protection Agency, Department of Justice and Department of Education. You may search by funding opportunity notice or Catalog of Federal Domestic Assistance (CFDA) number, browse by agency or sign up to receive automatic daily e-mails of agency announcements.
Sam.gov
About Sam.gov
SAM.gov provides a database for federal contract opportunities.
Limited Submission
Limited Submission Funding
Are you interested in applying for a limited submission funding opportunity? Please apply through the competition application portal today!
Links & Resources
Limited Submission Funding Resources
Federal Funding
Federal Funding Sources
The federal government requires agencies to post all competitive grant and cooperative agreement opportunities at Grants.gov. Under federal regulations, agencies must post their competitive opportunities on Grants.gov at least 30 days before the deadline. Additionally, federal agencies may also post competitive opportunities on their website.
Links & Resources
Federal Funding Agencies
Non-Federal Funding
Non-Federal Funding Sources
For non-federal funding opportunities, please look at research-related associations.
Links & Resources
Non-Federal Funding Associations
Proposal Development and Submission
Select lifecycle subphase below:
Proposal Preparation
Proposal Development
Various resources on proposal development
Links & Resources
Proposal Development Resources
Proposal Routing
Proposal Routing
All extramural requests for program funding and sponsorship, including grant applications, contract proposals, or other proposals for research, training, or service support, but excluding gifts, bequests, and donations, must obtain institutional authorization prior to being submitted to the sponsor.
All proposals must be accompanied by an Approval of Application for Grant or Contract (Routing) form and prepared electronically in InfoEd eRA. The Routing form should be completed and electronically approved by the PI, the Department Chair or Director, and an appropriate Dean or Administrator (e.g., School of Dental Medicine, School of Medicine, College of Nursing, School of Pharmacy, Colorado Area Health Education Center and Downtown Denver Campus) prior to the proposal being submitted to Grants and Contracts. Upon satisfactory review of a proposal, Grants and Contracts will provide institutional endorsement.
Proposals should be routed with sufficient lead time for securing departmental and Dean signatures; and for Grants and Contracts to review the proposal, notify the departmental administrator and/or PI of any problems and corrections that need to be made in order to obtain institutional endorsement. The Deans' offices for the Schools of Dentistry, Medicine, and Pharmacy, the College of Nursing and Downtown Denver all participate in the InfoEd eRA electronic system that delivers proposal documents between the Deans' offices and Grants and Contracts. Upon review and endorsement by Grants and Contracts, proposals are returned to the appropriate school and/or department electronically.
All proposals must be accompanied by an Approval of Application for Grant or Contract (Routing) form and prepared electronically in InfoEd eRA. The Routing form should be completed and electronically approved by the PI, the Department Chair or Director, and an appropriate Dean or Administrator (e.g., School of Dental Medicine, School of Medicine, College of Nursing, School of Pharmacy, Colorado Area Health Education Center and Downtown Denver Campus) prior to the proposal being submitted to Grants and Contracts. Upon satisfactory review of a proposal, Grants and Contracts will provide institutional endorsement.
Proposals should be routed with sufficient lead time for securing departmental and Dean signatures; and for Grants and Contracts to review the proposal, notify the departmental administrator and/or PI of any problems and corrections that need to be made in order to obtain institutional endorsement. The Deans' offices for the Schools of Dentistry, Medicine, and Pharmacy, the College of Nursing and Downtown Denver all participate in the InfoEd eRA electronic system that delivers proposal documents between the Deans' offices and Grants and Contracts. Upon review and endorsement by Grants and Contracts, proposals are returned to the appropriate school and/or department electronically.
Sponsor Admin Portals
Sponsor Admin Portals
Certain sponsoring agencies require specific information to complete your award application.
NIH JIT
NIH JIT procedures
"Just-In-Time" is a procedure used by NIH to postpone the collection of certain information normally required for all competitive proposals. The information for applications with a likelihood of funding is submitted “just-in-time” for awards to be made.
This delayed exchange of information significantly relieves the administrative burden for the 75% to 80% of applicants who will not receive an award. In addition, the information that is exchanged "just-in-time" for award will be current, rather than several months old (which often necessitates a request for updated information).
At this time NIH e-mails a request for just-in-time information to the PI and OGC. A link to "JIT" in the PI's NIH eRA commons account is not a request for information.
This delayed exchange of information significantly relieves the administrative burden for the 75% to 80% of applicants who will not receive an award. In addition, the information that is exchanged "just-in-time" for award will be current, rather than several months old (which often necessitates a request for updated information).
At this time NIH e-mails a request for just-in-time information to the PI and OGC. A link to "JIT" in the PI's NIH eRA commons account is not a request for information.
Award Acceptance / Contract Negotiation
Select lifecycle subphase below:
Contracts
Contracting Information
The OGC Contracts team handles the review and execution of the following types of agreements:
- Incoming sponsored project/research agreements routed via InfoEd (Funds 30/31)
- Incoming fee for service/revenue based agreements (Funds 20/28/29)
- Outgoing subcontract agreements
For more information about contracts, please visit our Contracts Team page
Contact Information
OGC Contracts Team
- General Fee for Service/Fund 20,28,29 Inquiries – ogc.revenue@ucdenver.edu
- General Sponsored Research Agreement Inquiries – ogc.contracts@ucdenver.edu
- General Outgoing Subcontracts Inquiries – ogc.subcontracts@ucdenver.edu
Outgoing Subcontracts
Subcontracting Information
Outgoing Subcontracts are used are used when CU Denver is purchasing research services from an external source or vendor, such as another university, with funds from an external sponsor, such as National Institutes of Health.
For more information about outgoing subcontracts, please visit the Subcontracts Team page.
Contact Information
OGC Contracts Team
- General Fee for Service/Fund 20,28,29 Inquiries – ogc.revenue@ucdenver.edu
- General Sponsored Research Agreement Inquiries – ogc.contracts@ucdenver.edu
- General Outgoing Subcontracts Inquiries – ogc.subcontracts@ucdenver.edu
Award Set-up and Pre-Award Spending
Select lifecycle subphase below:
Award Setup
Award Setup Overview
Award Setup section is responsible for the award entry for all incoming Grants and Contracts award and preaward setups actions. They perform intake of the award into InfoEd and the Award Setup in the Peoplesoft Grants Module, which includes the creation of all related speed types and projects.
The setup section also maintains the fiscal roles updates for sponsored projects, which are used by Grants and Contracts for most post award communications and automated reports to our department partners.
The setup section also maintains the fiscal roles updates for sponsored projects, which are used by Grants and Contracts for most post award communications and automated reports to our department partners.
Fiscal Roles
Fiscal Role Information
Fiscal Roles are used by Grants and Contracts for most post award communications and automated reports to our department partners; in addition, they drive access to certain transactions in Marketplace and Concur.
Sponsored Project Fiscal Roles include
- Principle Investigator (PI) – This role is given based on the award notice. An update to this role requires sponsor approval
- Fiscal Manager (GADM) – This role is for the department administrator who is largely responsible for the oversight of financial activity on the project. This role is used to burst OGC reports related to closeout of awards and projects.
- Fiscal Staff
In order to update these roles please send requests to OGC.FiscalRoles@ucdenver.edu We can accept requests in multiple formats.
All requests must include:
- Project ID
- Current name and employee ID
- New Name and employee ID
- Reason for the Change
For changes based on staff turnover we recommend you use M-Fin Fiscal role reports in CU-Data to find all the projects that need to be updated. You can also download that report to excel data and then modify to add the fields related to the employee we are changing to. A Report to verify Fiscal roles can be found in CU Data under Team Content > Finance > Look Ups m-Fin Fiscal Roles and m-Fin Fiscal Roles II
PreAward Request
PreAward Setup
Preaward Setup is a way for departments to prepare ahead of time when an incoming new award or continuation is expected and a Speedtype is needed in advance of the arrival of the award.
Continuations
For continuations, it is best practice to establish a preaward when your current budget period is ending and we need to finalize those numbers while also having a new speed type for charges that will incur in the next expected budget period.
Federal Non-Competing Segments
For federal Non-Competing segments, Award Setups will automatically issue a preaward up to 60 days in advance of the next budget period. A request is not needed. Note: If your project will keep the same number for the upcoming budget period the project status will cycle to “S-Prespending Status” after the end of the current budget period and remain in that status until the award is received. For those awards needing a new project we will issue a new number in a preaward status.
New Preaward/New Segment Requests
Preaward Requests for a brand-new award or new segments require an InfoEd routing be in place and have a status that has completed all department workflow.
Continuations
For continuations, it is best practice to establish a preaward when your current budget period is ending and we need to finalize those numbers while also having a new speed type for charges that will incur in the next expected budget period.
Federal Non-Competing Segments
For federal Non-Competing segments, Award Setups will automatically issue a preaward up to 60 days in advance of the next budget period. A request is not needed. Note: If your project will keep the same number for the upcoming budget period the project status will cycle to “S-Prespending Status” after the end of the current budget period and remain in that status until the award is received. For those awards needing a new project we will issue a new number in a preaward status.
New Preaward/New Segment Requests
Preaward Requests for a brand-new award or new segments require an InfoEd routing be in place and have a status that has completed all department workflow.
Links & Resources
Preaward request documents
Post Award Management
Select lifecycle subphase below:
Post Award
Post Award Information
Post-award administration is a joint effort on the part of the PI, the PI’s designee, departmental administration, and OGC. The post award section acts as a resource for approvals and assistance for all activities that take place after an award setup is complete. Post award specialists should be meeting with your departments on a regular basis to share in the award administration of the sponsor project.
As an award comes to an end, Post award is responsible for meeting all financial reporting and closeout deadlines, with the assistance of a department, to finalize spending on a sponsored project.
As an award comes to an end, Post award is responsible for meeting all financial reporting and closeout deadlines, with the assistance of a department, to finalize spending on a sponsored project.
Carry Forward - NIH
NIH Approvals
The requirements for carry forward approval can be found in the terms and conditions section of your award. Some grants have automatic carry forward authority, and grantees do not have to request approval from the sponsor in order to carry forward funds from one budget period to the next. Grants that do not have automatic carry forward authority are required to submit a written request to the sponsor.
When a written request is required, the NOA will contain the following language or similar in the terms and conditions section of the NOA:
Carry over of an unobligated balance into the budget period requires Grants Management Officer prior approval.
Written NIH carry forward requests must be submitted via eRA Commons (as of 06/08/2017). These requests can only be initiated by the institution SO in eRA Commons. Please submit the following documents as three separate PDFs unless otherwise instructed by NIH or the CU Denver SO.
- Explanation of Unobligated Balance (include grant number and PI name)
- Detailed Budget
- Detailed budget in PHS 398 format (Form Page 4) and justification for all items, including detailed budget pages for any subcontracts.
- Checklist page reflecting the requested F&A costs for the prime grantee and any subcontracts (see above PHS 398 link to access required forms).
- Scientific Justification (memo format on department letterhead)
- Grant Number and PI Name
- Plan for expenditure, including a description of activities to be carried out during the carryover period, and how the activities relate to the aims of the project.
- Signature of PI (SO will provide electronic signature via eRA Commons).
Notes:
- To prevent delay of NIH approval, only the OGC Signing Official should submit the CF request to NIH.
- NIH typically makes decisions on carry forward requests within 30 calendar days of receipt.
If a sponsor requires a written request for Carry Forward, all of the sponsor required materials should be attached in an email to your department's Post Award administrator. The body of the email must include the following:
- PI Name
- PeopleSoft Project Number
- InfoEd Proposal Number
- Sponsor Grant/Award Number
- Sponsor Contact Info (SO will submit the request using this info)
- Any additional information required by the sponsor
The Carry Forward Request Flowchart can be referenced for the general steps of the overall process.
Carry Forward - Non NIH
Non NIH Approvals
If a written request is required, the request must be signed by the PI. The request should include all documents required by the sponsor.
Other Federal Agencies
Requirements vary by sponsor. Please check the NOA or contract terms and conditions for deadlines and instructions.
Foundations and Other Nonprofit Organizations
Requirements vary by sponsor. Please check the NOA or contract terms and conditions for deadlines and instructions.
Submitting a Written Request to OGC for Review
If a sponsor requires a written request for Carry Forward, all of the sponsor required materials should be attached in an email to your department's Post Award administrator.
The body of the email must include the following:
Other Federal Agencies
Requirements vary by sponsor. Please check the NOA or contract terms and conditions for deadlines and instructions.
Foundations and Other Nonprofit Organizations
Requirements vary by sponsor. Please check the NOA or contract terms and conditions for deadlines and instructions.
Submitting a Written Request to OGC for Review
If a sponsor requires a written request for Carry Forward, all of the sponsor required materials should be attached in an email to your department's Post Award administrator.
The body of the email must include the following:
- PI Name
- PeopleSoft Project Number
- InfoEd Proposal Number
- Sponsor Grant/Award Number
- Sponsor Contact Info (SO will submit the request using this info)
- Any additional information required by the sponsor
The Carry Forward Request Flowchart can be referenced for the general steps of the overall process.
Cost Sharing
What is 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.
Cost Sharing Policy
Cost Sharing Policy
Links & Resources
Submit a Cost Sharing Request
Fill out the cost share request form
Email the completed cost share request form to: OGC.Postaward@ucdenver.edu
Email the completed cost share request form to: OGC.Postaward@ucdenver.edu
Contact Information
Stephanie Chandler-Thompson
PETs
Payroll Expense Transfers (PETs)
Links & Resources
PET Links
F&A Costs
Facilities and Administrative Costs
It is the policy of this university to seek the appropriate, approved Facilities and Administrative Cost (F&A) recovery rate on all sponsored programs whether they are from private or public sources. Application of the standard F&A recovery rate can be waived in extenuating circumstances only.
2 TDC-Industry Sponsored Clinical Trials means only trials directly from Industry Sponsors. Government Flow-through trials will be charged at standard rates in the above line, as will all other industry sponsored projects.
3 Note: Effective 11/16/2011 Animal Resource Center Costs are assessed F&A.
| Primary Fund Source | Project Type | On-Campus | Off-Campus | Cost Base Type |
| Sponsors including but not limited to Federal, Federal Flow-through | Organized Research Instruction | 55.5% 42% |
26% | MTDC* |
| State, State Flow-through, Private Industry 1 | Other Sponsored Projects | 26% | 26% | MTDC* |
| Private Industry Clinical Trials 2 | Clinical Trials | 28% | 28% | TDC |
| Proof of Concept Awards (POCg) | Tech Transfers | 8% | 8% | MTDC* |
| Non-profit associations and foundations All (excluding clinical trials) | Sponsor consistently applied published policy, OR 10% if no sponsor policy | TDC | ||
Application of F&A Rates
Modified Total Direct Costs (MTDC)*
Total Direct Cost (TDC)
- Salaries/Wages
- Fringe Benefits
- Materials & Supplies
- Animal Resource Center Costs
- Services
- Travel
- Sub grants or Sub contracts up to 1st $25,000
- Genomic Arrays subject to NIH Policy (NOT-OD-10-097) effective 5/13/2010
- Equipment
- Capital Expenditures
- Patient Care Charges 3
- Tuition Remission
- Rental Costs (Building Rental Costs)
- Scholarships
- Fellowships
- IRB fees
- Portion of Sub grants or Sub contracts in excess of 1st $25,000
2 TDC-Industry Sponsored Clinical Trials means only trials directly from Industry Sponsors. Government Flow-through trials will be charged at standard rates in the above line, as will all other industry sponsored projects.
3 Note: Effective 11/16/2011 Animal Resource Center Costs are assessed F&A.
Links & Resources
F&A Resources
Contact Information
Administrative Contracting Officer (ACO)
Arif Karim
DHHS, Director - Cost Allocation Services
90 7th Street
Suite 4-600
San Francisco, CA 94103-6705
Phone: (415) 437-7820
Fax: (415) 437-7823
DHHS, Director - Cost Allocation Services
90 7th Street
Suite 4-600
San Francisco, CA 94103-6705
Phone: (415) 437-7820
Fax: (415) 437-7823
NCE Request
No Cost Extensions (NCE)
Specific projects may allow for the final budget period to be extended for a specific period of time depending on the sponsor guidelines. Such an action affirms that additional work remains to be completed on the project and that resources are available to continue to support the project, or that additional time is needed to provide for an orderly closeout.
The fact that funds remain at the expiration of the grant is not, in itself, sufficient justification for an extension without additional funds. Conditions of these requests cannot not require additional funds to be obligated by the sponsor and the project's originally approved scope cannot not change.
NCE Guidelines Available:
The fact that funds remain at the expiration of the grant is not, in itself, sufficient justification for an extension without additional funds. Conditions of these requests cannot not require additional funds to be obligated by the sponsor and the project's originally approved scope cannot not change.
NCE Guidelines Available:
- NIH - First Extension
- Non-NIH Extensions & 2nd NIH Extensions
- NSF - First Extension
- NSF - Second Extension
Fringe Benefits Rate
Treatment of Fringe Benefits
The fringe benefit rates to be used for budgeting purposes on sponsored project proposals have been updated. The new rates should be used for budgeting purposes on proposals with deadline dates falling on or after July 1, 2021. These rates apply to proposals developed for both CU Denver and
the Anschutz Medical Campus.
the Anschutz Medical Campus.
Remember two important things:
- Both campuses still charge benefits based on actual costs and not the budgeted rates.
- Fringe benefits are treated as direct costs.
Please use the personnel categories that are the most accurate for your proposed budget to create a more precise proposed budget. The rates include all fringe including non-payroll fringe termination pay, worker's comp, unemployment, and retiree health.
| Project | Rates - Effective July 1, 2021 | |
| CU Denver Faculty | ||
| Full-time (>=50% FTE) | Job codes 1100 to 1499 excluding 1438, 1309-1311 | 29.23% |
| Part-time (<50% FTE) | Job codes 1100 to 1499 excluding 1438, 1309-1311 | 13.12% |
| CU Anschutz Faculty | ||
| Full-time (>=50% FTE) | Job codes 1100 to 1499 excluding 1438, 1309-1311 | 23.89% |
| Part-time (<50%) | Job codes from 1100 to 1499 excluding 1438, 1309-1311 | 14.71% |
| CU Denver | Anschutz | ||
| University Staff (>= 50% FTE) | Job Codes 2200-2999 | 36.23% |
| University Staff (<50% FTE) | Job Codes 2200-2999 | 24.15% |
| Classified Permanent (>=50% FTE) | Empl Class - C Classified Staff | 43.51% |
| Classified Permanent (<50% FTE) | Empl Class - C Classified Staff | 65.59% |
| Classified Temporary | Empl Class - C Classified Staff | 23.97% |
| Post Doc Fellow | Job Code 1438 | 25.99% |
| Professional Research Assistants (>=50% FTE) | Job Codes 1309-1311 | 38.08% |
| Professional Research Assistants (<50% FTE) | Job Codes 1309-1311 | 24.80% |
| Graduate Students/Pre Doctoral Fellows | Job Codes 32XX | 7.54% |
| Student Faculty / Student Hourly (>=50% FTE) | Job Codes 1500s and 4XXX | 0.24% |
| Student Faculty / Student Hourly (<50% FTE) | Job Codes 1500s and 4XXX | 0.22% |
Residents (Please contact the GME office for current rates)
Program Income
NIH Grants Policy Statement
Program income is gross income-earned by a recipient, a consortium participant, or a contractor under a grant-that was directly generated by the grant-supported activity or earned as a result of the award. Program income includes, but is not limited to, income from fees for services performed; charges for the use or rental of real property, equipment or supplies acquired under the grant; the sale of commodities or items fabricated under an award; charges for research resources; registration fees for grant-supported conferences, and license fees and royalties on patents and copyrights. (Note: Program income from license fees and royalties from copyrighted material, patents, and inventions is exempt from reporting requirements unless otherwise specified in the terms and conditions of award.)
If Program income is identified on the award, a separate speed type will need to be set up to track the income. Please contact OGC Award Set-up for the speed type setup.
Re-budget Requests
Prior Approval Requirements
Federal Awards
Federal research awards generally provide authority to re-budget an award up to 25% in a single direct cost budget category without requiring prior approval. However, prior approval from the agency would be required if there is a scope change resulting from the re-budgeting.
For federal awards that are not considered research awards, prior approval may be required when re-budgeting exceeds 10% in direct costs. Prior approval is always required for a scope change. For additional information, please refer to the award's terms and conditions.
Non-Federal Awards
Re-budgeting authority varies among non-federal sponsors. You may refer to the award terms and conditions for additional information about re-budgeting and when sponsor prior approval would be required.
Federal research awards generally provide authority to re-budget an award up to 25% in a single direct cost budget category without requiring prior approval. However, prior approval from the agency would be required if there is a scope change resulting from the re-budgeting.
For federal awards that are not considered research awards, prior approval may be required when re-budgeting exceeds 10% in direct costs. Prior approval is always required for a scope change. For additional information, please refer to the award's terms and conditions.
Non-Federal Awards
Re-budgeting authority varies among non-federal sponsors. You may refer to the award terms and conditions for additional information about re-budgeting and when sponsor prior approval would be required.
Salary Caps
Agency Salary Requests
NIH and Other Public Health Service Agencies
Salary requests for any agency within the U.S. Public Health Service (PHS) are capped. Congress adjusts the salary cap annually.
National Science Foundation
The National Science Foundation (NSF) limits the salary compensation requested in the proposal budget for senior personnel to no more than two months of their regular salary in any year. This limit includes salary compensation received from all NSF-funded grants.
Additional information about the NSF two-month rule may be found in the NSF PAPPG in the Salaries and Wages sub-section of the Budget and Budget Justification section.
Other Sponsors
Sponsors may impose a salary cap or other limitations. Please review sponsor information closely.
Salary requests for any agency within the U.S. Public Health Service (PHS) are capped. Congress adjusts the salary cap annually.
The following agencies constitute the U.S. Public Health Service:
- Agency for Healthcare Research and Quality (AHRQ)
- Agency for Toxic Substances and Disease Registry (ATSDR)
- Centers for Disease Control and Prevention (CDC)
- Food and Drug Administration (FDA)
- Health Resources and Services Administration (HRSA)
- Indian Health Service (IHS)
- National Institutes of Health (NIH)
- Substance Abuse and Mental Health Services Administration (SAMHSA)
National Science Foundation
The National Science Foundation (NSF) limits the salary compensation requested in the proposal budget for senior personnel to no more than two months of their regular salary in any year. This limit includes salary compensation received from all NSF-funded grants.
Additional information about the NSF two-month rule may be found in the NSF PAPPG in the Salaries and Wages sub-section of the Budget and Budget Justification section.
Other Sponsors
Sponsors may impose a salary cap or other limitations. Please review sponsor information closely.
Links & Resources
Additional Agency Information
Time and Effort Reporting
ePER Completion
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 Electronic 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. Reports are available in Cognos Reporting System that can be helpful for employees with fiscal roles to manage who is being charged to sponsored projects and reflect if those employees charged to the sponsored project have completed their Personal Effort Report certification as required by 2 CFR 200. If you hold a fiscal role you, these reports can help you manage your projects.
There are currently three management reports, including:
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 Electronic 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. Reports are available in Cognos Reporting System that can be helpful for employees with fiscal roles to manage who is being charged to sponsored projects and reflect if those employees charged to the sponsored project have completed their Personal Effort Report certification as required by 2 CFR 200. If you hold a fiscal role you, these reports can help you manage your projects.
There are currently three management reports, including:
- ePER Summary by Org
- ePER Summary by PI
- Uncertified ePER by Org or Campus
Project Status
Project Status Information
Project Statuses are used to Control spending on projects depending on what phase they are in.
- Project statuses are used at all campuses
- All controls affect funds 30, 31, 12, 22, 32 and 35 (HCM only)
- Systems that utilize status Peoplesoft FIN and HCM, Concur, CU Marketplace, and iLabs
Project Status Key
| S | Preaward | Time period prior to award notice being received. |
| O | Open | Project/Speed type are active to incur expenditures for the budget period awarded. |
| E | Ended | 0-60 days after the end of the project. Ended Status confirms the funding period has ended and preparation for final reporting and closeout begin, or activity will transition to next years project for the award. |
| R | Reporting | >60 days after end of project; No additional payroll or non-payroll expenses should be added/removed from the project while final financial deliverable's are prepared. |
| C | Closed | The project/speed type is inactivated and no other transactions may post or be removed. |
Project Status Transaction Matrix
| Transaction Matrix | |||||
| Project Status | S (Prespending)* | O (Open) | E (Ended) | R (Reporting) | C (Closed) |
| Speed type Status | Active | Active | Active | Active | Inactive |
| Concur Transactions | x | x | x | ||
| New Marketplace Requisitions | x | x | |||
| Existing Marketplace Transactions | x | x | x | x | |
| New iLab Transactions | x | x | x | x | |
| Existing iLab Transactions | x | x | x | x | |
| GL Journals** | x | x | x | x | |
| HCM Pay Transactions*** | x | x | |||
| HCM Payroll Expense Transfers (PETS)**** | x | x | x | ||
Project LIfecycle
Lifecycle Statuses
OGC announced in July 2017 the use of new PeopleSoft Project life cycle statuses. At this time, those status changes are still updated manually by your Post Award Administrator. Coming in the fall of 2018, these statuses will start changing automatically within PeopleSoft at specific time points after the project end date. We will also be implementing a new control structure behind these statuses to help ensure expenses are posted to the project timely and within the project dates.
Over the next few months, there will be much more information to come on this modification to assess readiness and help you prepare for the change. Please review the status descriptions and future controls listed below. Note these status controls will not be put in place for older projects that are being worked as part of OGC’s closeout initiative.
Over the next few months, there will be much more information to come on this modification to assess readiness and help you prepare for the change. Please review the status descriptions and future controls listed below. Note these status controls will not be put in place for older projects that are being worked as part of OGC’s closeout initiative.
| Status | Description |
| "S" Pre-Spending | Status for pre-award spending projects. This status will allow all transactions approved to post. |
| "O" Open | Status initiated after award setup through the life of award |
| "E" Ended | Status inserted 1 day past the project End Date. |
| "R" Reporting | Status entered at 60 days after project end date. This status is intended to stop transactions from posting while Final Report is being prepared. This status will stop you from entering new transactions as well as stop you from doing PETS on projects. |
| "C" Closed | Status changed to closed manually after final reports have been submitted and all payments received. This status is to represent the project is complete and no further reporting or adjustments are needed. |
Relinquishment and Award Transfer
Changing a Recipient Organization
The change of institution, or change of recipient organization, is the transfer of the legal and administrative responsibility for a grant-supported project or activity from one legal entity to another before the completion date of the approved project period.
Please see A to Z Resources, Transfer/Relinquishment of an Award.
Email the completed transfer sponsored project form to: OGC.Postaward@ucdenver.edu.
Outgoing Subawards
Select lifecycle subphase below:
Subawards
Subaward Information
PIs and their administrative units must ensure continuous and ongoing monitoring of the financial and programmatic performance of each federal subaward, per 2 CFR 200.332(d) and University policy. As a steward of federal funds, PIs and administrative units must have reasonable assurance each subrecipient complies with the terms and conditions of the subaward and is making adequate progress towards the subrecipient’s project goals and outcomes.
Auditors and federal agencies regularly request monitoring records to assess the University’s compliance with federal requirements. Failure to maintain a monitoring record may result in cost disallowances associated with our subaward.
Per University policy, “any penalties, disallowance, or losses of funding caused by non-compliance…will be the responsibility of the administrative unit in violation of the policy.”
To meet these responsibilities, PIs and their administrative units must:
- Maintain regular contact with the subrecipient to gauge project progress;
- Ensure all deliverables, including subrecipient progress reports, are timely and satisfactory;
- Verify the subrecipient adheres to the terms and conditions of the subaward;
- Address subrecipient non-compliance by communicating with OGC if changes to the statement of work, reporting requirements, or rebudgeting are needed
- Verify subrecipient invoices are timely, complete, and accurate;
- Ensure all subrecipient costs conform to the terms and conditions of the subaward and approved budget; and,
- Confirm that costs are aligned with technical progress.
Monitoring activities MUST be adequately documented. The University provides a Monitoring Record Template and Monitoring Invoice Checklist that may be used or modified as needed.
Risk Assessment
OGC conducts a risk assessment on each federal subrecipient before a subaward is executed. If the risk assessment surpasses a certain risk score, our subcontracts team will discuss the assessment with you prior to providing an executed subcontract. If you would like a copy of the risk assessment for your subaward, please email ogc.subcontracts@ucdenver.edu.
Links & Resources
Subaward Resources
OGC’s Subcontracts website provides additional subrecipient monitoring guidance and tools.
Contact Information
Subcontracts Team
For questions and assistance related to your subaward agreement, please contact ogc.subcontracts@ucdenver.edu.
For questions and assistance related to subrecipient compliance, please contact Shane Jernigan at shane.jernigan@cuanschutz.edu.
For questions and assistance related to subrecipient compliance, please contact Shane Jernigan at shane.jernigan@cuanschutz.edu.
Closeout and Post Closeout
Select lifecycle subphase below:
Closeout Procedures
Closing a Project
The close of a project is a shared responsibility that involves the Principal Investigator, Department Administrator, Fiscal Staff and the Office of Grants and Contracts Postaward Unit. It involves the review of expenditures to ensure that they are allowable, allocable, reasonable and consistent with Uniform Guidance. The expenses must be clearly made within an award(s) period of performance.
For Federal awards, all closeout reports must be submitted no later than 90 calendar days after the end date of the performance period as outlined by the award notice, unless an extension is authorized by the Federal Agency. All expenses must be booked in the GL in order to include them on final billings and reports. In very rare cases, exceptions can be made with sufficient documentation if the expense needs to occur
For Federal awards, all closeout reports must be submitted no later than 90 calendar days after the end date of the performance period as outlined by the award notice, unless an extension is authorized by the Federal Agency. All expenses must be booked in the GL in order to include them on final billings and reports. In very rare cases, exceptions can be made with sufficient documentation if the expense needs to occur
Links & Resources
Closeout Reports
Closeout Checklists
- Closeout of Sponsored Projects - Fiscal Policy 4-6
- Closeout Timeline (30, 60, 90 After Project End)
- Closeout Timeline (90, 60, 30 Before Project End)
Closeout Timelines
- Closeout Timeline (90, 60, 30 Days BEFORE project end GM01)
- Closeout Requirements/Checklist (30, 60, 90 days AFTER project end GM02 and GM03)
- Final Federal Financial Report (except for NIH Fellowships)
- Final Research Performance Progress Report (F-RPPR) (except for NIH Fellowships - please use Form PHS 416-7 Termination Notice)
- Final Invention Statement and Certification (except for NIH Fellowships and Training grants)
- PHS 416-7 Termination Notice (NIH Fellowships only)